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by Doug Sheresh, Beth Sheresh, Jim Boyce
Microsoft® Office Outlook® 2007 Inside Out
Microsoft® Office Outlook® 2007 Inside Out
SPECIAL OFFER: Upgrade this ebook with O’Reilly
A Note Regarding Supplemental Files
Acknowledgments
From Jim Boyce
From Beth Sheresh and Doug Sheresh
We’d Like to Hear from You!
Introduction
Who This Book Is For
How This Book Is Organized
Part 1—Working with Outlook
Part 2—E-Mail and Other Messaging
Part 3—Working with Contacts
Part 4—Managing Your Time and Tasks
Part 5—Customizing Outlook
Part 6—Managing and Securing Outlook
Part 7—Collaboration
Part 8—Working with Office Server and SharePoint Services
Part 9—Using Outlook with Exchange Server
Part 10—Mobility
Companion CD
About the CD
What’s on the CD?
System Requirements
Support Information
Conventions and Features Used in This Book
Text Conventions
Design Conventions
1. Working with Outlook
1. What’s New in Outlook 2007
A New Interface
The Ribbon
The Navigation Pane
The To-Do Bar
Other Interface Changes
Instant Search
Calendar Changes
E-Mail Changes
Color Categories
Collaboration and Sharing Improvements
Integration with Office SharePoint Server
Shared Calendars
Shared Business Cards
And More...
2. Outlook Overview and Startup
Overview of Outlook
Messaging
Exchange Server
Internet E-Mail
HTTP-Based E-Mail
Fax Send and Receive
Extensible E-Mail Support
Scheduling
Contact Management
Task Management
Tracking with the Outlook Journal
Organizing Your Thoughts with Notes
How Outlook Stores Data
Personal Folders—.pst Files
Options for Working Offline
Sharing Storage Files
Understanding Messaging Protocols
SMTP/POP3
IMAP
MAPI
LDAP
NNTP
HTML
MIME
S/MIME
MHTML
iCalendar, vCalendar, and vCard
Security Provisions in Outlook
Protection Against Web Beacons
Attachment and Virus Security
Macro Viruses
Digital Signatures
Message Encryption
Security Labels
Understanding Outlook Service Options
Options for Starting Outlook
Normal Startup
Safe Mode Startup
Starting Outlook Automatically
Adding Outlook to the Quick Launch Bar
Changing the Outlook Shortcut
Using RUNAS to Change User Context
Startup Switches
Choosing a Startup View
Creating Shortcuts to Start New Outlook Items
3. Configuring Outlook Profiles and Accounts
Understanding the Outlook 2007 Startup Wizard
Configuring Accounts and Services
Understanding Profiles
Creating Profiles
Creating a Profile from Scratch
Copying a Profile
Modifying or Removing a Profile
Creating Multiple Profiles
Switching Profiles
Specifying the Startup Profile
Configuring Online and Offline Data Storage
Personal Folders and Offline Folders
Adding Other Data Stores
Removing Data Stores
Configuring Offline Storage
Using an .ost File
Configuring Cached Exchange Mode
Changing Your Data Storage Location
Setting Delivery Options
4. Working in and Configuring Outlook
Understanding the Outlook Folders
Working with the Standard Outlook Views
Outlook Today
Inbox
Previewing Messages
Customizing the Inbox View
Adding and Removing Columns
Changing Column Order
Changing Column Names
Changing Column Width
Changing Column Alignment
Changing Column Data Format
Grouping Messages
Calendar
Working with the Schedule
Using the Calendar’s Reading Pane
Using the Task List
Using the Date Navigator
Customizing the Calendar View
Contacts
Customizing the Contacts View
Tasks
Customizing the Tasks View
Notes
Deleted Items
Choosing the Startup View
Using Other Outlook Features
Using the Navigation Pane
Using Objects in the Navigation Pane
Controlling the Navigation Pane’s Appearance
Using the Outlook Toolbars
Using the Ribbon
Using Multiple Outlook Windows
Using the Folder List
Using the Status Bar
Using the Reading Pane
Using AutoPreview
Using the InfoBar
Configuring Outlook Options
Preferences Tab
Mail Setup Tab
Mail Format Tab
Spelling Tab
Checking Spelling
Using AutoCorrect
Editing a Custom Spelling Dictionary
Using International Dictionaries
Other Tab
Defining the Default Program for E-Mail, Contacts, and the Calendar
Processing Deleted Items
Setting Up AutoArchive
Customizing Outlook Panes
Setting Up Person Names
Setting Advanced Options
Configuring Reminder Options
Custom Forms
Setting Service Options
Delegates Tab
Voice Mail Tab
Using Outlook on the Web
Browsing the Web with Outlook
Connecting to Exchange Server with HTTP
Accessing Your Mail Through a Browser
Configuring Windows Settings for Outlook
Display Settings
Regional Settings
Time Synchronization
Using Add-Ins
Using Outlook Effectively
5. Creating and Using Categories
Understanding Categories
Customizing Your Category List
Assigning Categories to Outlook Items
Assigning Categories to Existing Outlook Items
Assigning a Quick Click Category
Assigning Categories Automatically
Modifying Categories and Category Assignments
Changing Existing Categories
Changing Category Assignments
Changing Category Assignments of Multiple Items at One Time
Organizing Data with Categories
Viewing Selected Categories Only
Sharing a Category List
Sharing Categories with a Registry File
Sharing Categories with E-Mail
Using Categories Effectively
2. E-Mail and Other Messaging
6. Managing Address Books and Distribution Lists
Understanding Address Books
Outlook 2007 Address Book
Global Address List (GAL)
LDAP (Internet Directory Services)
Other Address Lists
Configuring Address Books and Addressing Options
Setting the Contacts Display Option for the OAB
Removing Contacts Folders from the OAB
Setting Other Addressing Options
Selecting the Default Address Book for Lookup
Specifying the Default Address Book for New Entries
Specifying How Names Are Checked
Creating Address Book Entries
Modifying Addresses
Removing Addresses
Finding People in the Address Book
Using AutoComplete for Addresses
Deleting a Name from the AutoComplete Cache
Deleting the Entire Cache
Using Distribution Lists
Creating Distribution Lists
Modifying a Distribution List
Renaming a Distribution List
Deleting a Distribution List
Hiding Addresses when Using a Distribution List
Distribution Lists for Multiple Address Fields
Using Distribution Lists on a Server
Adding a Server-Side Distribution List to Contacts
Automatically Adding Addresses to the Address Book
Using the Mobile Address Book
7. Using Internet Mail Accounts
Using Internet POP3 E-Mail Accounts
Configuring General Settings for Internet Accounts
Configuring Outgoing Server Settings for Internet Accounts
Configuring Connection Settings for Internet Accounts
Configuring Advanced Settings for Internet Accounts
Controlling Where Outlook Stores POP3 Messages
Using IMAP Accounts
Controlling Where Outlook Stores IMAP Messages
Using Outlook with CompuServe
Configuring Outlook for Classic CompuServe Accounts
Configuring Outlook for CompuServe 2000 Accounts
Using Hotmail and Other HTTP-Based Services
Using Outlook with Hotmail Accounts
Establishing a Hotmail Account
Understanding Where Outlook Stores HTTP Messages
Using Outlook with Prodigy
Using Outlook with MSN
Using Multiple Accounts
Sending Messages Using a Specific Account
Separating Incoming Messages by Account
Keeping a Copy of Your Mail on the Server
Setting Your Own Computer as the Outgoing Mail Server
Viewing Full Message Headers
8. Sending and Receiving Messages
Working with Messages
Opening a Standard Message Form
Addressing Messages
Including Carbon Copies and Blind Carbon Copies
Copying Someone on All Messages
Using Templates and Custom Forms for Addressing
Specifying Message Priority and Sensitivity
Saving a Message to Send Later
Setting Sending Options
Controlling When Messages Are Sent
Requesting Delivery and Read Receipts
Using Message Tracking and Receipts Options
Sending a Message for Review
Replying to Messages
Forwarding Messages
Using Other Reply and Forwarding Options
Deleting Messages
Controlling Synchronization and Send/Receive Times
Setting Up Send/Receive Groups
Creating New Groups
Modifying Existing Groups
Limiting Message Size
Scheduling Send/Receive Synchronization
Configuring Send/Receive Schedules
Disabling Scheduled Send/Receive Processing
Configuring Other Messaging Options
Setting Up Notification of New Mail
Using Message Alerts
Controlling Dial-Up Account Connections
Formatting Internet and International Messages
Setting Internet Format
Setting International Options
Managing Messages and Attachments
Saving Messages Automatically
Retaining a Copy of Sent Messages
Working with Attachments
Previewing Attachments
Viewing Attachments
Saving Attachments to a Disk
Saving Messages to a File
Configuring Message Handling
Moving and Copying Messages Between Folders
9. Beyond Simple Text Messages
Formatting Text in Messages
Formatting Lists
Options on the Format Text Tab
Working with Styles
Using Style Sets
Creating a Custom Style Set
Using Tables
Inserting a Table in a Message
Working with Tables
Working with Quick Tables
Using Special Text Features
Quick Parts
Drop Cap
Date & Time
Text Box
WordArt
Object
Including Illustrations in Messages
Inserting a Picture from a File
Inserting Clip Art
Inserting Shapes
Inserting a Chart
Design Tab
Layout Tab
Format Tab
Inserting SmartArt
Design Tab
Format Tab
Using Symbols in a Message
Inserting an Equation
Inserting a Symbol
Inserting a Horizontal line
Working with Hyperlinks
Inserting Hyperlinks
Inserting Hyperlinks to Files or Web Pages
Inserting a Hyperlink to a Place in the Current Message
Inserting a Hyperlink to a New Document
Inserting a Hyperlink to an E-Mail Address
Removing a Hyperlink
Inserting Bookmarks
Including Other Items in a Message
Attaching Files
Inserting Files in the Body of a Message
Including an Outlook 2007 Item
Attaching a Business Card to a Message
Including a Calendar
Customizing the Appearance of Your Messages
Understanding How Outlook Formats Messages
Office Themes
Legacy Themes
Stationery
Style Sets
Using Themes to Customize Your Messages
Colors
Fonts
Effects
Page Color
Creating a Custom Theme
Using Stationery to Customize Your Messages
Creating a Custom Message Appearance
Using Signatures
Understanding Message Signatures
Defining Signatures
Adding Signatures to Messages
Backing Up Your Signatures
Using the Proofing and Research Tools
Configuring Research Options
10. Finding and Organizing Messages
Finding and Organizing Messages with Search Folders
Using Search Folders
Customizing Search Folders
Creating a New Search Folder
Flagging and Monitoring Messages and Contacts
Flagging Received and Previously Sent Messages
Flagging Outgoing Messages
Viewing and Responding to Flagged Messages
Flagging Contact Items
Grouping Messages by Customizing the Folder View
Filtering a View Using Categories
Managing E-Mail Effectively
11. Processing Messages Automatically
Understanding Message Rules
Creating and Using Rules
Creating New Rules
Applying Rules to Specific Folders or All Folders
Copying Rules to Other Folders
Creating Rules Based on Existing Messages
Creating Rules That Use OR Logic
Modifying Rules
Controlling Rules
Setting Rule Order
Stopping Rules from Being Processed
Disabling and Removing Rules
Sharing Rules with Others
Backing Up and Restoring Rules
Using the Organize Pane to Create Rules
Using Rules to Move Messages Between Accounts
Running Rules Manually and in Specific Folders
12. Managing Junk E-Mail
How Outlook 2007 Junk E-Mail Filtering Works
No Automatic Filtering
Low
High
Safe Lists Only
Understanding How Outlook 2007 Uses the Filter Lists
Deleting Instead of Moving Messages
Postmarking Messages
How Outlook 2007 Phishing Protection Works
Enabling and Configuring Junk E-Mail Filtering
Controlling Automatic Downloads
Configuring Automatic Downloading of External Content
Marking and Unmarking Junk E-Mail
Creating Other Junk E-Mail Rules
Other Spam Filtering Solutions
Filtering in Exchange Server
Using Third-Party Filters
Managing Junk E-Mail Effectively
13. Automatically Responding to Messages
Creating Automatic Responses with the Out Of Office Assistant
Understanding Out Of Office Assistant Features
Using the Out Of Office Assistant with Exchange Server 2003 and Earlier
Using the Out Of Office Assistant for Exchange Server 2007
Creating Custom Out Of Office Rules
Creating Automatic Responses with Custom Rules
Setting Up the Reply
Creating Automatic Responses from Local Templates
Creating Automatic Responses from the Server
14. Securing Your System, Messages, and Identity
Configuring HTML Message Handling
Protecting Messages with Digital Signatures
Understanding Digital Certificates and Signatures
Obtaining a Digital Certificate
Copying a Certificate to Another Computer
Backing Up Your Certificate
Installing Your Certificate from a Backup
Signing Messages
Understanding S/MIME and Clear-Text Options
Adding Your Digital Signature
Setting Global Security Options
Creating and Using Security Profiles
Reading Signed Messages
Changing Certificate Trust Relationships
Configuring CA Trust
Configuring CA Trust for Multiple Computers
Viewing and Validating a Digital Signature
Encrypting Messages
Getting Ready for Encryption
Swapping Certificates
Obtaining a Recipient’s Public Key from a Public CA
Sending Encrypted Messages
Reading Encrypted Messages
Importing Certificates from Outlook Express
Protecting Data with Information Rights Management
Using Microsoft’s IRM Service
Viewing IRM-Protected Messages
Working with Multiple Accounts
15. Receiving Messages Selectively
Understanding Remote Mail Options
Remote Mail in a Nutshell
Setting Up for Remote Mail
Working with Message Headers
Downloading Message Headers
Marking and Unmarking Message Headers
Marking to Retrieve a Message
Marking to Retrieve a Copy
Marking to Delete a Message
Unmarking a Message
Processing Marked Headers
Selective Downloading for POP3 Using Send/Receive Groups
Retrieving Only Message Headers
Retrieving Based on Message Size
Keeping Messages on the Server
16. Using RSS Feeds
Understanding RSS
Configuring RSS
Adding RSS Feeds to Outlook
Using Your RSS Feeds
Adding an OPML File to Outlook
Managing Your RSS Feeds
Setting RSS Properties
17. Using LDAP Directory Services
Overview of LDAP Services
Configuring a Directory Service Account in Outlook
Setting the Search Base
Configuring a Directory Service Account in Windows Mail
Using LDAP to Find People
Searching from Windows Mail
3. Working with Contacts
18. Creating and Managing Your Contacts
Working with the Contacts Folder
Creating a Contact Entry
Creating Contact Entries from the Same Company
Creating a Contact Entry from an E-Mail Message
Copying an Existing Contact Entry
Creating Other Contacts Folders
Copying the Design of a Folder
Working with Contacts
Associating a Contact with Other Items and Documents
Associating Contacts and Documents
Removing a Link
Assigning Categories to Contacts
Resolving Duplicate Contacts
Phoning a Contact
Setting Up Speed Dial Entries
Redialing Recently Dialed Numbers
Sending an E-Mail Message to a Contact
Connecting to a Contact’s Web Site
Scheduling Appointments and Meetings with Contacts
Scheduling a Meeting with a Contact
Assigning a Task to a Contact
Flagging a Contact for Follow-Up
Finding Contacts
Making a Common Change to Multiple Contacts
Viewing Contacts
Using Standard Views in the Contacts Folder
Customizing Contacts View
Filtering Contacts View
Configuring Fonts and Card Dimensions
Using Automatic Formatting
Filtering Contacts with Categories
Printing Contacts
Custom Contact Printing with Word
Working with Distribution Lists
Creating a Personal Distribution List
Adding or Deleting Names in a Distribution List
Sharing Contacts
Sharing Your Contacts Folders
Sharing Contacts with vCards
Creating a vCard from a Contact Entry
Including a vCard with Your Signature
Saving a Contact Entry as a vCard
Saving a vCard Attachment in Your Contacts Folder
Setting Contact Options
Using Contacts Effectively
19. Using Microsoft Business Contact Manager
Understanding What Business Contact Manager Can Do
Configuring Business Contact Manager
Where Is Business Contact Manager?
Adding and Removing Business Contact Manager for a Profile
Using the Business Contact Manager Interface
Business Contact Manager Folders
Home Page
Sales Page
Marketing Page
Projects Page
Business Contact Manager Menu
Working with Business Contacts
Copying Existing Contacts
Creating New Business Contacts
Using Contacts
Creating and Using Accounts
Performing Actions with Accounts
Creating and Using Business Projects
Working with Project Tasks
Creating and Using Opportunities
Creating and Managing Products
Adding Products to an Opportunity
Creating Marketing Campaigns
Step 1: What Is This Marketing Campaign For?
Step 2: Who Will See It?
Step 3: How Will They Get It?
Step 4: What Will They Get?
Step 5: Are You Ready to Launch the Marketing Campaign?
Tracking Item History
Attaching Items
Creating Reports
Modifying Reports
Filtering Reports
Saving Reports
Printing Reports
Importing and Exporting Information
Importing Contacts or Accounts
Importing Products
Managing Your Business Contact Manager Data
Cleaning Up the Database
Sharing the Database
Backing Up the Database
Restoring the Database
Deleting Databases
4. Managing Your Time and Tasks
20. Scheduling Appointments
Calendar Basics
Understanding Calendar Items
Using the Time Bar
Using the Date Navigator
Using the To-Do Bar
Setting the Number of Days Displayed
Selecting a Date
Working with One-Time Appointments
Specifying the Subject and Location
Specifying Start and End Times
Setting a Reminder
Classifying an Appointment
Adding a Note
Categorizing an Appointment
Saving an Appointment
Changing an Appointment to an Event
Working with One-Time Events
Using the Event Form
Changing an Event to an Appointment
Creating a Recurring Appointment or Event
Modifying an Appointment or Event
Changing an Appointment or Event
Deleting an Appointment or Event
Using Categories and Colors
Assigning Color Categories to an Appointment Manually
Assigning Color to an Appointment Automatically
Printing Calendar Items
Customizing the Current Calendar View
Redefining Fields
Filtering Calendar Items
Controlling Fonts and Other View Settings
Creating a Custom View
Creating a New View
Copying a View
Using Overlay Mode to View Multiple Calendars in One
Backing Up Your Schedule
Managing Time Zones
Changing the Time Zone
Using Two Time Zones
Managing Your Calendar Effectively
21. Scheduling Meetings and Resources
Sending a Meeting Request
Selecting Attendees
Scheduling a Meeting
Scheduling a Meeting from the Contacts Folder
Changing a Meeting
Sending a Meeting Request with Scheduling Assistant
Selecting Attendees
Scheduling a Meeting Using Scheduling Assistant
Responding to a Meeting Request
Receiving a Request for a Meeting
Receiving a Response to Your Request
Checking Attendees
Scheduling Resources
Setting Up Resources for Scheduling
Using the Configured Resources
Managing Meetings Effectively
Find the Best Time for the Meeting
Use Scheduling Assistant to Help Schedule Meetings
Set a Sufficient Reminder to Enable You to Make Meetings on Time
Schedule Meeting End Times with a Reminder to Help Meetings Stay on Schedule
22. Managing Your Tasks
Working with Tasks in the Tasks Folder
Creating a Task
Creating a Recurring Task
Adding a Reminder
Setting a Task Estimate
Marking a Task as Completed
Assigning Tasks to Others
About Task Ownership
Making or Accepting an Assignment
Reclaiming Ownership of a Declined Task
Assigning Tasks to Multiple People
Tracking the Progress of a Task
Sending a Task Status Report
Creating an Unassigned Copy of an Assigned Task
Viewing and Customizing the Tasks Folder
Changing Fonts and Table View Settings
Using Automatic Formatting
Setting General Task Options
Working with Tasks in Other Ways
Working with Tasks in the To-Do Bar
Changing the Task List’s View
Working with Tasks in Outlook Today
Using the Daily Task List
Managing Tasks Effectively
23. Tracking Documents and Activities with the Journal
Understanding the Outlook Journal
Using Automatic Journaling
Setting Journal Options
Turning Off Automatic Journaling
Automatically Recording E-Mail Messages
Automatically Recording Contact Information
Automatically Recording Document Activity
Adding Journal Items Manually
Recording Work in a File Manually
Recording Outlook Items Manually
Recording Other Activities Manually
Manually Recording Phone Calls
Creating and Using Custom Entry Types
Changing Journal Entries
Modifying an Entry
Moving an Entry on the Timeline
Deleting an Entry
Connecting Journal Activities to Individual Contacts
Viewing the Journal
Using By Type View
Using By Contact View
Using By Category View
Using Entry List View
Using Last Seven Days View
Using Phone Calls View
Customizing Journal Views
Displaying Item Labels on the Monthly Timeline
Showing Week Numbers
Printing Journal Items
Sharing Journal Information
Using the Journal Effectively
Make Using the Journal a Habit
Use the Journal’s Automatic Recording Features
Use the Journal Only for Those Things You Need to Track
Add Addresses to Your Primary Contacts Folder
Create Custom Entry Types to Meet Your Individual Needs
Time Management Using the Journal
Using Views to Analyze Time Usage
Using Custom Views of the Journal
Exporting Journal Items to Other Programs
24. Making Notes
Understanding Outlook Notes
Configuring Note Options
Working with Notes
Adding a Note
Reading and Editing a Note
Forwarding a Note
Adding a Note Sent to You
Using a Note to Create a Task or an Appointment
Moving and Copying Notes
Copying a Note to the Clipboard
Copying a Note to the Desktop or Another Folder
Changing Note Color
Assigning Color Categories to Notes
Printing a Note
Date and Time Stamping Notes
Deleting a Note
Viewing Notes
Creating New Notes Folders
5. Customizing Outlook
25. Using Templates
Working with E-Mail Templates
Creating an E-Mail Template
Using an E-Mail Template
Using a Template with a Distribution List
Using Other Outlook Template Types
Appointments and Meetings
Contacts
Tasks and Task Requests
Journal Entries
Editing Templates
Sharing Templates
Using Templates Effectively
26. Customizing the Outlook Interface
Customizing the Navigation Pane
A Quick Tour of the Navigation Pane
Showing and Hiding the Navigation Pane
Changing the Number of Buttons on the Navigation Pane
Adding a Shortcut to an Outlook Folder or a Public Folder
Adding a File Folder or Document to the Navigation Pane
Adding a Web Site to the Navigation Pane
Removing a Shortcut from the Navigation Pane
Renaming a Shortcut in the Navigation Pane
Working with Groups in the Navigation Pane
Adding a Group to the Navigation Pane
Renaming a Group in the Navigation Pane
Removing a Group from the Navigation Pane
Customizing the To-Do Bar
Customizing Toolbars
Working with Toolbars
Displaying and Hiding Toolbars
Moving and Docking Toolbars
Creating Custom Toolbars
Adding Items
Removing Items
Reorganizing Items
Modifying Toolbar Items
Changing the Width of the Drop-Down List
Changing the Button Size
Resetting Individual Toolbars
Renaming a Custom Toolbar
Deleting a Custom Toolbar
Sharing a Custom Toolbar
Recovering the Default Toolbars
Controlling Toolbar Appearance and Behavior
Customizing Outlook Today View
Configuring Outlook Today
Specifying the Startup View
Specifying Folders to Show
Setting Calendar Options
Setting Task Options
Using Styles
27. Creating Custom Views and Print Styles
Creating and Using Custom Views
Basing a New View on an Existing View
Creating a New View from Scratch
Modifying, Renaming, or Deleting a View
Customizing a View’s Settings
Configuring Fields
Grouping Data
Sorting Data
Applying Filters to the View
Configuring Fonts and Other General Settings
Creating Rules for Automatic Formatting of Text
Printing in Outlook
Overview of Print Styles
Printing from Outlook
Creating Custom Print Styles
Deleting Print Styles
Resetting Print Styles
Custom Printing with Scripts and Word
Using a Custom Contact Style
Using a Custom Message Style
Custom Printing with Excel
28. Designing and Using Forms
Overview of Standard Forms, Item Types, and Message Classes
Outlook Forms
Outlook Item Types
Outlook Message Classes
Creating Custom Forms from Standard Forms
Compose vs. Read
Outlook Fields
Item Types and Fields
Creating Custom Forms from Scratch
Creating Multipage Forms
Adding and Arranging Controls
Properties
Display
Layout
Value
Validation
Standard Controls
Adding Graphics to Forms
Adding User-Defined Fields
Using Office Documents to Create Outlook Forms
A Word About Form Regions
Publishing and Sharing Forms
Saving Forms
Publishing Forms
Choosing Forms
Using Forms Effectively
29. Automating Common Tasks
Understanding Automation Options
Understanding Macros
Using Macros
Creating a Macro from Scratch
Running a Macro
Editing a Macro
Stepping Through a Macro
Deleting a Macro
Sharing Macros with Others
Setting Macro Security
Using Security Levels
Specifying Trusted Sources
Signing Your Macros to Avoid Security Warnings
6. Managing and Securing Outlook
30. Managing Outlook Folders and Data
Understanding Outlook Folders
Working with the Folder List
Using and Managing Folders
Using a Folder
Creating a Folder
Adding a Folder Shortcut to the Navigation Pane
Working with Favorite Folders
Renaming a Folder
Copying and Moving a Folder
Deleting a Folder
Setting Folder Properties
Configuring General Folder Properties
Configuring Home Page Properties for a Folder
Configuring AutoArchive Properties for a Folder
Configuring Administration Properties for a Folder
Configuring Form Properties for a Folder
Configuring Permissions for a Folder
Configuring Synchronization Properties for a Folder
Configuring Properties for a Contacts Folder
Using Web Views with Folders
Why Use Web Views?
Assigning a Web Page to a Folder
Removing a Web Page from a Folder
Using a Folder’s Web Page
Using Multiple Personal Folders
Adding a Personal Folder
Removing a Personal Folder
Managing Data
Copying and Moving Data Between Folders
Storing Items in the Personal Folders or Mailbox Branch
31. Archiving, Backing Up, and Restoring Outlook Data
Archiving Your Outlook Data
Archiving Your Data Manually
Restoring Data After a System Failure or a Reinstallation
Configuring Automatic Archiving
Run AutoArchive Every n Days
Prompt Before AutoArchive Runs
Delete Expired Items
Archive Or Delete Old Items
Show Archive Folder In Folder List
Specifying How Archived Items Are Handled
Applying Settings to All Folders
Using AutoArchive Settings for Individual Folders
Setting Retention Policy
Backing Up and Restoring Data
Backing Up Your Outlook Data
Backing Up Your Personal Folders
Backing Up Using File Copy
Backing Up Using the Microsoft Backup Utility
Restoring Your Data
Backing Up Additional Outlook Data
32. Moving Data in and out of Outlook with Import/Export
Exporting Data
Exporting Outlook Data to a .pst File
Exporting Addresses
Exporting Data to a File
Importing Data
Importing Data into Outlook
Importing Internet Mail Account Settings
Importing Internet Mail and Addresses
Importing a vCard File
Importing an iCalendar or a vCalendar File
Importing from Another Program File
33. Finding and Organizing Outlook Data
Using Instant Search
Configuring Instant Search
Turning Instant Search On and Off
Choosing Search Options
Controlling Which Data Files Are Searched
Performing a Search
Using the Query Builder
Making Fields from Custom Forms Available
How Indexing Impacts Instant Search
Configuring Indexing Options
Searching for Contacts
Using Advanced Find
The Advanced Find Dialog Box
Specifying Advanced Search Criteria
Organizing Data
Organizing Your E-Mail
Search Folders
Using Folders
Using Rules
Using Color Categories
Using Views
Using the Organize Pane
Organizing Your Calendar
Organizing Contacts, Tasks, and Notes
Organizing Your Outlook Items Effectively
34. Security and Virus Protection
Providing Virus Protection
Implementing Server-Side Solutions
Implementing Client-Side Solutions
Virus Protection in Outlook
Protecting Against Viruses in Attachments
Level 1 Attachments
Level 2 Attachments
Configuring Blocked Attachments
Configuring Attachments in Exchange Server
Using Outlook Security Settings
Attachment Security Settings
Custom Form Security Settings
Configuring Security Using Group Policy
Setting the Outlook Security Mode
Configuring Attachment Blocking Directly in Outlook
Removing Blocked File Types from the Level 1 List
Adding Blocked File Types to the Level 1 List
Opening Blocked Attachments
Allowing Level 1 Attachments
Allowing Level 2 Attachments
Protecting Against Office Macro Viruses
Enabling Applications to Send E-Mail with Outlook
Configuring Programmatic Access
Configuring Programmatic Access Using Group Policy
Trusting Applications
Using Group Policy to Trust Applications
Tips for Securing Your System
7. Collaboration
35. Delegating Responsibilities to an Assistant
Delegation Overview
Assigning Delegates and Working as an Assistant
Adding and Removing Delegates
Taking Yourself Out of the Meeting Request Loop
Opening Folders Delegated to You
Scheduling on Behalf of Another Person
Sending E-Mail on Behalf of Another Person
Granting Access to Folders
Configuring Access Permissions
Accessing Other Users’ Folders
36. Sharing Calendars
Sharing Your Calendar
Managing Your Shared Calendar Information
Understanding What Status Is Available
Publishing Your Schedule
Publishing Your Calendar to Microsoft Office Online
Publishing to FTP, HTTP, and File Servers
Setting the Search Location for Free/Busy Information
Refreshing Your Schedule
Sharing Your Calendar Via E-Mail
Sending a Link to Your Free/Busy Information Through E-Mail
Changing the Free/Busy Status of an Item
Working with Group Schedules
Creating a Group Schedule
Setting Up a Meeting or Sending Group E-Mail
Creating Your Own Free/Busy Server
Publishing Your Calendar as a Web Page
37. Integrating Outlook with Other Office Applications
Using Contacts for a Mail Merge in Word
Filtering Contacts in or out of the Merge
Performing a Mail Merge from Outlook
Exporting Contacts to Access
Importing Contacts from Access
Exporting Contacts to Excel
Importing Contacts from Excel
Exporting Tasks to Office Applications
Using Notes in Other Applications
38. Integrating Microsoft Outlook and Microsoft Project
Overview of Microsoft Project
Project Management Basics
Keeping a Project in Balance
Microsoft Project’s Four Project Management Steps
Creating a Simple Project
Integrating Your Outlook Calendar
Integrating Your Address Book
Creating a Resource List
Assigning a Resource to a Task
Keeping Track of Your Progress
Integrating Communication Features
Allowing Tasks to be Delegated to Other Team Members
Publishing Tasks
Sending an Update
Importing an Outlook Task
Sending a Microsoft Project File Using Outlook
Routing a Microsoft Project File Using Outlook
Forwarding a Microsoft Project File Using Outlook
39. Collaborating Online with Office
New Collaboration Features: Beyond Microsoft Office Outlook 2007
Using the Correct Collaboration Tools
Using Microsoft Office Live Communications Server
Managing Your Live Communications Server
Configuring User Accounts in the Live Communications Server Console
Configuring User Accounts in Active Directory
Using Microsoft Office Communicator
Configuring Your Communicator Account
Using Your Account to Sign In
Managing Contacts in Communicator
Deleting a Contact in Communicator
Viewing a Contact’s Properties
Establishing Groups for Your Contacts List
Controlling the Communicator Display
Communicating with Others
Starting an Instant Message Session
Sending an E-Mail Message
Configuring Your Audio and Video
Communicating with Audio
Sharing an Application or a Whiteboard
Communicating with Video
Sending Files to Contacts
Using Office Live Meeting
Managing Communicator Configuration Settings
The Personal Tab
The General Tab
The Instant Messages Tab
The Alerts Tab
The Permissions Tab
The Phones Tab
The Accounts Tab
The Rules Tab
Using Microsoft Office Live Meeting
Setting Up Live Meeting
Using the Microsoft Live Meeting Add-In Pack
Joining a Live Meeting Session
The Microsoft Office Live Services
Office Live Basics
Office Live Essentials
Office Live Premium
Office Live Collaboration
8. Working with Office Server and SharePoint Services
40. Collaboration with Outlook and Windows SharePoint Services
Understanding Windows SharePoint Services Collaboration
Setting Up Alerts
Working with Shared Documents
Uploading a Document
Creating a Document from the Site
Working with Existing Documents and Version Control
Working with Shared Contacts
Viewing Contacts on a Windows SharePoint Services Site
Linking Windows SharePoint Services 2.0 Contacts Lists to Outlook
Copying Contacts from Windows SharePoint Services 2.0 to Outlook
Copying Contacts from Outlook to Windows SharePoint Services 2.0
Linking a Team Calendar to Outlook
Configuring Alerts in Outlook
Adding Alerts from Outlook
Editing and Deleting Alerts from Outlook
Rules Based on Alerts
Using Outlook to Work with SharePoint Libraries and Files
Connecting a SharePoint Library to Outlook
Downloading Files from a SharePoint Library to Outlook
Opening Files from a SharePoint Site in Outlook
Editing Files from a SharePoint Site in Outlook
Removing SharePoint Files in Outlook
Removing SharePoint Folders in Outlook
Using E-Mail to Add a File to a SharePoint Library
9. Using Outlook with Exchange Server
41. Configuring the Exchange Server Client
Outlook as an Exchange Server Client
Configuring General Properties
Configuring Advanced Properties
Configuring Security Properties
Configuring Connection Properties
Verifying Connection Status
Testing AutoConfiguration
Configuring Remote Mail Properties
42. Using Outlook with Exchange Server
Sending Messages
Addressing Messages
Checking Names
Setting Message Importance and Sensitivity
Redirecting Replies
Using Delivery and Read Receipts
Saving Messages
Controlling When Messages Are Delivered
Setting Messages to Expire
Assigning a Category to a Message
Recalling a Sent Message Before It Is Read
Copying Global Addresses to Your Contacts Folder
Voting in Outlook
Sending a Message for a Vote
Using the Default Voting Responses
Using Custom Responses
Casting Your Vote
Viewing and Sorting Votes
Setting Options for Voting
43. Working Offline and Remotely
Offline vs. Remote
Establishing a Remote LAN Connection
Using HTTP to Connect
Working Offline with Outlook 2007 and Exchange Server
Configuring Startup Options
Using Offline Folders
Synchronizing with the Exchange Server Mailbox
Synchronizing with Send/Receive Groups
Using an Offline Address Book
Using Remote Mail
Using Remote Mail Preview with Exchange Server
Remote Mail vs. Offline Folders
Configuring Your System for Remote Mail
Downloading Message Headers
Forcing Remote Mail Functionality with a LAN Connection
Processing Headers with Send/Receive Groups
Configuring Header Processing for Exchange Server
Configuring Cached Exchange Mode Synchronization
10. Mobility
44. Accessing Your Outlook Items Through a Web Browser
Overview of Outlook Web Access
Outlook Web Access Features
Web Browser Options
Authentication Options
Using Outlook Web Access
Connecting to the Server
Sending and Receiving Messages
Sorting Messages
Copying and Moving Messages
Deleting Messages
Working with Other Folders
Renaming and Deleting Folders
Working with Calendar, Contacts, and Other Items
Calendar Folder
Contacts Folder
Other Folders
Configuring the Out Of Office Assistant in Outlook Web Access
Configuring Other Options for Outlook Web Access
45. Making Outlook Mobile
Why Mobility Is Important
Overview of Mobility Features in Exchange Server
Using Outlook Anywhere for Remote Access to Exchange Server
Using Outlook Mobile Service Accounts
Adding the Outlook Mobile Service Account
Using the Mobile Address Book
Sending Messages to Mobile Users
Forwarding Messages to Mobile Devices
Forwarding Outlook Items to Your Mobile Devices
Forward Alerts and Summaries
Forward Messages
Setting Outlook Mobile Service Options
Using a Mobile Signature
A. Index to Troubleshooting Topics
B. About the Authors
C. Choose the Right Book for You
Published and Upcoming Titles
Plain & Simple
Step by Step
Inside Out
Other Titles
Index
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