Outlook 2010 All-in-One For Dummies doc

Jennifer Fulton Karen S. Fredricks 10 IN 1 BOOKS BOOKS • Getting Started • E-mail Basics • Über E-mail • Working with the Calendar • Managing Contacts • Organizing Life with OneNote ® • Working with Business Contact Manager • Customizing Outlook • Managing Your Outlook Stuff • Taking Outlook on the Road Outlook ® 2010 Microsoft ® ALL-IN-ONE Making Everything Easier! ™ Getting Started E-mail Basics Über E-mail Working with the Calendar Managing Contacts Organizing Life with OneNote Working with Business Contact Manager Customizing Outlook Managing Your Outlook Stuff Taking Outlook on the Road Open the book and find: • How to manage tasks with the To-Do bar • Methods for importing data from old e-mail accounts • Quick ways to stay connected through social networks • How to grab news from Internet sources • Great ways to manage projects and your life with OneNote • How customizations make Outlook even easier to use • Tips on cleaning up e-mail clutter Jennifer Fulton is an experienced computer consultant and trainer. She has written or contributed to more than 100 computer books. Karen S. Fredricks is a business consultant specializing in CRM and contact management software. This is her 11th For Dummies book. $34.99 US / $41.99 CN / £24.99 UK ISBN 978-0-470-48773-0 System Administration/ E-mail Administration Go to Dummies.com ® for videos, step-by-step examples, how-to articles, or to shop! Feel more confident and be twice as productive — organize your life with Outlook! Most people think Outlook is just an e-mail program, but not you! You’re about to learn all the wonderful ways it can help you manage your time and your life. This beefy book shows you how to set up and use Outlook to keep your calendar, track tasks and contacts, organize random bits of essential information, and yes, do e-mail. • Somewhere to start — navigate Outlook, set up your e-mail accounts, and create quick messages and appointments • E-mail, plus — manage multiple accounts, send and receive text messages, and create mass mailings • What’s up today? — create and change appointments, meetings, and day-long events, share your calendar, and add Internet calendars to Outlook • Things to do with contacts — create contacts from e-mails and look up their Web sites or map their addresses • OneNote, many skills — track tasks, take notes, and organize them all according to subject with OneNote • Give Outlook the business — use Business Contact Manager to manage not only contacts, but accounts, revenue, and more • Manage the manager — organize your stuff and automate Outlook to keep it that way • Outlook on the move — check e-mail while on the road and automatically handle e-mail and meeting requests Outlook ® 2010 ALL-IN-ONE Microsoft ® Fulton Fredricks spine=1.87” www.it-ebooks.info spine=1.87” Start with FREE Cheat Sheets Cheat Sheets include • Checklists • Charts • Common Instructions • And Other Good Stuff! Get Smart at Dummies.com Dummies.com makes your life easier with 1,000s of answers on everything from removing wallpaper to using the latest version of Windows. Check out our • Videos • Illustrated Articles • Step-by-Step Instructions Plus, each month you can win valuable prizes by entering our Dummies.com sweepstakes. * Want a weekly dose of Dummies? Sign up for Newsletters on • Digital Photography • Microsoft Windows & Office • Personal Finance & Investing • Health & Wellness • Computing, iPods & Cell Phones • eBay • Internet • Food, Home & Garden Find out “HOW” at Dummies.com *Sweepstakes not currently available in all countries; visit Dummies.com for official rules. Get More and Do More at Dummies.com ® To access the Cheat Sheet created specifically for this book, go to www.dummies.com/cheatsheet/outlook2010aio Mobile Apps There’s a Dummies App for This and That With more than 200 million books in print and over 1,600 unique titles, Dummies is a global leader in how-to information. Now you can get the same great Dummies information in an App. With topics such as Wine, Spanish, Digital Photography, Certification, and more, you’ll have instant access to the topics you need to know in a format you can trust. To get information on all our Dummies apps, visit the following: www.Dummies.com/go/mobile from your computer. www.Dummies.com/go/iphone/apps from your phone. www.it-ebooks.info Outlook ® 2010 ALL-IN-ONE FOR DUMmIES ‰ 01_487730-ffirs.indd i01_487730-ffirs.indd i 6/18/10 3:57 PM6/18/10 3:57 PM www.it-ebooks.info 01_487730-ffirs.indd ii01_487730-ffirs.indd ii 6/18/10 3:57 PM6/18/10 3:57 PM www.it-ebooks.info by Jennifer Fulton and Karen S. Fredricks Outlook ® 2010 ALL-IN-ONE FOR DUMmIES ‰ 01_487730-ffirs.indd iii01_487730-ffirs.indd iii 6/18/10 3:57 PM6/18/10 3:57 PM www.it-ebooks.info Outlook ® 2010 All-in-One For Dummies ® Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 www.wiley.com Copyright © 2010 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit- ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http:// www.wiley.com/go/permissions. Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/ or its af liates in the United States and other countries, and may not be used without written permission. Microsoft and Outlook are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book. LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITH- OUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZA- TION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ. For general information on our other products and services, please contact our Customer Care Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002. For technical support, please visit www.wiley.com/techsupport. Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books. Library of Congress Control Number: 2010926850 ISBN: 978-0-470-48773-0 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 01_487730-ffirs.indd iv01_487730-ffirs.indd iv 6/18/10 3:57 PM6/18/10 3:57 PM www.it-ebooks.info About the Authors Jennifer Fulton, iVillage’s former Computer Coach, is an experienced com- puter consultant and trainer with over 20 years in the business. Jennifer is a best-selling author of over 100 computer books for the beginner, intermedi- ate, and advanced user, ranging from the self-motivated adult business user to the college, technical, high-school, or middle-school student. Jennifer is also a computer trainer for corporate personnel, teaching a variety of classes, including Windows, Microsoft Of ce, Paint Shop Pro, Photoshop Elements, and others. Jennifer is a self-taught veteran of computing, which means, of course, that if something can happen to a computer user, it has probably happened to her at one time or another. Thus, Jennifer brings what’s left of her sense of humor to her many books, including Outlook 2007 All-in-One Desk Reference, Adobe Photoshop Elements 4 in a Snap, How to Use Macromedia Dreamweaver 8 and Fireworks 8, Adobe Photoshop Elements 3 in a Snap, Digital Photography with Photoshop Album in a Snap, Paint Shop Pro 8 in a Snap, and Learning Microsoft Offi ce 2007. Karen S. Fredricks began her life rather non-technically growing up in Kenya. She attended high school in Beirut, Lebanon, where she developed her sense of humor while dodging bombs. After traveling all over the world, Karen ended up at the University of Florida and is an ardent Gator fan. In addition to undergraduate studies in English, Theater, and Accounting, Karen has a master’s degree in Psycholinguistics. Beginning her career teaching high school English and theater, Karen switched to working with the PC during its inception in the early ’80s and has worked as a full-time computer consultant and trainer ever since. Karen is an ACT! Certi ed Consultant, an ACT! Premier Trainer, a Microsoft Of ce User Specialist, and a QuickBooks Pro Certi ed Advisor. She is the author of four For Dummies books on ACT! In addition, she has written Outlook 2007 Business Contact Manager For Dummies and is completing work on Microsoft Offi ce Live For Dummies. A true fan of the For Dummies series, she helped organize The Authors Unconference, the  rst ever gathering of For Dummies authors. Karen resides in Boca Raton, Florida. Her company, Tech Benders, specializes in contact management software and provides computer consulting, support, and training services. She is also a regular guest on several syndicated com- puter radio talk shows. In her spare time, Karen loves to spend time with family and friends, play tennis, work out, road bike, and write schlocky poetry. Karen loves to hear from her readers. Feel free to send her your comments about the book to dummies@techbenders.com or visit her Web site www. techbenders.com to learn more about the products listed in this book. 01_487730-ffirs.indd v01_487730-ffirs.indd v 6/18/10 3:57 PM6/18/10 3:57 PM www.it-ebooks.info 01_487730-ffirs.indd vi01_487730-ffirs.indd vi 6/18/10 3:57 PM6/18/10 3:57 PM www.it-ebooks.info Dedication Jennifer Fulton: To my husband Scott, who patiently and lovingly supports me in everything I do, and my daughter Katerina, who is my future and my life. Karen S. Fredricks: To Gary Kahn, who loves and encourages me every step of the way! Authors’ Acknowledgments Jennifer Fulton: I would like to thank all the wonderful people at Wiley Publishing who worked hard under a very tight deadline to guide this book through to its completion. I would especially like to thank Katie Mohr for giving me this opportunity and Paul Levesque for his keen eye as an editor. Karen S. Fredricks: This is my sixth book for Wiley Publishing, and as usual, they’ve made writing this book a pleasure! Thanks to Katie Mohr, my acquisi- tions editor, for believing in me; I look forward to working with you on many more titles! Special thanks to my project editor, Paul Levesque. Laura Miller, the copy editor, had the unenviable task of making me look good; her edits were always right on! Technical editor Lee Musick’s sharp eye helped to spot all the changes between the beta and  nal versions of Outlook 2010. It was an honor to work with Jennifer Fulton, my co-author; I hope we work on more titles together again in the future! Rich Tennant is the coolest cartoonist ever. I am astounded by the thought, research and time that he devotes to each one of his cartoons. I’m not sure which is funnier — his cartoons or his stories about creating his cartoons! The most important acknowledgment of all goes out to all of the readers of the For Dummies series and, more speci cally, the readers of this book. I hope you’ll enjoy reading this book as much as I enjoyed writing it! 01_487730-ffirs.indd vii01_487730-ffirs.indd vii 6/18/10 3:57 PM6/18/10 3:57 PM www.it-ebooks.info Publisher’s Acknowledgments We’re proud of this book; please send us your comments through our online registration form located at http://dummies.custhelp.com. For other comments, please contact our Customer Care Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development Project Editor: Paul Levesque Executive Editor: Katie Mohr Copy Editor: Laura K. Miller Technical Editor: Lee Musick, Daniel A. Begun Editorial Manager: Leah Cameron Editorial Assistant: Amanda Graham Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant (www.the5thwave.com) Composition Services Project Coordinator: Sheree Montgomery Layout and Graphics: Melanee Habig, Kelly Kijovsky Proofreaders: Melissa Cossell, Rebecca Denoncour, Susan Hobbs Indexer: Christine Karpeles Special Help: Rebecca Senninger Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Joyce Pepple, Acquisitions Director Composition Services Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services 01_487730-ffirs.indd viii01_487730-ffirs.indd viii 6/18/10 3:57 PM6/18/10 3:57 PM www.it-ebooks.info [...]... xii Outlook 2010 All-in-One For Dummies Your Week in a Nutshell: The To-Do Bar 33 Getting a Snapshot of Your Day with Outlook Today 35 Minimizing Outlook to a Taskbar Icon 37 Taking a Shortcut to Your Pet Folders 38 Chapter 2: Outlook, Quick and Dirty 41 Creating Outlook Items: The Common Factors 41 Wow! There’s a New button! 41 Using forms... 832 Problem two 833 Solutions for a Modern World: Using Windows Live 834 Adding a Windows Live Mail account to Outlook 835 Outlook contacts and Windows Live Mail 837 Importing Outlook Contacts into a Web-Based E-Mail Account 838 www.it-ebooks.info 02_487730-ftoc.indd xxv 6/18/10 3:58 PM xxvi Outlook 2010 All-in-One For Dummies Controlling E-Mail 840 Getting... folder 723 Cleaning Up Your Mess 724 Cleaning up your folders 724 Giving Outlook a bit of spring cleaning 725 Emptying the trash 728 This is one for the archives 729 www.it-ebooks.info 02_487730-ftoc.indd xxiii 6/18/10 3:58 PM xxiv Outlook 2010 All-in-One For Dummies Chapter 2: Playing by the Rules 737 Making Up the Rules as... Book VIII: Customizing Outlook 6 Book IX: Managing All Your Outlook Stuff 6 Book X: Out and About: Taking Outlook on the Road 6 Icons Used in This Book 6 Where to Go from Here 7 Book I: Getting Started 9 Chapter 1: An Insider’s Look at the Outlook Interface .11 What Can Outlook Do for Me? 11 New Features 12 Outlook Modules ... Understanding how Outlook verifies addresses 114 Searching for an address in your address books 116 Sending Carbon Copies (Cc’s) and Blind Carbon Copies (Bcc’s) 118 Formatting Text to Make Your Messages Stand Out 119 Understanding message formats: HTML, RTF, and plain text 120 Applying formatting to a message 121 Attaching a File to a Message 123 Best practices for working with... 147 Forwarding an E-Mail 149 Resending an E-Mail Message 149 Chapter 3: Making Your E-Mail Look Professional and Cool .151 Checking Your Ignorance at the Door with Spelling and Grammar Checking 152 Checking spelling 153 Checking grammar 156 www.it-ebooks.info 02_487730-ftoc.indd xiii 6/18/10 3:58 PM xiv Outlook 2010 All-in-One For Dummies Using... Complete Contact 415 Changing Contact Information 420 Basing a Contact on an Incoming E-Mail 422 Adding a Suggested Contact 423 Creating Another Contact from the Same Company 424 Getting Rid of Duplicate Contacts 425 www.it-ebooks.info 02_487730-ftoc.indd xvii 6/18/10 3:58 PM xviii Outlook 2010 All-in-One For Dummies Chapter 2: Working with Your Contacts ... 645 Chapter 4: Reports and Dashboards 655 Book VIII: Customizing Outlook 669 Chapter 1: Organizing Items with Categories 671 Chapter 2: Changing Your View on Outlook 683 Chapter 3: Customizing Outlook Forms 701 Book IX: Managing All Your Outlook Stuff 717 Chapter 1: Finding a Place for Your Stuff 719 Chapter 2: Playing by the Rules 737 Chapter... account 78 Changing your account information 78 Changing your connection type 79 Chapter 4: Importing Data into Outlook 83 Importing E-Mail Data from Outlook s Cousins 84 Importing Outlook Express/Windows Mail messages 84 Grabbing Outlook Express/Windows Mail account info 85 Synching Windows Live Mail with Outlook 87 Importing E-Mail Data from... e-mail messages That’s what Outlook is more or less known for I don’t assume, however, that you’ve set up Outlook to get messages; instead, I show you how to do that in Book I, Chapter 3 Finally, when I show you something, I don’t assume that you know anything about Outlook other than its name or that you know how to use Outlook to do anything How This Book Is Organized Although Outlook is actually a pretty . Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies. com, Making. PM www.it-ebooks.info Outlook 2010 All-in-One For Dummies xii Your Week in a Nutshell: The To-Do Bar 33 Getting a Snapshot of Your Day with Outlook Today 35 Minimizing Outlook