microsoft office outlook 2007 all-in-one desk reference for dummies

by Jennifer Fulton and Karen S. Fredricks Outlook ® 2007 ALL-IN-ONE DESK REFERENCE FOR DUMmIES ‰ 01_046722 ffirs.qxp 3/29/07 6:44 PM Page i Outlook ® 2007 All-in-One Desk Reference For Dummies ® Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 www.wiley.com Copyright © 2007 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 Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, 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, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates 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. 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Library of Congress Control Number: 2006939601 ISBN: 978-0-470-04672-2 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 01_046722 ffirs.qxp 3/29/07 6:44 PM Page ii 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 Office, 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: 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, Learning Office 2003, Learning Excel 2003, and Multimedia Basics. 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 has been an ardent Gator fan ever since. 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! Certified Consultant, an ACT! Premier Trainer, a Microsoft Office User Specialist, and a QuickBooks Pro Certified 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 Office Live For Dummies. A true fan of the For Dummies series, she helped organize The Authors Unconference, the first 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_046722 ffirs.qxp 3/29/07 6:44 PM Page iii Dedication Jennifer Fulton: To my husband Scott, who patiently and lovingly supported me while I worked feverishly on this book. 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 Greg Croy, for giving me this opportunity, and Kim Darosett, for her keen eye as an editor and her patience as this project went through numerous revisions. Karen S. Fredricks: This is my sixth book for Wiley Publishing and as usual they’ve made writing this book a pleasure! Thanks to Greg Croy, 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, Kim Darosett. Heidi Unger, Mary Lagu, Barry Childs-Helton, Colleen Totz, and Kelly Ewing, the copy edi- tors, had the unenviable task of making me look good; their edits were always right on! Technical editor Lee Musick’s sharp eye helped to spot all the changes between the beta and final versions of Outlook 2007. 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 specifically, the readers of this book. I hope you’ll enjoy reading this book as much as I enjoyed writing it! 01_046722 ffirs.qxp 3/29/07 6:44 PM Page v Publisher’s Acknowledgments We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development Project Editor: Kim Darosett Executive Editor: Greg Croy Copy Editors: Barry Childs-Helton, Kelly Ewing, Mary Lagu, Colleen Totz, Heidi Unger Technical Editor: Lee Musick Editorial Manager: Leah Cameron Media Development Manager: Laura VanWinkle Editorial Assistant: Amanda Foxworth Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant (www.the5thwave.com) Composition Services Project Coordinator: Kristie Rees Layout and Graphics: Claudia Bell, Carl Byers, Shawn Frazier, Denny Hager, Stephanie D. Jumper, Barbara Moore, Melanee Prendergast, Heather Ryan, Erin Zeltner Proofreaders: Aptara, Christy Pingleton Indexer: Sherry Massey Anniversary Logo Design: Richard Pacifico 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_046722 ffirs.qxp 3/29/07 6:44 PM Page vi Contents at a Glance Introduction 1 Book I: Getting Started 9 Chapter 1: An Insider’s Look at the Outlook Interface 11 Chapter 2: Outlook, Quick and Dirty 33 Chapter 3: Setting Up Your E-Mail Accounts 53 Chapter 4: Importing Data into Outlook 69 Book II: E-Mail Basics 83 Chapter 1: Creating New Messages: Beyond the Basics 85 Chapter 2: Reading and Replying to E-Mail 113 Chapter 3: Making Your E-Mail Look Professional and Cool 127 Chapter 4: Repeating Yourself Easily with Signatures and Templates 161 Book III: Über E-Mail 171 Chapter 1: Controlling the Sending and Receiving of Messages 173 Chapter 2: When You Have to Know Now: Instant Messaging 189 Chapter 3: Getting the Latest News Delivered Right to Your Inbox 195 Chapter 4: Sending Mass Mailings 205 Chapter 5: Managing Multiple E-Mail Accounts 213 Book IV: Working with the Calendar 231 Chapter 1: Getting Familiar with the Calendar 233 Chapter 2: Going Further with the Calendar 251 Chapter 3: Calendar Collaboration 263 Chapter 4: All About Meetings 301 Chapter 5: Making the Calendar Your Own 327 Book V: Managing Contacts 349 Chapter 1: Getting in Contact 351 Chapter 2: Working with Your Contacts 363 Chapter 3: Dealing with Business Cards 375 Chapter 4: Contacts Collaboration 385 02_046722 ftoc.qxp 3/29/07 6:44 PM Page vii Book VI: Tracking Tasks, Taking Notes, and Recording Items in the Journal 395 Chapter 1: Creating Tasks with the To-Do Bar 397 Chapter 2: Dealing with More Complex Tasks 413 Chapter 3: Spreading the Joy: Task Assignments 425 Chapter 4: Taking Notes 447 Chapter 5: Taking Notes in Overdrive: OneNote 455 Chapter 6: Maximizing the Power of OneNote 489 Chapter 7: Making History in the Journal 521 Book VII: Working with Business Contact Manager 535 Chapter 1: Minding Your Business Contact Manager 537 Chapter 2: Introducing the Basic Business Contact Manager Elements 551 Chapter 3: Working with Opportunities 567 Chapter 4: Reports and Dashboards 577 Book VIII: Customizing Outlook 589 Chapter 1: Organizing Items with Categories 591 Chapter 2: Changing Your View on Outlook 603 Chapter 3: Customizing Outlook Forms 621 Book IX: Managing Your Outlook Stuff 635 Chapter 1: Finding a Place for Your Stuff 637 Chapter 2: Playing by the Rules 661 Chapter 3: Making Mincemeat Out of Spam 677 Chapter 4: Seek and Ye Shall Find 689 Chapter 5: Securing Outlook E-Mail 707 Book X: Out and About: Taking Outlook on the Road 725 Chapter 1: Staying in Touch No Matter Where You Are 727 Chapter 2: Turning Your E-Mail Accounts into Roadies 751 Chapter 3: Printing Your Stuff and Taking It with You 767 Index 783 02_046722 ftoc.qxp 3/29/07 6:44 PM Page viii Table of Contents Introduction 1 About This Book 2 Conventions Used in This Book 3 Foolish Assumptions 4 How This Book Is Organized 4 Book I: Getting Started 5 Book II: E-Mail Basics 5 Book III: Über E-Mail 5 Book IV: Working with the Calendar 6 Book V: Managing Contacts 6 Book VI: Tracking Tasks, Taking Notes, and Recording Items in the Journal 6 Book VII: Working with Business Contact Manager 6 Book VIII: Customizing Outlook 6 Book IX: Managing Your Outlook Stuff 7 Book X: Out and About: Taking Outlook on the Road 7 Icons Used in This Book 7 Where to Go from Here 8 Book I: Getting Started 9 Chapter 1: An Insider’s Look at the Outlook Interface . . . . . . . . . . . . .11 What Can Outlook Do for Me? 11 Heeeerrre’s Outlook! 13 Getting Around with the Navigation Pane 14 Viewing Mail with the Reading Pane 17 Previewing with AutoPreview 19 Sneaking a peek at attachments 20 Having Fun with the Folder List 22 Your Week in a Nutshell: The New To-Do Bar 24 Getting a Snapshot of Your Day with Outlook Today 26 Sizing Things Up in the Outlook Window 27 Minimizing Outlook to a Taskbar Icon 28 Taking a Shortcut to Your Favorite Folders 30 Chapter 2: Outlook, Quick and Dirty . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33 Creating Outlook Items: The Common Factors 33 Wow! There’s a New button! 33 Using forms to create items 34 Editing an item 36 Deleting an item 37 02_046722 ftoc.qxp 3/29/07 6:44 PM Page ix Outlook 2007 All-in-One Desk Reference For Dummies x Adding a Quick Contact 38 Sending a Fast E-Mail 39 Reading and Replying to Incoming Messages 41 Creating a Simple Appointment 42 Adding a Quick Task 44 Taking a Note 45 Drag and Drop and How It Saved My Life 46 Understanding how it works 47 Creating Outlook items with drag and drop 47 Reorganizing Outlook items with drag and drop 51 Chapter 3: Setting Up Your E-Mail Accounts . . . . . . . . . . . . . . . . . . . . .53 Understanding the E-Mail Process 53 Obtaining an e-mail account 54 Knowing the e-mail flavors 54 Configuring Your E-Mail Accounts 56 Having Outlook do the heavy lifting 57 Configuring your e-mail account manually 60 Maintaining Your E-Mail Accounts 62 Changing your e-mail password 62 Changing your e-mail account name or reply info 64 Changing Your ISP Information 65 Changing your account information 66 Changing your connection type 66 Chapter 4: Importing Data into Outlook . . . . . . . . . . . . . . . . . . . . . . . . . .69 Importing E-Mail from Outlook Express/Windows Mail or Eudora 69 Importing e-mail from Outlook Express or Windows Mail 70 Grabbing Outlook Express/Windows Mail account information 71 Grabbing Eudora Pro or Eudora Light e-mail and account info 75 Grabbing Eudora 5.0–6.0 e-mail and account info 75 Importing Contacts 78 Importing Other Data 79 Book II: E-Mail Basics 83 Chapter 1: Creating New Messages: Beyond the Basics . . . . . . . . . .85 Creating a Message, Step by Step 85 Step 1: Display the message form 85 Step 2: Address the e-mail 86 Step 3: Send extra copies of the message 87 Step 4: Enter a subject and a message 88 Step 5: Send it off 89 Retrieving Your Mail 90 Going through the mail 91 Fast ways to review mail 92 02_046722 ftoc.qxp 3/29/07 6:44 PM Page x Table of Contents xi Working with Address Books 94 Attaching a new address book to Outlook 95 Choosing which address book is the boss 98 Resolving to Find the Right E-Mail Address 99 Understanding how Outlook verifies addresses 99 Searching for an address in your address book 101 Sending Carbon Copies (Ccs) and Blind Carbon Copies (Bccs) 103 Formatting Text to Make Your Messages Stand Out 104 Understanding message formats: HTML, RTF, and plain text 104 Applying formatting to a message 106 Attaching a File to a Message 108 Best practices for working with attachments 108 Attaching files 109 Saving a Message So You Can Send It Later 111 Saving a draft 111 Changing the Drafts folder 112 Chapter 2: Reading and Replying to E-Mail . . . . . . . . . . . . . . . . . . . . .113 Finding the Messages You Want to Read: Changing the View 113 Dealing with E-Mails That Use Pictures 114 Opening E-Mail Attachments 116 Saving E-Mail Attachments 117 Replying versus Replying to All 118 Controlling how text is quoted in a reply 120 Adding your name to a reply 122 Viewing a conversation 123 Forwarding an E-Mail 125 Resending an E-Mail Message 125 Chapter 3: Making Your E-Mail Look Professional and Cool . . . . . .127 Checking Your Ignorance at the Door with Spelling and Grammar Checking 128 Checking spelling 129 Checking grammar 132 Using Stationery to Add Flair 134 Taking a stationery out for a test run 135 Selecting your everyday stationery 136 Applying a Word Theme 137 Applying a Color, Font, or Effects Set 138 Creating a custom set of colors or fonts 139 Customizing your look 141 Simply Colorizing the Background 142 Color is a solid choice 142 Why not try a gradient, texture, pattern, or image? 143 Inserting an Image 145 02_046722 ftoc.qxp 3/29/07 6:44 PM Page xi [...]... designed for the Information Age, it’s Outlook I’ll bet the people at Microsoft created Outlook just so they could see their desks every once in a while As you’ll discover in this chapter, Outlook is pretty handy for managing the tons of data that clutter your desk on a daily basis — the hundreds of messages, appointments you better not miss, names you better not forget, and things you better do What Can Outlook. .. stuff 583 xx Outlook 2007 All-in-One Desk Reference For Dummies Drilling for Dollars in Your Reports 585 Giving your reports a helping hand 585 Having a refreshing look at your report 586 Working with Dashboards 587 Book VIII: Customizing Outlook 589 Chapter 1: Organizing Items with Categories 591 Adding a Category to an Open Outlook Item ... only 754 xxiv Outlook 2007 All-in-One Desk Reference For Dummies Taking Microsoft Exchange on the Road 757 Downloading the Offline Address Book 757 Changing the Cached Exchange Mode settings to download headers only .760 Using Web Mail as a Solution 762 Creating a Web -Outlook connection 763 Checking on your Web connection 765 Importing Outlook contacts to... Web pages 488 xviii Outlook 2007 All-in-One Desk Reference For Dummies Chapter 6: Maximizing the Power of OneNote 489 Inserting Details of an Appointment or Meeting into a Note 490 Creating an Outlook Task on a Page 491 Creating an Outlook Contact from OneNote 492 Creating an Appointment or Meeting from OneNote .493 Creating Notes about Outlook E-Mail, Contact,...xii Outlook 2007 All-in-One Desk Reference For Dummies Illustrating Your Point 147 Tabling the notion 147 Charting the way 148 Getting your message to take shape 149 Getting smart with SmartArt 150 Manipulating Objects 152 Linking to the Outside World 154 Inserting an Outlook Item 156 Playing with... Book VI.) Outlook is a part of Microsoft Office, so it’s designed to play nicely with its brothers and sisters Throughout this book, you find many ways to use the various Office components — Word, Excel, PowerPoint, and so on — with Outlook For example, you might want to use the addresses in Contacts to create form letters in Word, or you might want to insert Excel data into an e-mail message in Outlook. .. Navigating around the Calendar 241 Creating a Complete Appointment 243 Dealing with a Reminder When It Rears Its Ugly Head 247 Planning an All-Day Event 247 xiv Outlook 2007 All-in-One Desk Reference For Dummies Chapter 2: Going Further with the Calendar 251 Scheduling a Recurring Appointment, Meeting, or Event .251 Making Changes to a Recurring Item .253... Chapter 1: An Insider’s Look at the Outlook Interface 11 Chapter 2: Outlook, Quick and Dirty 33 Chapter 3: Setting Up Your E-Mail Accounts 53 Chapter 4: Importing Data into Outlook 69 Chapter 1: An Insider’s Look at the Outlook Interface In This Chapter ߜ Getting comfortable with the Outlook interface ߜ Moving from place to place within Outlook ߜ Getting a handle on today’s... 385 Sharing Your Contacts 385 Sharing contacts with everyone .386 Sharing contacts with specific people 388 Changing permissions or stopping sharing 390 xvi Outlook 2007 All-in-One Desk Reference For Dummies Viewing Contacts Shared by Others 392 Accessing someone’s main Contacts folder 392 Accessing someone’s custom Contacts folder .393 Book VI: Tracking Tasks, Taking... Whole Nine Yards 668 Bending the Rules 672 Running with the rules .672 Cheating with the rules 673 Throwing your rules out the window 676 xxii Outlook 2007 All-in-One Desk Reference For Dummies Chapter 3: Making Mincemeat Out of Spam 677 Maintaining Your Junk 677 Changing the level of protection in the junk e-mail filter 677 Giving . Fulton and Karen S. Fredricks Outlook ® 2007 ALL-IN-ONE DESK REFERENCE FOR DUMmIES ‰ 01_046722 ffirs.qxp 3/29/07 6:44 PM Page i Outlook ® 2007 All-in-One Desk Reference For Dummies ® Published by Wiley. Manager For Dummies and is completing work on Microsoft Office Live For Dummies. A true fan of the For Dummies series, she helped organize The Authors Unconference, the first ever gathering of For Dummies. 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, and related trade dress