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a second to return to the default A-Z sort order). To display the contacts in alphabetical groups (A-H, I-P, and Q-Z), click the Name field’s drop-down list box and then click the Group button at the top of the drop-down list. 7. When you finish viewing and arranging the expanded contacts list with the imported contacts, click the Close button in the upper-right corner of the Contacts window to close it. Reading e-mail When you use Windows Mail as your e-mail program, you read the messages that you receive in an area known as the Inbox. To open the Inbox in Windows Mail and read your e-mail messages, take these steps: 1. Launch Windows Mail (Start ᭤ E-Mail). 2. Click the Send/Receive button on the Windows Mail toolbar, or press Ctrl+M, to have Windows Mail check your Mail server and download any new messages and switch to the Inbox view. As soon as you click the Send/Receive button, Windows Mail opens a con- nection to your Mail server, where it checks for any new messages to download. New messages are then downloaded to your computer. The program also selects the Inbox view so that the Windows Mail pane is replaced with two vertical Inbox panes: the one above, which lists the messages in the Inbox, and the one immediately below, which displays the first part of the text of the currently selected message. You can also open this Inbox view either by clicking the Inbox icon in the Folders pane — the status bar at the bottom tells you the total number of messages as well as the number of unread messages in your Inbox. Descriptions of any new messages appear in bold at the bottom of the list in the upper pane of the Inbox, which is divided into the following columns: Priority (indicated by an exclamation mark), Attachments (indi- cated by the paper clip), Flagged Messages (indicated by the flag), From, Subject, and Received (showing both the date and time that the e-mail message was downloaded on your computer). Note that mail messages that you haven’t yet read are indicated not only by bold type, but also by a sealed-envelope icon in the From column. Mail messages that you have read are indicated by an opened envelope icon. 3. To read one of your new messages, click any column of the description in the upper pane of the Inbox. The text of the message that you select then appears in the lower pane of the Windows Mail window, and the From and Subject information appears on the bar right above it. If the message has one or more files attached to it, a paper clip appears on the right side of this bar. 130 Part 4: Communications 06_783269 ch04.qxp 11/17/06 4:49 PM Page 130 4. (Optional) To open the file or files attached to the e-mail message with its native program (or at least one that can open the file), click the paper-clip icon and then click the name of the file to open in the pop-up menu. To save the attachments as separate files on your hard drive, click Save Attachments on this pop-up menu (or click File ➪Save Attachments on the Windows Mail menu bar) and then select the folder in which to save the files in the Save Attachments dialog box and click Save. Sometimes, you may need to get a hard copy of the message to share with other, less fortunate workers in the office who don’t have e-mail. (If they do have e-mail, forward the message to them instead, as I cover in optional Step 8.) 5. (Optional) To print the contents of an e-mail message, click the Print button on the Windows Mail toolbar or choose File ➪Print (Ctrl+P) and then click Print in the Print dialog box. Occasionally, an e-mail message contains some information that you want to be able to open and print separately from the other messages in the Windows Mail program. 6. (Optional) To save the contents of an e-mail message as a separate e-mail message file, choose File ➪Save As to open the Save Message As dialog box. If you want to edit the filename, make your changes to the name in the File Name combo box. To save the file in a folder different from the one shown in the Save In field, position the mouse over this field and then click the drop-down button and select a new destination on its list. Alternatively, click the Browse Folders button to expand the Save Message As dialog box and then select a new folder by using its Navigation pane. Then click the Save button. If the e-mail message uses the High Priority exclamation-mark icon, chances are good that you may have to reply to it right away. You can respond to the message by clicking either the Reply or the Reply All button. After you click one or the other of these buttons, Windows Mail opens a message window in which • The sender of the original message is listed as the recipient in the To: field. • The subject of the original message appears in the Subject: field, pre- ceded by the term Re: (regarding). • The contents of the original message appear in the body of the reply beneath the heading Original Message, followed by the From:, To:, Date:, and Subject: information from the original message. 7. (Optional) To reply to the author of the e-mail message, click the Reply button on the Windows Mail toolbar. To send copies of the reply to all the Windows Mail 131 06_783269 ch04.qxp 11/17/06 4:49 PM Page 131 others copied on the original message as well, click the Reply All button instead. Then add the text of your reply above the text of the original mes- sage and send the reply (by pressing Ctrl+Enter or Alt+S). Sometimes, in addition to or instead of replying to the original message, you need to send a copy of it to someone who wasn’t listed in the Cc: fields. To send a copy to this person, you forward a copy of the original message to the new recipients of your choosing. When you forward a mes- sage, Windows Mail copies the Subject: and contents of the original message to a new message, which you then address and send. 8. (Optional) To forward the e-mail message to another e-mail address, click the Forward button on the Windows Mail toolbar. Then fill in the recipient information in the To: field and, if applicable, the Bcc: or Cc: fields; add any additional text of your own above that of the original message; and send the forwarded message on its way (by pressing Ctrl+Enter or Alt+S). If you ever open an e-mail message and then don’t have time to really read through it and digest the meaning, you can, if you like, have Windows Mail mark the message as unread to remind you to reread it when you have more time. To mark a read e-mail message as unread, click Edit ➪Mark as Unread on the Windows Mail menu bar. Windows Mail then replaces the open-envelope icon in front of the current message with the closed-envelope icon. To temporarily hide all messages in the Inbox except those you haven’t yet read, click View ➪Current View➪Hide Read Messages on the menu bar. To later redisplay both the read and unread mes- sages in the Inbox, you then click View ➪Current View➪Show All Messages. Keep in mind that as part of the security features in Windows Vista, Windows Mail now automatically blocks the display of all pictures in incoming messages (to prevent the sender from identifying your computer). If you trust the source of the message, you can display the images by clicking the note at the top of body of the e-mail message indicating that the pictures are blocked. Organizing e-mail Getting e-mail is great, but it doesn’t take long for you to end up with a disorgan- ized mess. If you’re anything like me, your Windows Mail Inbox will end up with hundreds of messages, some of which are still unread — and all of which are lumped together in one extensive list. Windows Mail makes it easy for you to arrange your e-mail messages in folders. To send a bunch of related e-mail messages into a new or existing folder, follow these steps: 1. Launch Windows Mail (Start ᭤ E-Mail) and then click the Inbox icon in the Folders pane on the left side of the Windows Mail window. 2. Select all the messages that you want to put in the same folder. To select a single message, click the description. To select a continuous series of 132 Part 4: Communications 06_783269 ch04.qxp 11/17/06 4:49 PM Page 132 messages, click the first one and hold down the Shift key as you click the last one. To click multiple messages that aren’t in a series, hold down Ctrl as you click the description of each one. 3. After you select the messages that you want to move, choose Edit➪Move To Folder on the Windows Mail menu bar (Ctrl+Shift+V) to open the Move dialog box, or you can just drag the message to the folder. 4. Click expand button to the immediate left of the Local Folders icon to dis- play its subfolders (Inbox, Outbox, Sent Items, and so on) and then click the name of the subfolder into which the selected messages are to be moved. If you need to create a new folder for the selected items, click the New Folder button, type the name in the Folder Name text box, and click OK. Then click the Inbox folder icon before clicking the name of the newly created subfolder. 5. Click OK in the Move dialog box to move the messages into the selected folder. To verify that the items are now in the correct folder, click the folder icon in the outline (beneath the Inbox icon) that appears in the left pane of the Windows Mail window. Don’t forget that the most basic way to organize your e-mail is by sorting all the messages in the Inbox (or any of the other Windows Mail folders, for that matter) by clicking the column button. For example, if you want to sort the e-mail in your Inbox by subject, click the Subject button at the top of the list. So, too, if you want to sort the messages by the date and time received (from earli- est to most recent), click the Received button at the top of that column. Deleting e-mail When you have messages (especially those unsolicited ones) that you no longer need to store on your computer hard drive, you can move those messages to the Deleted Items folder by selecting them and then choosing Edit ➪Delete (Ctrl+D). You can then get rid of them for good by right-clicking the Deleted Items icon in the Folders bar, clicking Empty Deleted Items Folder, and then clicking Yes in the alert box telling you that you’re about to permanently delete the selected messages. If you receive unsolicited messages from advertisers or people whose e-mail you don’t want to receive again in the future, click one of the sender’s e-mail messages in the Inbox and then select Message ➪Junk E-mail➪Add Sender to Blocked Senders List on the menu bar. You then receive an alert dialog box informing you that the person has been added to your blocked senders list and telling you that the sender’s message has been moved to the Junk E-mail folder. Click the OK button to close this message dialog box. Windows Mail 133 06_783269 ch04.qxp 11/17/06 4:49 PM Page 133 To remove someone you’ve blocked from your Blocked Senders list so that you can once again get e-mail from that person, open the Junk E-mail folder and then select the sender’s message before you choose Message ➪Junk E-mail ➪Add Sender to Safe Senders List on the menu bar. To remove messages from the Inbox without permanently getting rid of them, select them and then press the Delete key. They instantly disappear from the Inbox window. If you ever need them again, however, you can display them by clicking the Deleted Items icon in the Windows Mail window Folder pane. If you find a message in the Deleted Items folder that you intended to keep, drag its message icon and drop it on the Inbox folder (or whatever other special folder you’ve created for your mail messages) in the Folders pane. Windows Meeting Space Vista’s Windows Meeting Space feature enables you to share documents, pro- grams, and even your Windows desktop with up to ten other networked comput- ers that are also running Windows Vista (sorry, Windows XP people). The great thing about Windows Meeting Space is that, although it can take advantage of a formal network that uses a dedicated network server, it can also make use of an informal peer-to-peer or ad hoc wireless network by creating the network right at the time new computers join the collaborative session (the very essence of ad hoc). All you need are Vista computers that can connect to one another through Ethernet cabling or a wireless connection. See Part 3 for more information on networking in Vista and the various types of networks it supports. Setting up Windows Meeting Space Before you and your fellow Vista computer users can get together and collabo- rate your socks off, you need to set up Windows Meeting Space. To do this, follow these steps: 1. Click Start ᭤ All Programs ᭤ Windows Meeting Space to open the Windows Meeting Space Setup dialog box. 2. Click the Yes, Continue Setting Up Windows Meeting Space and then click the Continue button in the User Account Control permission dialog box. The People Near Me dialog box appears. 3. Click OK in the People Near Me dialog box to sign you into this utility each time Windows starts. The Windows Meeting Space window then appears. 4. Click the Start a New Meeting link to display the Meeting Name and Password text boxes. 134 Part 4: Communications 06_783269 ch04.qxp 11/17/06 4:49 PM Page 134 5. Edit the default session name containing your name and the current time in the Meeting Name text with a descriptive name and then enter a pass- word of at least eight characters in the Password text box (see Figure 4-14). Click the View Characters check box if you want to be able to see the characters as you enter them. 6. (Optional) If you need Vista to create a new ad hoc, peer-to-peer wireless network for the collaborative session, click the Options link. Next click the Create a Private Ad Hoc Wireless Network check box and, if you’re not in the U.S.A., click it in the Select Your Country or Region drop-down list before you click OK. 7. Click the Create a Session button (the one with the arrow pointing to the right). Vista then creates the session and displays a Windows Collaboration window with the name of the session similar to the one shown in Figure 4-13. From this window, you can then invite the participants with whom you will then share resources such as documents, programs, and your computer’s desktop. People Near Me You can use Vista’s People Near Me feature to identify yourself for potential col- laborative sessions by using the Windows Collaboration feature. To sign into People Near Me, you follow these steps: 1. Click Start ᭤ Control Panel ᭤ Network and Internet ᭤ People Near Me to open the People Near Me dialog box with the Sign In tab selected. Figure 4-13 Windows Meeting Space 135 06_783269 ch04.qxp 11/17/06 4:49 PM Page 135 2. (Optional) Edit the name automatically entered in Type the Name You Want Other People to See text box if you want another name to appear in the Windows Meeting window. 3. (Optional) If you don’t want Vista to automatically sign you into People Near Me each time you start the computer, clear the check mark from the Sign Me In Automatically When Windows Starts check box. 4. (Optional) If you want Vista to include a picture of you when sending invi- tations to a collaborative session, click the Include My Picture When Sending Invitations check box. 5. (Optional) If you want to restrict the invitations to participants to only those on your Trusted contacts list ( see Part 6: Security), click Trusted Contacts on the Allow Invitations From drop-down list. 6. (Optional) To sign yourself into People Near Me each time you start your computer, click the Sign Me in Automatically When Windows Starts check box. 7. Click the Sign In tab in the People Near Me and then click the People Near Me option button. 8. Click OK to close the People Near Me dialog box. Inviting participants to the session The next thing to do after you create your Meeting Space is to invite all the people you want to participate in the collaborative session. To do this, you follow these simple steps: 1. Click the Invite People link in the Windows Meeting Space window to open the Invite People dialog box. 2. Click the check boxes in front of the names of all the people you want to participate in the collaborative session in the Invite People list box. Note that the names of the folks that appear in the Invite People list are just those who are currently signed into People Near Me. 3. (Optional) If you don’t want your participants to have to enter the pass- word you assigned to the session when setting it up, click the Require People Near Me to Enter a Session Passphrase check box to remove its check mark. 4. Click the Send Invitations button. As soon as you click Send Invitations, Vista closes the Invite People dialog box and sends messages to all those you selected as participants. Vista then dis- plays an invitation on the Vista desktop of each participant. After a participant clicks the Accept button, the Windows Collaboration window opens on her 136 Part 4: Communications 06_783269 ch04.qxp 11/17/06 4:49 PM Page 136 desktop, where she then enters the session password — assuming that you left the Require People Near Me to Enter a Session Passphrase check box selected in the Invite People dialog box — to join the session. To invite people who are not currently signed into People Near Me, click the Invite Others button in the Invite People dialog box and then click Send an Invitation in E-mail in the Choose an Option for Inviting Other People dialog box to open a new e-mail message. The message not only invites the potential partic- ipant to your collaborative session but also gives him instructions on joining the session by using a file that’s automatically attached to the new message. Sharing computer resources After you’ve set up the session, invited your participants and had them join, you’re ready to start sharing various computer resources with them (see Figure 4-14). You can share documents as handouts that are copied to each partici- pant’s computer, application programs you’re currently running, or even your Windows Vista desktop, using one of the two following options: ߜ Share to enable session participants to view application programs that are running on Vista or the Vista desktop — click the Share button or the Share a Program or Your Desktop link in the Meeting Space window and then click the program, file, or Desktop icon in the Start a Shared Session dialog box before you click the Share button. ߜ Add to send documents that you designate as handouts with all the ses- sion participants, enabling them to make changes to the document one at a time during the collaborative session. When you’re ready to terminate a collaborative session that you’ve created, click Meeting ᭤ Exit. Vista then asks whether you want to save any handouts distributed during the collaborative session. Sharing programs, files, or your Vista desktop After selecting a running program, file, or your Vista desktop to share with all the session participants, all changes that you make in the program, to the file, or on the Windows desktop show up in all the participants’ Windows Meeting Space windows on their computers. To stop sharing an application, file, or the desktop, click the Stop Sharing button on the bar above the program’s or file’s window. Alternatively, when presenting your desktop, click the Stop Sharing link that appears in the You Are Presenting Your Desktop area in your Windows Collaboration window. To see how a shared application or your Vista desktop appears on the partici- pants’ computers, click the Show Me How My Shared Session Looks on Other Computers link that appears in the You Are Presenting Your Desktop area in your Windows Meeting Space window. Windows Meeting Space 137 06_783269 ch04.qxp 11/17/06 4:49 PM Page 137 Presenting a document as a handout To open a document that you’re sharing as a handout in the Windows Meeting Space window on the participants’ computers, right-click the handout’s icon in the Handouts section of your Meeting Space window and then click Open With on its shortcut menu and then click the name of the program in the Open With dialog box before you click OK. All during the time you present this document, all the changes you make to the file immediately appear in all the documents displayed in the participants’ Meeting Space windows. To hand control of the document to another participant so that he can make changes to it, click Control ᭤ Give Control To followed by the participant’s name on the continuation menu. To take back control later in the session, click Control ᭤ Take Control. To display the presented document on a network pro- jector to which you have access, click Options ᭤ Connect to a Projector and then click the name of the networked projector. When you’re finished presenting a document, click Options ᭤ Show Windows Meeting Space window in the upper-right corner of the application in which the file is open and then click the Stop Sharing link in the middle of your Meeting Space window. You can then close the document (and decide whether to save the changes made to it during the session and, if so, under what filename). Figure 4-14 138 Part 4: Communications 06_783269 ch04.qxp 11/17/06 4:49 PM Page 138 System Maintenance The foremost utility for system maintenance in Windows Vista is the Control Panel, as shown in the following figure. The Control Panel enables you to control computer settings relating to both hardware components and Windows soft- ware. In addition, this part gives you the specifics on synchronizing files on your computer with other devices, backing up the data on your computer, moving your system settings from your current computer to another, and keeping your copy of the Windows Vista operating system up-to-date. In this part . . . ߜ Backing up your computer system ߜ Changing your computer’s settings with the Control Panel ߜ Restoring your computer system to a prior state ߜ Getting automatic Windows updates Part 5 07_783269 ch05.qxp 11/20/06 5:11 PM Page 139 [...]... of media For example, you can have Vista open them from Windows Explorer or burn them to disc by selecting Windows Media Player in the dropdown list box to the immediate right of that kind of media file  07_ 783269 ch05.qxp 152 11/20/06 5:11 PM Page 152 Part 5: System Maintenance See “Media Center” and Windows Media Player 11” in Part 7 for details on using these Vista programs to play your media files... this part)  07_ 783269 ch05.qxp 11/20/06 5:11 PM Page 1 47 Control Panel 1 47 ߜ System to open a window displaying information about your computer system such as rating (based on its processor, memory, hard drive, and graphics capability), memory, and type of operating system (32-bit or 64-bit) and the edition of the Windows operating system including the product key ߜ Windows Update to open the Windows Update... Step 2 while the computer is rebooting 2 Hold down the F8 key during reboot to start Vista in the Windows Recovery Environment 3 Click Windows System Image Backup in the Windows Recovery Environment and then let it guide you through the process of backing up your entire computer Control Panel The Control Panel in Windows Vista is the place to go when you need to make changes to various settings of your... Backup and Restore Center, System, Windows Update, Power Options, Indexing Options, Problem Reports and Solutions, Performance Information and Tools, Device Manager, and Administrative Tools 07_ 783269 ch05.qxp 11/20/06 5:11 PM Page 145 Control Panel 145 Click this Category Link To Display These Groups of Links Security Security Center, Windows Firewall, Windows Update, Windows Defender, Internet Options,... feature of the Backup and Restore Center: When you click the Restore Computer button, Vista displays an alert dialog box informing you that as part of restoring your computer, Vista will 07_ 783269 ch05.qxp 11/20/06 5:11 PM Page 143 Control Panel 143 reformat your hard disk, thereby destroying all of its data (this includes all Windows files, program files, and document files you’ve created) Therefore, you... PC Settings Programs Programs and Features, Windows Defender, Default Programs, Windows Sideshow, Windows Sidebar Properties, and Get Programs Online Mobile PC (laptops only) Windows Mobility Center, Power Options, Personalization, Tablet PC Settings, Pen and Input Devices, and Sync Center User Accounts and Family Safety User Accounts, Parental Controls, Windows CardSpace, and Mail Appearance and Personalization... box, you need to use the Windows Fax and Scan utility — see Windows Fax and Scan” in Part 4 To scan a graphic image or photo, you can also scan right from within the Windows Photo Gallery — see Windows Photo Gallery” in Part 7 Clock, Language, and Region When you click the Clock, Language, and Region link in the Control Panel home window, Vista opens a new Clock, Language, and Region Control Panel... ߜ Windows Update to open the Windows Update window, where you can check for updates to the Windows Vista operating system (see Windows Update” for details later in this part) ߜ Power Options to open the Power Options Control Panel window, where you can select or edit a power scheme that determines when and if Windows should turn off your monitor or power down your hard drive after so many minutes of... text box, and click Next Vista will then detect the printer, using the address you provide After Windows locates the printer, click Next 4 In the Type a Printer Name dialog box, edit the name for the printer in the Printer Name text box if you want To make the printer that you’re installing the default printer that is automatically used whenever you print from Windows or a Windows program, leave the... Account Control dialog box to open the Windows Complete PC Backup window 3 Select an alternate hard drive or the letter of your computer’s CD/DVD drive where you want Vista to make the backup of your computer’s hard drive To back up the files on another local hard drive, select it in the On a Hard Disk drop-down list box To back up the files on one or more DVD discs, 07_ 783269 ch05.qxp 142 11/20/06 5:11 . the You Are Presenting Your Desktop area in your Windows Meeting Space window. Windows Meeting Space 1 37 06 _78 3269 ch04.qxp 11/ 17/ 06 4:49 PM Page 1 37 Presenting a document as a handout To open a. of the Windows operating system including the product key. ߜ Windows Update to open the Windows Update window, where you can check for updates to the Windows Vista operating system ( see Windows Update”. System Maintenance 07_ 783269 ch05.qxp 11/20/06 5:11 PM Page 144 Click this Category Link To Display These Groups of Links Security Security Center, Windows Firewall, Windows Update, Windows Defender,