Microsoft office outlook 2007 inside out

PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright © 2007 by Jim Boyce All rights reserved No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher Library of Congress Control Number: 2006939800 Printed and bound in the United States of America QWT Distributed in Canada by H.B Fenn and Company Ltd A CIP catalogue record for this book is available from the British Library Microsoft Press books are available through booksellers and distributors worldwide For further information about international editions, contact your local Microsoft Corporation office or contact Microsoft Press International directly at fax (425) 936-7329 Visit our Web site at www.microsoft.com/mspress Send comments to mspinput@microsoft.com Microsoft, Microsoft Press, Active Directory, ActiveSync, ActiveX, Developer Studio, Encarta, Excel, ForeFront, FrontPage, Hotmail, InfoPath, Internet Explorer, Jscript, MSDN, MSN, OneCare, Outlook, PivotTable, PowerPoint, Segoe, SharePoint, Visio, Visual Basic, Visual Studio, Windows, Windows Live, Windows Media, Windows Mobile, Windows NT, Windows PowerShell, Windows Server, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries Other product and company names mentioned herein may be the trademarks of their respective owners The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred This book expresses the author’s views and opinions The information contained in this book is provided without any express, statutory, or implied warranties Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book Acquisitions Editor: Juliana Aldous Atkinson Developmental Editor: Sandra Haynes Project Editor: Valerie Woolley Editorial Production Services: Studioserv Body Part No X13-24144 For Cassie, a very special little girl Contents at a Glance Part 1: Working with Outlook Chapter What’s New in Outlook 2007 Chapter Outlook Overview and Startup 15 Chapter Configuring Outlook Profiles and Accounts 47 Chapter Working in and Configuring Outlook 65 Chapter Creating and Using Categories 119 Part 2: E-Mail and Other Messaging Chapter Managing Address Books and Distribution Lists 137 Chapter Using Internet Mail Accounts 157 Chapter Sending and Receiving Messages 181 Chapter Beyond Simple Text Messages 215 Chapter 10 Finding and Organizing Messages 271 Chapter 14 Securing Your System, Messages, and Identity 329 Chapter 15 Receiving Messages Selectively 367 Chapter 16 Using RSS Feeds 379 Chapter 17 Using LDAP Directory Services 395 Part 3: Working with Contacts Chapter 18 Creating and Managing Your Contacts 409 Chapter 19 Using Microsoft Business Contact Manager 451 Part 4: Managing Your Time and Tasks Chapter 20 Scheduling Appointments 499 Chapter 21 Scheduling Meetings and Resources 533 Chapter 22 Managing Your Tasks 551 Chapter 11 Processing Messages Automatically 283 Chapter 23 Tracking Documents and Activities with the Journal 577 Chapter 12 Managing Junk E-Mail 303 Chapter 24 Making Notes 611 Chapter 13 Automatically Responding to Messages 319 v vi Table of Contents Part 5: Customizing Outlook Chapter 25 Using Templates 625 Chapter 26 Customizing the Outlook Interface 635 Chapter 27 Creating Custom Views and Print Styles 659 Chapter 28 Designing and Using Forms 689 Chapter 29 Automating Common Tasks 719 Part 6: Managing and Securing Outlook Chapter 30 Managing Outlook Folders and Data 735 Chapter 31 Archiving, Backing Up, and Restoring Outlook Data 761 Chapter 32 Moving Data in and out of Outlook with Import/Export 775 Chapter 36 Sharing Calendars 841 Chapter 37 Integrating Outlook with Other Office Applications 863 Chapter 38 Integrating Microsoft Outlook and Microsoft Project 879 Chapter 39 Collaborating Online with Office 901 Part 8: Working with Office Server and SharePoint Services Chapter 40 Collaboration with Outlook and Windows SharePoint Services 935 Part 9: Using Outlook with Exchange Server Chapter 41 Configuring the Exchange Server Client 967 Chapter 42 Using Outlook with Exchange Server 979 Chapter 33 Finding and Organizing Outlook Data 785 Chapter 43 Working Offline and Remotely 995 Chapter 34 Security and Virus Protection 805 Part 10: Mobility Part 7: Collaboration Chapter 44 Accessing Your Outlook Items Through a Web Browser 1015 Chapter 35 Delegating Responsibilities to an Assistant 831 Chapter 45 Making Outlook Mobile 1031 Table of Contents Acknowledgments xxix We’d Like to Hear from You xxxi Introduction xxxiii Who This Book Is For xxxiii How This Book Is Organized xxxiv About the CD xxxix What’s on the CD xxxix Using the CD xxxix Minimum System Requirements xl Conventions and Features Used in This Book xli Part 1: Working with Outlook Chapter 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 10 Color Categories 11 Collaboration and Sharing Improvements 12 Integration with Office SharePoint Server 12 Shared Calendars 14 Shared Business Cards 14 And More… 14 Chapter 2: Outlook Overview and Startup 15 Overview of Outlook 15 Messaging 16 What you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you To participate in a brief online survey, please visit: www.microsoft.com/learning/booksurvey/ vii viii Table of Contents Scheduling 18 Contact Management 20 Task Management 21 Tracking with the Outlook Journal 22 Organizing Your Thoughts with Notes 23 How Outlook Stores Data 23 Personal Folders—.pst Files 24 Options for Working Offline 25 Sharing Storage Files 27 Understanding Messaging Protocols 28 SMTP/POP3 28 IMAP 28 MAPI 29 LDAP 30 NNTP 30 HTML 31 MIME 32 S/MIME 32 MHTML 33 iCalendar, vCalendar, and vCard 33 Security Provisions in Outlook 33 Protection Against Web Beacons 33 Attachment and Virus Security 34 Macro Viruses 34 Digital Signatures 35 Message Encryption 36 Security Labels 36 Understanding Outlook Service Options 36 Options for Starting Outlook 37 Normal Startup 37 Safe Mode Startup 38 Starting Outlook Automatically 39 Adding Outlook to the Quick Launch Bar 39 Changing the Outlook Shortcut 40 Using RUNAS to Change User Context 42 Choosing a Startup View 44 Creating Shortcuts to Start New Outlook Items 45 Chapter 3: Configuring Outlook Profiles and Accounts 47 Understanding the Outlook 2007 Startup Wizard 47 Configuring Accounts and Services 48 Understanding Profiles 51 Creating Profiles 53 Switching Profiles 55 Specifying the Startup Profile 55 Table of Contents ix Configuring Online and Offline Data Storage 56 Personal Folders and Offline Folders 57 Adding Other Data Stores 58 Removing Data Stores 60 Configuring Offline Storage 60 Configuring Cached Exchange Mode 62 Changing Your Data Storage Location 62 Setting Delivery Options 63 Chapter 4: Working in and Configuring Outlook 65 Understanding the Outlook Folders 65 Working with the Standard Outlook Views 67 Outlook Today 67 Inbox 68 Calendar 78 Contacts 84 Tasks 86 Notes 89 Deleted Items 90 Choosing the Startup View 90 Using Other Outlook Features 91 Using the Navigation Pane 91 Using the Outlook Toolbars 94 Using the Ribbon 96 Using Multiple Outlook Windows 97 Using the Folder List 97 Using the Status Bar 98 Using the Reading Pane 98 Using AutoPreview 99 Using the InfoBar 99 Configuring Outlook Options 100 Preferences Tab 101 Mail Setup Tab 102 Mail Format Tab 103 Spelling Tab 104 Other Tab 107 Delegates Tab 112 Voice Mail Tab 112 Using Outlook on the Web 113 Browsing the Web with Outlook 113 Connecting to Exchange Server with HTTP 114 Accessing Your Mail Through a Browser 114 Configuring Windows Settings for Outlook 115 Display Settings 115 Regional Settings 115 Time Synchronization 116 Using Add-Ins 116 Using Outlook Effectively 117 x Table of Contents Chapter 5: Creating and Using Categories 119 Understanding Categories 119 Customizing Your Category List 121 Assigning Categories to Outlook Items 123 Assigning Categories to Existing Outlook Items 125 Assigning a Quick Click Category 126 Assigning Categories Automatically 126 Modifying Categories and Category Assignments 127 Changing Existing Categories 127 Changing Category Assignments 128 Changing Category Assignments of Multiple Items at One Time 128 Organizing Data with Categories 129 Viewing Selected Categories Only 130 Sharing a Category List 132 Sharing Categories with a Registry File 132 Sharing Categories with E-Mail 133 Using Categories Effectively 134 Part 2: E-Mail and Other Messaging Chapter 6: Managing Address Books and Distribution Lists 137 Understanding Address Books 137 Outlook 2007 Address Book 138 Global Address List (GAL) 139 LDAP (Internet Directory Services) 139 Other Address Lists 139 Configuring Address Books and Addressing Options 140 Setting the Contacts Display Option for the OAB 140 Removing Contacts Folders from the OAB 141 Setting Other Addressing Options 141 Creating Address Book Entries 144 Modifying Addresses 145 Removing Addresses 145 Finding People in the Address Book 145 Using AutoComplete for Addresses 147 Deleting a Name from the AutoComplete Cache 149 Deleting the Entire Cache 149 Using Distribution Lists 149 Creating Distribution Lists 150 Modifying a Distribution List 152 Renaming a Distribution List 153 Deleting a Distribution List 153 Hiding Addresses when Using a Distribution List 153 Distribution Lists for Multiple Address Fields 153 Using Distribution Lists on a Server 154 Automatically Adding Addresses to the Address Book 155 Using the Mobile Address Book 155 Table of Contents Chapter 7: xi Using Internet Mail Accounts 157 Using Internet POP3 E-Mail Accounts 158 Configuring General Settings for Internet Accounts 161 Configuring Outgoing Server Settings for Internet Accounts 162 Configuring Connection Settings for Internet Accounts 163 Configuring Advanced Settings for Internet Accounts 164 Controlling Where Outlook Stores POP3 Messages 165 Using IMAP Accounts 166 Controlling Where Outlook Stores IMAP Messages 167 Using Outlook with CompuServe 168 Configuring Outlook for Classic CompuServe Accounts 168 Configuring Outlook for CompuServe 2000 Accounts 169 Using Hotmail and Other HTTP-Based Services 170 Using Outlook with Hotmail Accounts 170 Establishing a Hotmail Account 172 Understanding Where Outlook Stores HTTP Messages 172 Using Outlook with Prodigy 173 Using Outlook with MSN 173 Using Multiple Accounts 173 Sending Messages Using a Specific Account 173 Separating Incoming Messages by Account 175 Keeping a Copy of Your Mail on the Server 175 Viewing Full Message Headers 179 Chapter 8: Sending and Receiving Messages 181 Working with Messages 181 Opening a Standard Message Form 182 Addressing Messages 182 Including Carbon Copies and Blind Carbon Copies 184 Copying Someone on All Messages 184 Using Templates and Custom Forms for Addressing 185 Specifying Message Priority and Sensitivity 186 Saving a Message to Send Later 187 Setting Sending Options 188 Controlling When Messages Are Sent 190 Requesting Delivery and Read Receipts 190 Using Message Tracking and Receipts Options 191 Sending a Message for Review 193 Replying to Messages 193 Forwarding Messages 194 Using Other Reply and Forwarding Options 194 Deleting Messages 196 Controlling Synchronization and Send/Receive Times 196 Setting Up Send/Receive Groups 197 Limiting Message Size 199 Scheduling Send/Receive Synchronization 201 About the CD The companion CD included with this book contains many tools and resources to help you get the most out of your Inside Out book What’s on the CD? Your Inside Out CD includes the following: eBook A complete, electronic version of Microsoft Office Outlook 2007 Inside Out Additional eBooks In this section you’ll find the following resources: Microsoft Computer Dictionary, Fifth Edition First Look 2007 Microsoft Office System (Katherine Murray, 2006) Sample chapter and poster from Look Both Ways: Help Protect Your Family on the Internet (Linda Criddle, 2007) Windows Vista Product Guide Extending Office Here you’ll fi nd links to Microsoft and other third-party tools that will help you get the most out of your software experience Resources In this section, you’ll find links to white papers, user assistance articles, product support information, insider blogs, tools, and much more System Requirements The following are the minimum system requirements necessary to run the CD: Microsoft Windows Vista, Windows XP with Service Pack (SP) 2, Windows Server 2003 with SP1, or newer operating system 500 megahertz (MHz) processor or higher gigabytes (GB) storage space (a portion of this disk space will be freed after installation if the original download package is removed from the hard drive) 256 megabytes (MB) RAM CD-ROM or DVD-ROM drive 1.5 gigabytes (GB) available space Microsoft Windows or Windows Vista-compatible sound card and speakers Microsoft Mouse or compatible pointing device Microsoft Internet Explorer or newer 1024x768 or higher resolution monitor xxxix xl About the CD Note An Internet connection is necessary to access the hyperlinks on the companion CD Connect time charges may apply Support Information Every effort has been made to ensure the accuracy of the contents of the book and of this CD As corrections or changes are collected, they will be added to a Microsoft Knowledge Base article Microsoft Press provides support for books and companion CDs at the following Web site: www.microsoft.com/learning/support/books/ If you have comments, questions, or ideas regarding the book or this CD, or questions that are not answered by visiting the site above, please send them via e-mail to mspinput@microsoft.com You can also click the Feedback or CD Support links on the Welcome page Please note that Microsoft software product support is not offered through the above addresses If your question is about the software, and not about the content of this book, please visit the Microsoft Help and Support page or the Microsoft Knowledge Base at support.microsoft.com In the United States, Microsoft software product support issues not covered by the Microsoft Knowledge Base are addressed by Microsoft Product Support Services Location-specific software support options are available from http://support microsoft.com/gp/selfoverview/ Microsoft Press provides corrections for books through the World Wide Web at www.microsoft.com/mspress/support/ To connect directly to the Microsoft Press Knowledge Base and enter a query regarding a question or issue that you may have, go to www microsoft.com/mspress/support/search.htm Note This companion CD relies on scripting for some interface enhancements If scripting is disabled or unavailable in your browser, follow these steps to run the CD: From My Computer, double-click the drive that contains this companion CD Open the Webfiles folder Double-click Welcome.htm to open the CD in your default browser Conventions and Features Used in This Book This book uses special text and design conventions to make it easer for you to find the information you need Text Conventions Convention Feature Abbreviated menu commands For your convenience, this book uses abbreviated menu commands For example, “Choose Tools, Forms, Design A Form” means that you should click the Tools menu, point to Forms, and select the Design A Form command Boldface type Boldface type is used to indicate text that you enter or type Initial Capital Letters The first letters of the names of menus, dialog boxes, dialog box elements, and commands are capitalized Example: The Save As dialog box Italicized type Italicized type is used to indicate new terms Plus sign (+) in text Keyboard shortcuts are indicated by a plus sign (+) separating two key names For example, Shift+F9 means that you press the Shift and F9 keys at the same time Design Conventions Note Notes offer additional information related to the task being discussed Cross-references point you to other locations in the book that offer additional information on the topic being discussed CAUTION ! Cautions identify potential problems that you should look out for when you’re completing a task, or problems that you must address before you can complete a task xli xlii Conventions and Features Used in This Book SIDE OUT This statement illustrates an example of an “Inside Out” problem statement These are the book’s signature tips In these tips, you’ll get the straight scoop on what’s going on with the software—inside information on why a feature works the way it does You’ll also find handy workarounds to different software problems TROUBLESHOOTING OU S OO G This statement illustrates an example of a “Troubleshooting” problem statement Look for these sidebars to find solutions to common problems you might encounter Troubleshooting sidebars appear next to related information in the chapters You can also use the Troubleshooting Topics index at the back of the book to look up problems by topic Sidebar The sidebars sprinkled throughout these chapters provide ancillary information on the topic being discussed Go to sidebars to learn more about the technology or a feature PART Working with Outlook 2007 CHAPTER What’s New in Outlook 2007? CHAPTER Outlook Overview and Startup 15 CHAPTER Advanced Setup Tasks .47 CHAPTER Working in and Configuring Outlook .65 CHAPTER Creating and Using Categories 119 CHAPTER What’s New in Outlook 2007 A New Interface E-Mail Changes 10 Instant Search .6 Color Categories 11 Calendar Changes Collaboration and Sharing Improvements 12 icrosoft® Office Outlook® 2007 sports a lot of new features that improve usability and add functionality What’s more, many of the familiar features in earlier versions have been revamped or fine-tuned in Office Outlook 2007 All of these changes come together to make Outlook 2007 an outstanding tool for communication, time and information management, and collaboration M If you are an experienced Microsoft Outlook user, one of your first questions is no doubt, “What’s new in Outlook 2007, and how I find all of these new features?” That’s what this chapter is all about While we don’t cover every little change or nuance of the new Outlook 2007 interface or new and improved features here, we offer a broad overview of the new features in Outlook 2007 to help you get up to speed quickly Let’s start with the most obvious—the user interface A New Interface Certainly the most obvious difference in all of the 2007 Microsoft Office system applications is their new interfaces Like the other Microsoft Office system applications, Outlook 2007 sports a new interface In some ways, however, the differences in Outlook 2007 are not as pronounced as they are in some of the other applications, such as Microsoft Office Word 2007 Outlook 2007 blends some new interface components with improvements to its existing components to achieve a new look and feel Fortunately, you should be able to become comfortable with this new look and feel in a short time Once you’ve made that transition, you’ll come to really appreciate the new interface Let’s take a look at the biggest difference from earlier versions—the Ribbon The Ribbon Unlike some of the other Microsoft Office system applications, the main Outlook 2007 window uses a familiar menu bar and toolbar combination to give you access to commands, options, and tools in Outlook 2007 These other applications, such as Chapter What’s New in Outlook 2007? Chapter Office Word 2007, use a new feature called the Ribbon to give you quick access to commonly used features Outlook 2007 does make use of the Ribbon, however, as you can see in Figure 1-1 The new message form is one of the many forms in Outlook 2007 that sports a Ribbon rather than the more familiar menu bar/toolbar combination Figure 1-1 The Ribbon makes commands and features easily discoverable The Ribbon is something of a paradigm shift Rather than provide a linear menu list of commands, the Ribbon divides features onto individual tabs, each of which comprises tools with related functions For example, all of the tools that relate to inserting items into a new message are located together on the Insert tab of the new message form Each Ribbon tab is divided into groups, and each group organizes the features for a specific function On the Message tab of the new message form, for example, the Basic Text group organizes the tools you use to format text in the message Is the new Ribbon design good or bad? After you spend the time to become familiar with it, you’ll probably come to the conclusion that the Ribbon is an improvement over the “old” interface The Ribbon helps expose some useful and powerful features that many people never used because they weren’t aware they existed or they didn’t take the time to dig through the menus to find them The Navigation Pane The Navigation Pane was fi rst introduced in Microsoft Outlook 2002 as part of Microsoft Office XP and took the place of the Outlook Bar The Navigation Pane gives you quick access to all of your Outlook 2007 folders (Inbox, Calendar, and so on) and adapts depending on which folder you are using For example, when you open the Calendar folder, the objects offered in the Navigation Pane change to reflect features available in the calendar, such as views The Outlook 2007 Navigation Pane looks at fi rst blush to be much like the Navigation Pane in Outlook 2002 and Outlook 2003 The main difference in Outlook 2007 is the capability to show the Navigation Pane in a collapsed state, as shown in Figure 1-2 Chapter A New Interface Figure 1-2 You can collapse, or autominimize, the Navigation Pane Essentially, the Navigation Pane, when collapsed, acts a little like the Microsoft Windows® taskbar in autohide mode The Navigation Pane sits at the left edge of the Outlook 2007 window as a narrow vertical toolbar You can click items in the Navigation Pane to expand them for use For example, click the Navigation Pane section to display the Favorite Folders and folder list or views for the current folder After you click a folder in the list to select it, the pane is hidden again Using the Navigation Pane in collapsed mode makes more space available for displaying the contents of a folder (such as your monthly calendar) while still keeping the Navigation Pane’s features readily available The To-Do Bar The To-Do Bar, shown in Figure 1-3, is another new feature in Outlook 2007 that brings together information from different Outlook 2007 sources and makes it readily available It combines the Date Navigator, appointments for the day, and current tasks in one pane As with the Navigation Pane, you can configure the To-Do Bar to automatically hide after you use it In this mode, the To-Do Bar sits at the right edge of the Outlook 2007 window as a vertical toolbar When you click the To-Do Bar, it expands to display its contents You can then click a date to view its appointments in the Calendar window, work with tasks, and so on When you click again in the main Outlook 2007 window, the To-Do Bar collapses back to a vertical toolbar Chapter What’s New in Outlook 2007? Chapter Figure 1-3 The To-Do Bar combines tasks, appointments, and the Date Navigator in one location Other Interface Changes The Outlook 2007 interface is significantly changed in other ways in addition to the Ribbon, Navigation Pane, and To-Do Bar For example, the Calendar window has been given a visual and functional overhaul See the sections titled “Calendar Changes” and “E-Mail Changes” later in this chapter for details Additional interface features are explored in other chapters where appropriate Instant Search Outlook 2007 introduces its own Instant Search feature For example, in the Inbox folder, you can click in the Search box and type a word or phrase, and Outlook 2007 quickly (but not quite instantly) displays the results of the search You can work with the results of the search before the search is complete, so when you find the item you need, you can simply double-click it to open it—you don’t have to wait for the search to complete Search is also improved in other ways in Outlook 2007 You can click the arrow next to the Search box to open the Query Builder, as shown in the upper-left corner of Figure 1-4, where you can specify additional search parameters to locate items The contents of the Query Builder change according to the folder in which you are working For example, the search criteria in the Inbox pane are different from the criteria in the Calendar pane Chapter Calendar Changes Figure 1-4 Use the Query Builder to perform advanced searches To learn more about these and the other added search features in Outlook 2007, see Chapter 33, “Finding and Organizing Outlook Data.” Calendar Changes The Calendar folder has received some new interface changes and added features in Outlook 2007 For example, the calendar’s appearance has been improved with additional color and visual elements On the functional side, the calendar includes a Daily Task List pane at the bottom of the window, as shown in Figure 1-5 The Daily Task List shows the tasks that are due on the current date, such as tasks with that day as a due date or e-mail messages with a follow-up date of that day You can use the Daily Task List to open tasks and the other items it displays (such as messages), add new tasks, mark tasks as complete, assign tasks, print tasks, and perform other actions on the items Tasks that you not complete roll over to the next day, so they are not forgotten Chapter What’s New in Outlook 2007? Chapter Figure 1-5 Use the Daily Task List in the Calendar folder to view your current tasks Note The appearance of the Week view is another change in the Calendar folder No longer a two-column day-planner view, the Week view is more like the Work Week view in earlier versions Scheduling also sees improvement in Outlook 2007 When Outlook 2007 is used in concert with Microsoft Exchange Server 2007 for scheduling meetings, attendee schedules are automatically reviewed and a time is then proposed for the meeting Naturally, you can select a different time if needed Figure 1-6 shows the Scheduling Assistant, which helps you choose a meeting time that works for the majority of attendees In addition, when you make a change to a meeting time, location, or agenda, the attendees receive an informational update rather than a request to accept the meeting changes Chapter Calendar Changes Figure 1-6 Use the Scheduling Assistant to easily schedule meetings Another useful improvement for scheduling is calendar overlay In earlier versions of Microsoft Outlook, you could open another Calendar folder in a new window to view the appointments in that calendar As in Outlook 2003, Outlook 2007 also lets you view calendars side by side Even better, Outlook 2007 lets you overlay calendars, as shown in Figure 1-7 For example, if you keep personal appointments separate from business appointments, you can overlay the two calendars for a complete, overall, view Figure 1-7 Use calendar overlay to view multiple calendars in a combined view 10 Chapter What’s New in Outlook 2007? Chapter Calendar overlay extends to Microsoft Office SharePoint® sites You can view calendars stored on a SharePoint site and even overlay them with your own calendar, all right within Outlook 2007 For example, you could overlay your team calendar over your personal calendar to identify scheduling conflicts There are many additional changes and improvements in the Outlook 2007 calendar and scheduling features See Part 4, “Managing Your Time and Tasks,” to learn more about scheduling and using the calendar E-Mail Changes Many people spend a majority of their time working in the mail folders in Outlook 2007 So Microsoft has improved mail features in Outlook 2007 in a number of ways, both visual and functional For example, Outlook 2007 now can automatically set up e-mail accounts for you based on a small amount of information you provide, such as your e-mail address and name Outlook 2007 will attempt to determine the appropriate mail server and other settings based on that information, simplifying account setup If Outlook 2007 is unable to set up the account, you can specify settings manually Here’s a list of the most notable mail-related feature improvements in Outlook 2007: Attachment Previewing You can preview certain types of documents right in the Reading Pane without having to open the attachment or the message containing it You simply click the item to preview it in the Reading Pane Outlook 2007 supports previewing of Outlook 2007 items, images and text fi les, and documents created by Microsoft Office Word, Office PowerPoint®, Office Excel®, and Office Visio® This feature is extensible, enabling third-party developers to build preview capability for other attachment types Out Of Office Assistant In earlier versions, Microsoft Outlook displayed a notification dialog box when you started Outlook with the Out Of Office Assistant turned on In Outlook 2007, the notice appears on the status bar A more important change to the Out Of Office Assistant is that you can now schedule the Out Of Office Assistant ahead of time, turning it on at the specified time So a week or so before you will be out of the office, you can set it and forget it The Out Of Office Assistant will turn on at the specified time all by itself and turn off at the set time, as well In addition, you can specify different Out Of Office messages for recipients in your organization and those outside it These last two features require Exchange Server 2007 Unified Messaging When Outlook 2007 is used with Exchange Server 2007, you can have your voice messages and faxes delivered to your Inbox along with your e-mail Color Categories 11 names in e-mail messages, enabling people to specify addresses in their own languages in addition to English E-Mail Postmarks Outlook 2007 stamps each message with a uniquely generated electronic postmark This postmark serves two purposes First, it helps reduce spamming by imposing a small processing load on the computer This load is negligible when sending an average number of e-mail messages, but it imposes an unacceptable load on spammers trying to send messages to a large number of recipients In addition, Outlook 2007 recognizes the postmark on messages that it receives, helping it to determine whether a message is not junk mail Junk Filter And Phishing Protection Another improvement in Outlook 2007 is its enhanced junk filtering Outlook 2007 also adds a phishing fi lter to help guard against phishing attacks in which official-looking but false messages attempt to direct you to malicious sites or obtain personal information such as credit card or banking information Managed Folders This feature works in conjunction with Exchange Server 2007 to provide a means for archiving messages to meet legal requirements, such as Sarbanes-Oxley and HIPAA, and corporate policy requirements Managed folders look and function like other message folders (such as the Inbox folder) However, the policies assigned to managed folders determine retention and other policybased behavior In addition, the user cannot move, rename, or delete managed folders These restrictions ensure that the users cannot bypass retention policies Microsoft has introduced a handful of additional changes to improve e-mail features in Outlook 2007 These additional features are covered in Part 2, “E-Mail and Other Messaging.” Color Categories You are no doubt familiar with categories in Outlook 2007 Categories in Outlook 2007 are like tags that you associate with Outlook 2007 items (such as messages, appointments, and tasks) In earlier versions of Microsoft Outlook, categories were defined using text only You could choose from existing categories as well as create your own categories You can organize Outlook 2007 items based on category—for example, grouping items in a folder based on their category assignments Outlook 2007 introduces color categories to make categories more visible and more useful, as shown in Figure 1-8 By associating a color with a category, you make it easier to quickly identify items that have a specific assigned category This is particularly true when you are using a list view that is not grouped by category For example, you might assign the Blue category to all e-mail messages from a certain sender You can then identify at a glance when looking at the Inbox the messages from that sender Chapter International Domain Names Outlook 2007 supports internationalized domain [...]... all of the Outlook 2007 features and putting them to work is the focus of Microsoft Office Outlook 2007 Inside Out Most Outlook 2007 books act mainly as how-to guides for users who want to learn about the software This approach leaves out workgroup managers and administrators when it comes to deployment, collaboration, server-side issues, and administration Microsoft Office Outlook 2007 Inside Out offers... Organized Microsoft Office Outlook 2007 Inside Out offers a structured, logical approach to all aspects of using and managing Outlook 2007 Each of the 10 parts of this book focuses on a specific aspect of Outlook 2007 use or management Part 1—Working with Outlook Part 1 starts with the basics Chapter 1 takes a look at the features that are new in Outlook 2007 Chapter 2 takes a look at the Outlook 2007 architecture... the user interface In short, Microsoft Office Outlook 2007 Inside Out assumes that you’re an experienced computer user who might or might not have an understanding of Outlook 2007 and what it can xxxiii xxxiv Introduction do The purpose of this book is to give you a comprehensive look at what Outlook 2007 can do, how to put Outlook 2007 to work, and how to manage Outlook 2007 at the user, workgroup,... explains how to integrate Outlook 2007 with other Microsoft Office system applications, such as performing a mail merge in Microsoft Office Word 2007 based on contacts stored in Outlook 2007 Chapter 38 moves into the realm of Microsoft Office Project 2007, showing you how to integrate Office Project 2007 and Outlook 2007 Chapter 39 explores online collaboration through services such as Microsoft Office Live... as Microsoft Internet Explorer® and Outlook Web Access (OWA) Chapter 45 completes this part of the book with a look at the mobility-related features in Outlook 2007 which you can use with Exchange Server 2003 and Exchange Server 2007 to take your Outlook 2007 data on the road Companion CD The Microsoft Office suite offers an impressive ability to customize and integrate applications, and Outlook 2007. .. Importing an Outlook Task 896 Routing a Microsoft Project File Using Outlook 899 Forwarding a Microsoft Project File Using Outlook 900 xxvi Table of Contents Chapter 39: Collaborating Online with Office 901 New Collaboration Features: Beyond Microsoft Office Outlook 2007 ... Where Outlook 2007 really shines, however, is in its integration with and as a client for Microsoft Exchange Server Part 9 steps up to a more advanced level to explain a broad range of Outlook 2007/ Exchange Server integration topics Chapter 41 turns the focus to the client, explaining how to configure Outlook 2007 as an Exchange Server client Chapter 42 explores the wealth of features in Outlook 2007. .. that takes into account the unique requirements of Outlook 2007 and Exchange Server In Chapter 32, you’ll learn how to move data in an out of Outlook 2007 using the program’s import and export features Chapter 33 will help you get a handle on all of your Outlook 2007 data, with a discussion of the new Instant Search feature and other features in Outlook 2007 for finding and organizing data Chapter 34 includes... move data in and out of Outlook 2007 and Outlook Express/Windows Mail See the section “Conventions and Features Used in This Book” (page xli) for a list of some of the features you will find used throughout this book About the CD The companion CD included with this book contains many tools and resources to help you get the most out of your Inside Out book What’s on the CD? Your Inside Out CD includes... chapter, you’ll find Chapter 40 very helpful in understanding how Outlook 2007 integrates with Microsoft Windows SharePoint® Services You’ll learn how to work with shared contacts, set up and use alerts, work with shared documents, link a team calendar to Outlook 2007, and more Introduction xxxvii Part 9—Using Outlook with Exchange Server Outlook 2007 can be an effective information management tool all by ... Outlook 2007 can do, how to put Outlook 2007 to work, and how to manage Outlook 2007 at the user, workgroup, and server levels How This Book Is Organized Microsoft Office Outlook 2007 Inside Out. .. the Outlook 2007 features and putting them to work is the focus of Microsoft Office Outlook 2007 Inside Out Most Outlook 2007 books act mainly as how-to guides for users who want to learn about... categories in Outlook 2007 Categories in Outlook 2007 are like tags that you associate with Outlook 2007 items (such as messages, appointments, and tasks) In earlier versions of Microsoft Outlook,