Contents at a Glance

Part 1: Working with Outlook Chapter 14 Securing Your System, Messages, and Chapter 1 Identity ...... 329 What’s New in Outlook 2007 ...... 3 Chapter 15 Chapter 2 Receiving Messages Selectively ...... 367 Outlook Overview and Startup ...... 15 Chapter 16 Chapter 3 Using RSS Feeds ...... 379 Confi guring Outlook Profi les and Accounts ...... 47 Chapter 17 Using LDAP Directory Services ...... 395 Chapter 4 Working in and Confi guring Outlook ...... 65 Part 3: Working with Contacts Chapter 5 Chapter 18 Creating and Using Categories ...... 119 Creating and Managing Your Contacts . . . . . 409 Part 2: E-Mail and Other Messaging Chapter 19 Using Microsoft Business Contact Chapter 6 Manager ...... 451 Managing Address Books and Distribution Lists ...... 137 Part 4: Managing Your Time Chapter 7 and Tasks Using Internet Mail Accounts ...... 157 Chapter 20 Chapter 8 Scheduling Appointments ...... 499 Sending and Receiving Messages ...... 181 Chapter 21 Chapter 9 Scheduling Meetings and Resources ...... 533 Beyond Simple Text Messages ...... 215 Chapter 22 Chapter 10 Managing Your Tasks ...... 551 Finding and Organizing Messages ...... 271 Chapter 23 Chapter 11 Tracking Documents and Activities Processing Messages Automatically ...... 283 with the Journal ...... 577 Chapter 12 Chapter 24 Managing Junk E-Mail ...... 303 Making Notes ...... 611 Chapter 13 Automatically Responding to Messages . . . . 319

v vi Table of Contents

Part 5: Customizing Outlook Chapter 36 Sharing Calendars ...... 841 Chapter 25 Using Templates ...... 625 Chapter 37 Integrating Outlook with Other Offi ce Chapter 26 Applications ...... 863 Customizing the Outlook Interface ...... 635 Chapter 38 Chapter 27 Integrating Microsoft Outlook and Creating Custom Views and Print Styles . . . . 659 Microsoft Project ...... 879 Chapter 28 Chapter 39 Designing and Using Forms ...... 689 Collaborating Online with Offi ce ...... 901 Chapter 29 Automating Common Tasks ...... 719 Part 8: Working with Offi ce Server and SharePoint Services Part 6: Managing and Securing Outlook Chapter 40 Collaboration with Outlook and Chapter 30 Windows SharePoint Services ...... 935 Managing Outlook Folders and Data ...... 735 Chapter 31 Part 9: Using Outlook with Exchange Archiving, Backing Up, and Restoring Server Outlook Data ...... 761 Chapter 41 Chapter 32 Confi guring the Exchange Server Client . . . . 967 Moving Data in and out of Outlook Chapter 42 with Import/Export ...... 775 Using Outlook with Exchange Server ...... 979 Chapter 33 Chapter 43 Finding and Organizing Outlook Data ...... 785 Working Offl ine and Remotely ...... 995 Chapter 34 Security and Virus Protection ...... 805 Part 10: Mobility Chapter 44 Part 7: Collaboration Accessing Your Outlook Items Through Chapter 35 a Web Browser ...... 1015 Delegating Responsibilities to an Chapter 45 Assistant ...... 831 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 ...... 3 A New Interface ...... 3 The Ribbon ...... 3 The Navigation Pane...... 4 The To-Do Bar ...... 5 Other Interface Changes ...... 6 Instant Search ...... 6 Calendar Changes ...... 7 E-Mail Changes...... 10 Color Categories...... 11 Collaboration and Sharing Improvements...... 12 Integration with Ofﬁ ce 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

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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 Offl ine ...... 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: Confi guring Outlook Profi les and Accounts ...... 47 Understanding the Outlook 2007 Startup Wizard ...... 47 Confi guring Accounts and Services...... 48 Understanding Profi les ...... 51 Creating Profi les ...... 53 Switching Profi les ...... 55 Specifying the Startup Profi le ...... 55 Table of Contents ix

Confi guring Online and Offl ine Data Storage...... 56 Personal Folders and Offl ine Folders...... 57 Adding Other Data Stores ...... 58 Removing Data Stores ...... 60 Confi guring Offl ine Storage ...... 60 Confi guring Cached Exchange Mode ...... 62 Changing Your Data Storage Location...... 62 Setting Delivery Options ...... 63 Chapter 4: Working in and Confi guring 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 Confi guring 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 Confi guring 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 Conﬁ guring 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 xi

Chapter 7: Using Internet Mail Accounts...... 157 Using Internet POP3 E-Mail Accounts ...... 158 Confi guring General Settings for Internet Accounts...... 161 Confi guring Outgoing Server Settings for Internet Accounts ...... 162 Confi guring Connection Settings for Internet Accounts ...... 163 Confi guring 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 Confi guring Outlook for Classic CompuServe Accounts ...... 168 Confi guring 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 Specifi c 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 xii Table of Contents

Confi guring Other Messaging Options ...... 202 Setting Up Notifi cation of New Mail ...... 203 Using Message Alerts ...... 203 Controlling Dial-Up Account Connections ...... 205 Formatting Internet and International Messages ...... 205 Managing Messages and Attachments ...... 207 Saving Messages Automatically ...... 207 Retaining a Copy of Sent Messages ...... 209 Working with Attachments ...... 210 Saving Messages to a File ...... 212 Confi guring Message Handling ...... 213 Moving and Copying Messages Between Folders...... 213 Chapter 9: Beyond Simple Text Messages...... 215 Formatting Text in Messages ...... 215 Formatting Lists ...... 219 Options on the Format Text Tab ...... 221 Working with Styles ...... 221 Using Tables ...... 224 Inserting a Table in a Message ...... 225 Working with Tables ...... 226 Working with Quick Tables ...... 228 Using Special Text Features ...... 229 Quick Parts ...... 229 Drop Cap ...... 230 Date & Time ...... 231 Text Box...... 231 WordArt ...... 231 Object ...... 232 Including Illustrations in Messages ...... 232 Inserting a Picture from a File ...... 233 Inserting Clip Art ...... 237 Inserting Shapes ...... 238 Inserting a Chart ...... 239 Inserting SmartArt...... 241 Using Symbols in a Message ...... 242 Inserting an Equation ...... 243 Inserting a Symbol ...... 243 Inserting a Horizontal line ...... 243 Working with Hyperlinks ...... 244 Inserting Hyperlinks ...... 244 Inserting Hyperlinks to Files or Web Pages ...... 245 Inserting a Hyperlink to a Place in the Current Message ...... 247 Inserting a Hyperlink to a New Document ...... 247 Inserting a Hyperlink to an E-Mail Address ...... 247 Removing a Hyperlink ...... 248 Inserting Bookmarks...... 248 Table of Contents xiii

Including Other Items in a Message ...... 249 Attaching Files ...... 249 Inserting Files in the Body of a Message...... 249 Including an Outlook 2007 Item...... 249 Attaching a Business Card to a Message...... 250 Including a Calendar...... 251 Customizing the Appearance of Your Messages ...... 252 Understanding How Outlook Formats Messages ...... 252 Using Themes to Customize Your Messages ...... 254 Creating a Custom Theme ...... 260 Using Stationery to Customize Your Messages ...... 261 Creating a Custom Message Appearance ...... 262 Using Signatures...... 263 Understanding Message Signatures...... 264 Defi ning Signatures...... 264 Adding Signatures to Messages ...... 265 Backing Up Your Signatures ...... 266 Using the Proofi ng and Research Tools ...... 266 Confi guring Research Options ...... 269 Chapter 10: Finding and Organizing Messages ...... 271 Finding and Organizing Messages with Search Folders ...... 271 Using Search Folders...... 272 Customizing Search Folders ...... 272 Creating a New Search Folder...... 274 Flagging and Monitoring Messages and Contacts...... 275 Flagging Received and Previously Sent Messages...... 275 Flagging Outgoing Messages ...... 276 Viewing and Responding to Flagged Messages ...... 277 Flagging Contact Items ...... 278 Grouping Messages by Customizing the Folder View ...... 279 Filtering a View Using Categories ...... 280 Managing E-Mail Effectively...... 280 Chapter 11: Processing Messages Automatically ...... 283 Understanding Message Rules...... 283 Creating and Using Rules ...... 285 Creating New Rules...... 287 Applying Rules to Specifi c Folders or All Folders...... 292 Copying Rules to Other Folders ...... 292 Creating Rules Based on Existing Messages ...... 293 Creating Rules That Use OR Logic ...... 294 Modifying Rules...... 295 Controlling Rules ...... 296 Setting Rule Order...... 296 Stopping Rules from Being Processed...... 297 Disabling and Removing Rules ...... 297 xiv Table of Contents

Sharing Rules with Others...... 297 Backing Up and Restoring Rules ...... 298 Using the Organize Pane to Create Rules ...... 299 Using Rules to Move Messages Between Accounts ...... 300 Running Rules Manually and in Specifi c Folders...... 301 Chapter 12: Managing Junk E-Mail ...... 303 How Outlook 2007 Junk E-Mail Filtering Works...... 303 No Automatic Filtering...... 304 Low...... 304 High ...... 304 Safe Lists Only ...... 305 Understanding How Outlook 2007 Uses the Filter Lists...... 305 Deleting Instead of Moving Messages ...... 306 Postmarking Messages...... 306 How Outlook 2007 Phishing Protection Works ...... 307 Enabling and Confi guring Junk E-Mail Filtering ...... 308 Controlling Automatic Downloads ...... 309 Confi guring Automatic Downloading of External Content ...... 311 Marking and Unmarking Junk E-Mail ...... 312 Creating Other Junk E-Mail Rules ...... 312 Other Spam Filtering Solutions ...... 313 Filtering in Exchange Server ...... 313 Using Third-Party Filters...... 314 Managing Junk E-Mail Effectively ...... 316 Chapter 13: Automatically Responding to Messages ...... 319 Creating Automatic Responses with the Out Of Offi ce Assistant ...... 319 Understanding Out Of Offi ce Assistant Features...... 320 Using the Out Of Offi ce Assistant with Exchange Server 2003 and Earlier ...... 322 Using the Out Of Offi ce Assistant for Exchange Server 2007 ...... 323 Creating Custom Out Of Offi ce Rules ...... 324 Creating Automatic Responses with Custom Rules ...... 325 Setting Up the Reply...... 326 Creating Automatic Responses from Local Templates ...... 327 Creating Automatic Responses from the Server ...... 328 Chapter 14: Securing Your System, Messages, and Identity ...... 329 Confi guring HTML Message Handling ...... 329 Protecting Messages with Digital Signatures ...... 333 Understanding Digital Certifi cates and Signatures ...... 333 Obtaining a Digital Certifi cate ...... 334 Copying a Certifi cate to Another Computer...... 336 Signing Messages...... 340 Understanding S/MIME and Clear-Text Options ...... 340 Adding Your Digital Signature...... 341 Setting Global Security Options ...... 342 Table of Contents xv

Creating and Using Security Profi les ...... 343 Reading Signed Messages ...... 347 Changing Certifi cate Trust Relationships...... 348 Confi guring CA Trust ...... 350 Confi guring CA Trust for Multiple Computers ...... 351 Viewing and Validating a Digital Signature ...... 353 Encrypting Messages...... 356 Getting Ready for Encryption ...... 356 Sending Encrypted Messages ...... 359 Reading Encrypted Messages ...... 360 Importing Certifi cates from Outlook Express...... 360 Protecting Data with Information Rights Management ...... 361 Using Microsoft’s IRM Service...... 362 Viewing IRM-Protected Messages ...... 364 Working with Multiple Accounts ...... 365 Chapter 15: Receiving Messages Selectively ...... 367 Understanding Remote Mail Options...... 367 Remote Mail in a Nutshell ...... 368 Setting Up for Remote Mail...... 369 Working with Message Headers ...... 370 Downloading Message Headers ...... 370 Marking and Unmarking Message Headers ...... 370 Processing Marked Headers ...... 373 Selective Downloading for POP3 Using Send/Receive Groups ...... 375 Retrieving Only Message Headers ...... 376 Retrieving Based on Message Size ...... 377 Keeping Messages on the Server ...... 377 Chapter 16: Using RSS Feeds ...... 379 Understanding RSS ...... 379 Confi guring RSS ...... 380 Adding RSS Feeds to Outlook ...... 380 Using Your RSS Feeds ...... 383 Adding an OPML File to Outlook ...... 386 Managing Your RSS Feeds ...... 388 Setting RSS Properties...... 390 Chapter 17: Using LDAP Directory Services ...... 395 Overview of LDAP Services...... 395 Confi guring a Directory Service Account in Outlook...... 396 Setting the Search Base ...... 399 Confi guring a Directory Service Account in Windows Mail ...... 401 Using LDAP to Find People...... 404 Searching from Windows Mail ...... 405 xvi Table of Contents

Part 3: Working with Contacts Chapter 18: Creating and Managing Your Contacts ...... 409 Working with the Contacts Folder ...... 410 Creating a Contact Entry...... 412 Creating Contact Entries from the Same Company...... 414 Creating a Contact Entry from an E-Mail Message ...... 414 Copying an Existing Contact Entry...... 414 Creating Other Contacts Folders...... 415 Copying the Design of a Folder ...... 416 Working with Contacts ...... 417 Associating a Contact with Other Items and Documents...... 417 Assigning Categories to Contacts...... 420 Resolving Duplicate Contacts ...... 420 Phoning a Contact...... 422 Sending an E-Mail Message to a Contact ...... 424 Connecting to a Contact’s Web Site...... 425 Scheduling Appointments and Meetings with Contacts ...... 425 Assigning a Task to a Contact ...... 426 Flagging a Contact for Follow-Up ...... 426 Finding Contacts ...... 429 Making a Common Change to Multiple Contacts ...... 430 Viewing Contacts ...... 431 Using Standard Views in the Contacts Folder...... 432 Customizing Contacts View...... 432 Printing Contacts ...... 438 Custom Contact Printing with Word ...... 440 Working with Distribution Lists ...... 440 Creating a Personal Distribution List ...... 441 Adding or Deleting Names in a Distribution List ...... 442 Sharing Contacts ...... 443 Sharing Your Contacts Folders ...... 443 Sharing Contacts with vCards ...... 446 Setting Contact Options ...... 448 Using Contacts Effectively ...... 449 Chapter 19: Using Microsoft Business Contact Manager ...... 451 Understanding What Business Contact Manager Can Do ...... 451 Conﬁ guring Business Contact Manager ...... 454 Where Is Business Contact Manager? ...... 455 Adding and Removing Business Contact Manager for a Proﬁ le ...... 456 Using the Business Contact Manager Interface ...... 457 Business Contact Manager Folders ...... 457 Business Contact Manager Menu...... 461 Working with Business Contacts ...... 463 Copying Existing Contacts ...... 463 Creating New Business Contacts ...... 464 Table of Contents xvii

Using Contacts...... 467 Creating and Using Accounts...... 468 Performing Actions with Accounts...... 470 Creating and Using Business Projects...... 471 Working with Project Tasks ...... 472 Creating and Using Opportunities ...... 473 Creating and Managing Products...... 474 Adding Products to an Opportunity ...... 476 Creating Marketing Campaigns...... 477 Step 1: What Is This Marketing Campaign For? ...... 477 Step 2: Who Will See It? ...... 478 Step 3: How Will They Get It? ...... 478 Step 4: What Will They Get? ...... 478 Step 5: Are You Ready to Launch the Marketing Campaign? ...... 478 Tracking Item History ...... 480 Attaching Items ...... 482 Creating Reports ...... 483 Modifying Reports ...... 484 Filtering Reports ...... 485 Saving Reports...... 487 Printing Reports...... 488 Importing and Exporting Information ...... 488 Importing Contacts or Accounts...... 488 Importing Products...... 490 Managing Your Business Contact Manager Data ...... 493 Cleaning Up the Database ...... 494 Sharing the Database ...... 494 Backing Up the Database...... 495 Restoring the Database ...... 495 Deleting Databases ...... 495 Part 4: Managing Your Time and Tasks Chapter 20: Scheduling Appointments ...... 499 Calendar Basics...... 499 Understanding Calendar Items ...... 500 Using the Time Bar ...... 501 Using the Date Navigator...... 503 Using the To-Do Bar ...... 505 Setting the Number of Days Displayed ...... 505 Selecting a Date...... 506 Working with One-Time Appointments...... 506 Specifying the Subject and Location ...... 507 Specifying Start and End Times ...... 508 Setting a Reminder ...... 508 Classifying an Appointment ...... 509 Adding a Note ...... 510 xviii Table of Contents

Categorizing an Appointment ...... 510 Saving an Appointment ...... 511 Changing an Appointment to an Event...... 513 Working with One-Time Events...... 513 Using the Event Form ...... 514 Changing an Event to an Appointment...... 515 Creating a Recurring Appointment or Event ...... 515 Modifying an Appointment or Event ...... 516 Changing an Appointment or Event ...... 516 Deleting an Appointment or Event ...... 516 Using Categories and Colors ...... 516 Assigning Color Categories to an Appointment Manually...... 517 Assigning Color to an Appointment Automatically...... 518 Printing Calendar Items...... 519 Customizing the Current Calendar View ...... 519 Redeﬁ ning Fields ...... 520 Filtering Calendar Items ...... 521 Controlling Fonts and Other View Settings ...... 522 Creating a Custom View ...... 522 Creating a New View ...... 523 Copying a View ...... 524 Using Overlay Mode to View Multiple Calendars in One...... 524 Backing Up Your Schedule ...... 525 Managing Time Zones...... 528 Changing the Time Zone ...... 528 Using Two Time Zones ...... 529 Managing Your Calendar Effectively...... 530 Chapter 21: Scheduling Meetings and Resources ...... 533 Sending a Meeting Request ...... 533 Selecting Attendees ...... 534 Scheduling a Meeting...... 536 Scheduling a Meeting from the Contacts Folder...... 538 Changing a Meeting ...... 538 Sending a Meeting Request with Scheduling Assistant...... 538 Selecting Attendees ...... 540 Scheduling a Meeting Using Scheduling Assistant ...... 541 Responding to a Meeting Request ...... 542 Receiving a Request for a Meeting...... 542 Receiving a Response to Your Request ...... 543 Checking Attendees ...... 545 Scheduling Resources ...... 546 Setting Up Resources for Scheduling...... 546 Using the Conﬁ gured Resources...... 547 Managing Meetings Effectively ...... 549 Find the Best Time for the Meeting ...... 549 Use Scheduling Assistant to Help Schedule Meetings ...... 549 Table of Contents xix

Set a Sufﬁ cient Reminder to Enable You to Make Meetings on Time ...... 550 Schedule Meeting End Times with a Reminder to Help Meetings Stay on Schedule ...... 550 Chapter 22: Managing Your Tasks...... 551 Working with Tasks in the Tasks Folder ...... 551 Creating a Task...... 554 Creating a Recurring Task ...... 558 Adding a Reminder ...... 559 Setting a Task Estimate...... 559 Marking a Task as Completed ...... 560 Assigning Tasks to Others...... 560 About Task Ownership ...... 561 Making or Accepting an Assignment...... 561 Reclaiming Ownership of a Declined Task ...... 564 Assigning Tasks to Multiple People ...... 565 Tracking the Progress of a Task...... 566 Sending a Task Status Report ...... 567 Creating an Unassigned Copy of an Assigned Task...... 567 Viewing and Customizing the Tasks Folder ...... 567 Changing Fonts and Table View Settings ...... 568 Using Automatic Formatting ...... 570 Setting General Task Options ...... 571 Working with Tasks in Other Ways ...... 572 Working with Tasks in the To-Do Bar...... 572 Working with Tasks in Outlook Today ...... 574 Using the Daily Task List...... 574 Managing Tasks Effectively...... 575 Chapter 23: Tracking Documents and Activities with the Journal ...... 577 Understanding the Outlook Journal ...... 578 Using Automatic Journaling ...... 580 Setting Journal Options ...... 583 Turning Off Automatic Journaling ...... 584 Automatically Recording E-Mail Messages...... 585 Automatically Recording Contact Information...... 585 Automatically Recording Document Activity ...... 586 Adding Journal Items Manually ...... 587 Recording Work in a File Manually...... 588 Recording Outlook Items Manually ...... 589 Recording Other Activities Manually ...... 589 Manually Recording Phone Calls ...... 589 Creating and Using Custom Entry Types ...... 591 Changing Journal Entries ...... 592 Modifying an Entry ...... 593 Moving an Entry on the Timeline ...... 593 Deleting an Entry...... 593 Connecting Journal Activities to Individual Contacts ...... 594 xx Table of Contents

Viewing the Journal ...... 596 Using By Type View...... 597 Using By Contact View ...... 598 Using By Category View...... 598 Using Entry List View ...... 599 Using Last Seven Days View ...... 600 Using Phone Calls View ...... 601 Customizing Journal Views ...... 602 Printing Journal Items ...... 603 Sharing Journal Information...... 605 Using the Journal Effectively ...... 607 Make Using the Journal a Habit ...... 607 Use the Journal’s Automatic Recording Features...... 607 Use the Journal Only for Those Things You Need to Track ...... 608 Add Addresses to Your Primary Contacts Folder...... 608 Create Custom Entry Types to Meet Your Individual Needs ...... 608 Time Management Using the Journal ...... 609 Chapter 24: Making Notes ...... 611 Understanding Outlook Notes ...... 611 Conﬁ guring Note Options ...... 613 Working with Notes...... 613 Adding a Note ...... 614 Reading and Editing a Note...... 614 Forwarding a Note ...... 615 Adding a Note Sent to You ...... 615 Using a Note to Create a Task or an Appointment ...... 616 Moving and Copying Notes ...... 616 Changing Note Color ...... 618 Assigning Color Categories to Notes...... 618 Printing a Note...... 620 Date and Time Stamping Notes ...... 620 Deleting a Note ...... 620 Viewing Notes...... 621 Creating New Notes Folders ...... 622 Part 5: Customizing Outlook Chapter 25: Using Templates...... 625 Working with E-Mail Templates...... 625 Creating an E-Mail Template ...... 626 Using an E-Mail Template ...... 627 Using a Template with a Distribution List ...... 627 Using Other Outlook Template Types ...... 628 Appointments and Meetings...... 628 Contacts ...... 629 Table of Contents xxi

Tasks and Task Requests...... 629 Journal Entries ...... 630 Editing Templates...... 630 Sharing Templates ...... 631 Using Templates Effectively ...... 632 Chapter 26: Customizing the Outlook Interface...... 635 Customizing the Navigation Pane...... 635 A Quick Tour of the Navigation Pane...... 635 Showing and Hiding the Navigation Pane ...... 636 Changing the Number of Buttons on the Navigation Pane...... 637 Adding a Shortcut to an Outlook Folder or a Public Folder ...... 638 Adding a File Folder or Document to the Navigation Pane...... 639 Adding a Web Site to the Navigation Pane ...... 640 Removing a Shortcut from the Navigation Pane ...... 641 Renaming a Shortcut in the Navigation Pane ...... 641 Working with Groups in the Navigation Pane ...... 641 Customizing the To-Do Bar ...... 642 Customizing Toolbars ...... 644 Working with Toolbars ...... 644 Creating Custom Toolbars ...... 646 Customizing Outlook Today View...... 654 Conﬁ guring Outlook Today...... 655 Chapter 27: Creating Custom Views and Print Styles ...... 659 Creating and Using Custom Views ...... 659 Basing a New View on an Existing View ...... 659 Creating a New View from Scratch...... 661 Modifying, Renaming, or Deleting a View ...... 664 Customizing a View’s Settings...... 664 Printing in Outlook ...... 673 Overview of Print Styles ...... 673 Printing from Outlook ...... 674 Creating Custom Print Styles...... 678 Deleting Print Styles ...... 679 Resetting Print Styles ...... 679 Custom Printing with Scripts and Word ...... 680 Using a Custom Contact Style...... 681 Using a Custom Message Style ...... 685 Custom Printing with Excel...... 687 Chapter 28: Designing and Using Forms ...... 689 Overview of Standard Forms, Item Types, and Message Classes ...... 690 Outlook Forms ...... 690 Outlook Item Types...... 691 Outlook Message Classes...... 692 xxii Table of Contents

Creating Custom Forms from Standard Forms ...... 693 Compose vs. Read ...... 694 Outlook Fields ...... 696 Item Types and Fields ...... 697 Creating Custom Forms from Scratch...... 698 Creating Multipage Forms ...... 699 Adding and Arranging Controls...... 699 Properties ...... 701 Standard Controls ...... 705 Adding Graphics to Forms ...... 707 Adding User-Deﬁ ned Fields ...... 708 Using Ofﬁ ce Documents to Create Outlook Forms ...... 709 A Word About Form Regions ...... 710 Publishing and Sharing Forms ...... 713 Saving Forms ...... 713 Publishing Forms ...... 713 Choosing Forms...... 714 Using Forms Effectively...... 716 Chapter 29: Automating Common Tasks ...... 719 Understanding Automation Options ...... 719 Understanding Macros ...... 720 Using Macros ...... 720 Creating a Macro from Scratch ...... 721 Running a Macro ...... 723 Editing a Macro ...... 725 Stepping Through a Macro ...... 726 Deleting a Macro...... 727 Sharing Macros with Others ...... 728 Setting Macro Security ...... 728 Using Security Levels ...... 729 Specifying Trusted Sources ...... 730 Signing Your Macros to Avoid Security Warnings ...... 730 Part 6: Managing and Securing Outlook Chapter 30: Managing Outlook Folders and Data ...... 735 Understanding Outlook Folders ...... 735 Working with the Folder List ...... 736 Using and Managing Folders ...... 737 Using a Folder ...... 737 Creating a Folder...... 738 Adding a Folder Shortcut to the Navigation Pane...... 740 Working with Favorite Folders ...... 741 Renaming a Folder ...... 743 Copying and Moving a Folder...... 744 Table of Contents xxiii

Deleting a Folder...... 744 Setting Folder Properties ...... 745 Using Web Views with Folders...... 752 Why Use Web Views? ...... 752 Assigning a Web Page to a Folder ...... 753 Removing a Web Page from a Folder ...... 754 Using a Folder’s Web Page ...... 754 Using Multiple Personal Folders ...... 755 Adding a Personal Folder...... 756 Removing a Personal Folder ...... 757 Managing Data...... 758 Copying and Moving Data Between Folders ...... 758 Storing Items in the Personal Folders or Mailbox Branch...... 759 Chapter 31: Archiving, Backing Up, and Restoring Outlook Data ...... 761 Archiving Your Outlook Data ...... 761 Archiving Your Data Manually...... 762 Restoring Data After a System Failure or a Reinstallation ...... 764 Conﬁ guring Automatic Archiving ...... 766 Run AutoArchive Every n Days ...... 766 Prompt Before AutoArchive Runs...... 767 Delete Expired Items...... 767 Archive Or Delete Old Items ...... 767 Show Archive Folder In Folder List ...... 768 Specifying How Archived Items Are Handled...... 768 Applying Settings to All Folders ...... 768 Using AutoArchive Settings for Individual Folders ...... 768 Setting Retention Policy...... 769 Backing Up and Restoring Data...... 769 Backing Up Your Outlook Data...... 770 Backing Up Your Personal Folders ...... 770 Restoring Your Data ...... 773 Backing Up Additional Outlook Data...... 774 Chapter 32: Moving Data in and out of Outlook with Import/Export ...... 775 Exporting Data ...... 775 Exporting Outlook Data to a .pst File ...... 775 Exporting Addresses ...... 778 Exporting Data to a File ...... 779 Importing Data ...... 780 Importing Data into Outlook ...... 780 Importing Internet Mail Account Settings ...... 780 Importing Internet Mail and Addresses...... 780 Importing a vCard File ...... 781 Importing an iCalendar or a vCalendar File ...... 782 Importing from Another Program File...... 782 xxiv Table of Contents

Chapter 33: Finding and Organizing Outlook Data ...... 785 Using Instant Search ...... 785 Confi guring Instant Search ...... 786 Performing a Search ...... 790 Confi guring Indexing Options...... 794 Searching for Contacts ...... 795 Using Advanced Find...... 797 The Advanced Find Dialog Box ...... 797 Specifying Advanced Search Criteria ...... 798 Organizing Data ...... 800 Organizing Your E-Mail ...... 800 Organizing Your Calendar ...... 802 Organizing Contacts, Tasks, and Notes ...... 803 Organizing Your Outlook Items Effectively ...... 804 Chapter 34: Security and Virus Protection ...... 805 Providing Virus Protection ...... 805 Implementing Server-Side Solutions ...... 806 Implementing Client-Side Solutions...... 807 Protecting Against Viruses in Attachments ...... 808 Level 1 Attachments ...... 808 Level 2 Attachments ...... 812 Confi guring Blocked Attachments ...... 812 Confi guring Attachments in Exchange Server ...... 814 Using Outlook Security Settings...... 815 Confi guring Security Using Group Policy ...... 818 Confi guring Attachment Blocking Directly in Outlook...... 821 Opening Blocked Attachments ...... 822 Allowing Level 1 Attachments...... 822 Allowing Level 2 Attachments...... 822 Protecting Against Offi ce Macro Viruses ...... 823 Enabling Applications to Send E-Mail with Outlook ...... 823 Confi guring Programmatic Access ...... 824 Trusting Applications ...... 826 Tips for Securing Your System ...... 827 Part 7: Collaboration Chapter 35: Delegating Responsibilities to an Assistant ...... 831 Delegation Overview...... 831 Assigning Delegates and Working as an Assistant ...... 832 Adding and Removing Delegates...... 832 Taking Yourself Out of the Meeting Request Loop ...... 834 Opening Folders Delegated to You ...... 835 Scheduling on Behalf of Another Person ...... 837 Sending E-Mail on Behalf of Another Person...... 837 Granting Access to Folders ...... 838 Table of Contents xxv

Confi guring Access Permissions ...... 838 Accessing Other Users’ Folders ...... 840 Chapter 36: Sharing Calendars ...... 841 Sharing Your Calendar...... 841 Managing Your Shared Calendar Information ...... 845 Understanding What Status Is Available ...... 846 Publishing Your Schedule...... 846 Setting the Search Location for Free/Busy Information ...... 851 Refreshing Your Schedule ...... 852 Sharing Your Calendar Via E-Mail...... 852 Sending a Link to Your Free/Busy Information Through E-Mail ...... 853 Changing the Free/Busy Status of an Item ...... 854 Working with Group Schedules ...... 854 Creating a Group Schedule ...... 854 Setting Up a Meeting or Sending Group E-Mail ...... 858 Creating Your Own Free/Busy Server ...... 859 Publishing Your Calendar as a Web Page...... 860 Chapter 37: Integrating Outlook with Other Offi ce Applications ...... 863 Using Contacts for a Mail Merge in Word ...... 864 Filtering Contacts in or out of the Merge ...... 868 Performing a Mail Merge from Outlook ...... 869 Exporting Contacts to Access ...... 871 Importing Contacts from Access ...... 873 Exporting Contacts to Excel ...... 874 Importing Contacts from Excel ...... 875 Exporting Tasks to Offi ce Applications...... 876 Using Notes in Other Applications ...... 877 Chapter 38: Integrating Microsoft Outlook and Microsoft Project...... 879 Overview of Microsoft Project...... 879 Project Management Basics ...... 880 Keeping a Project in Balance...... 881 Microsoft Project’s Four Project Management Steps ...... 882 Creating a Simple Project...... 883 Integrating Your Outlook Calendar...... 889 Integrating Your Address Book ...... 890 Creating a Resource List ...... 890 Assigning a Resource to a Task ...... 892 Keeping Track of Your Progress ...... 893 Integrating Communication Features...... 894 Allowing Tasks to be Delegated to Other Team Members ...... 894 Publishing Tasks...... 896 Sending an Update ...... 896 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 Offi ce...... 901 New Collaboration Features: Beyond Microsoft Offi ce Outlook 2007 ...... 901 Using the Correct Collaboration Tools ...... 902 Using Microsoft Offi ce Live Communications Server...... 903 Managing Your Live Communications Server...... 904 Confi guring User Accounts in the Live Communications Server Console ...... 905 Confi guring User Accounts in Active Directory ...... 906 Using Microsoft Offi ce Communicator ...... 908 Confi guring Your Communicator Account ...... 909 Using Your Account to Sign In...... 910 Managing Contacts in Communicator...... 912 Controlling the Communicator Display ...... 916 Communicating with Others ...... 917 Managing Communicator Confi guration Settings...... 920 Using Microsoft Offi ce Live Meeting ...... 925 Setting Up Live Meeting ...... 926 Joining a Live Meeting Session ...... 927 The Microsoft Offi ce Live Services ...... 929 Offi ce Live Basics ...... 930 Offi ce Live Essentials...... 930 Offi ce Live Premium ...... 931 Offi ce Live Collaboration ...... 931 Part 8: Working with Offi ce Server and SharePoint Services Chapter 40: Collaboration with Outlook and Windows SharePoint Services...... 935 Understanding Windows SharePoint Services Collaboration ...... 935 Setting Up Alerts ...... 936 Working with Shared Documents ...... 939 Uploading a Document ...... 939 Creating a Document from the Site ...... 940 Working with Existing Documents and Version Control ...... 941 Working with Shared Contacts ...... 944 Viewing Contacts on a Windows SharePoint Services Site...... 944 Linking Windows SharePoint Services 2.0 Contacts Lists to Outlook...... 945 Copying Contacts from Windows SharePoint Services 2.0 to Outlook ...... 947 Copying Contacts from Outlook to Windows SharePoint Services 2.0 ...... 949 Linking a Team Calendar to Outlook ...... 950 Confi guring Alerts in Outlook ...... 952 Adding Alerts from Outlook ...... 953 Editing and Deleting Alerts from Outlook ...... 954 Rules Based on Alerts ...... 955 Using Outlook to Work with SharePoint Libraries and Files ...... 957 Connecting a SharePoint Library to Outlook ...... 957 Downloading Files from a SharePoint Library to Outlook ...... 959 Opening Files from a SharePoint Site in Outlook ...... 960 Editing Files from a SharePoint Site in Outlook ...... 961 Table of Contents xxvii

Removing SharePoint Files in Outlook ...... 963 Removing SharePoint Folders in Outlook ...... 964 Using E-Mail to Add a File to a SharePoint Library ...... 964 Part 9: Using Outlook with Exchange Server Chapter 41: Confi guring the Exchange Server Client ...... 967 Outlook as an Exchange Server Client ...... 967 Confi guring General Properties...... 970 Confi guring Advanced Properties...... 972 Confi guring Security Properties ...... 973 Confi guring Connection Properties ...... 974 Verifying Connection Status ...... 976 Testing AutoConfi guration...... 976 Confi guring Remote Mail Properties ...... 977 Chapter 42: Using Outlook with Exchange Server ...... 979 Sending Messages ...... 979 Addressing Messages ...... 980 Checking Names ...... 981 Setting Message Importance and Sensitivity ...... 982 Redirecting Replies ...... 983 Using Delivery and Read Receipts ...... 984 Saving Messages ...... 986 Controlling When Messages Are Delivered ...... 986 Setting Messages to Expire ...... 986 Assigning a Category to a Message...... 987 Recalling a Sent Message Before It Is Read ...... 987 Copying Global Addresses to Your Contacts Folder ...... 988 Voting in Outlook...... 988 Sending a Message for a Vote...... 988 Casting Your Vote ...... 990 Viewing and Sorting Votes ...... 992 Setting Options for Voting...... 993 Chapter 43: Working Offl ine and Remotely ...... 995 Offl ine vs. Remote ...... 996 Establishing a Remote LAN Connection...... 996 Using HTTP to Connect ...... 997 Working Offl ine with Outlook 2007 and Exchange Server...... 998 Confi guring Startup Options...... 998 Using Offl ine Folders ...... 1000 Using an Offl ine Address Book ...... 1003 Using Remote Mail...... 1005 Using Remote Mail Preview with Exchange Server ...... 1006 Remote Mail vs. Offl ine Folders ...... 1007 Confi guring Your System for Remote Mail ...... 1008 xxviii Table of Contents

Downloading Message Headers ...... 1008 Forcing Remote Mail Functionality with a LAN Connection ...... 1009 Processing Headers with Send/Receive Groups...... 1010 Confi guring Cached Exchange Mode Synchronization ...... 1010 Part 10: Mobility Chapter 44: Accessing Your Outlook Items Through a Web Browser ...... 1015 Overview of Outlook Web Access ...... 1015 Outlook Web Access Features...... 1016 Web Browser Options...... 1019 Authentication Options ...... 1020 Using Outlook Web Access...... 1021 Connecting to the Server...... 1021 Sending and Receiving Messages...... 1023 Sorting Messages ...... 1025 Copying and Moving Messages ...... 1026 Deleting Messages ...... 1026 Working with Other Folders ...... 1026 Working with Calendar, Contacts, and Other Items ...... 1026 Confi guring the Out Of Offi ce Assistant in Outlook Web Access ...... 1029 Confi guring Other Options for Outlook Web Access ...... 1029 Chapter 45: Making Outlook Mobile ...... 1031 Why Mobility Is Important ...... 1031 Overview of Mobility Features in Exchange Server ...... 1032 Using Outlook Anywhere for Remote Access to Exchange Server ...... 1034 Using Outlook Mobile Service Accounts ...... 1034 Adding the Outlook Mobile Service Account...... 1035 Using the Mobile Address Book ...... 1037 Sending Messages to Mobile Users ...... 1038 Forwarding Messages to Mobile Devices ...... 1038 Forwarding Outlook Items to Your Mobile Devices ...... 1038 Setting Outlook Mobile Service Options ...... 1040 Using a Mobile Signature...... 1041 Troubleshooting Index ...... 1043 Index...... 1045

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