Download Microsoft Outlook 2007 for Dummies.pdf PDF

TitleMicrosoft Outlook 2007 for Dummies.pdf
File Size7.0 MB
Total Pages383
Table of Contents
                            About the Author
Author’s Acknowledgments
Contents at a Glance
Table of Contents
	About This Book
	Foolish Assumptions
	How This Book Is Organized
		Part I: Getting the Competitive Edge with Outlook
		Part II: Taming the E-Mail Beast
		Part III: Managing Contacts, Dates, Tasks, and More
		Part IV: Beyond the Basics: Tips and Tricks You Won’t Want to Miss
		Part V: Outlook at the Office
		Part VI: The Part of Tens
	Conventions Used in This Book
		Dialog boxes
		Tabs and Ribbons
		Keyboard shortcuts
	Icons Used in This Book
	Where to Go from Here
Part I: Getting the Competitive Edge with Outlook
	Fundamental Features: How Did You Ever Do without Outlook?
		Easy Ways to Do Anything in Outlook
		Reading E-Mail
		Answering E-Mail
		Creating New E-Mail Messages
		Sending a File
		Entering an Appointment
		Adding a Contact
		Entering a Task
		Taking Notes
	Inside Outlook: Mixing, Matching, and Managing Information
		Outlook and Other Programs
		About Personal Information Management
		There’s No Place Like Home: Outlook’s Main Screen
			Looking at modules
			Finding your way with the Navigation Pane
			The Information Viewer: Outlook’s hotspot
			The To-Do Bar
			Navigating the Folder List
		Clicking Once: Toolbars
			Viewing ToolTips
			Using the New tool
		Getting Help in Outlook
	On the Fast Track: Drag ‘til You Drop
		Creating E-Mail Messages
			From a name in your Address Book
			From an appointment
		Creating Appointments from E-mail
		Creating Contact Records from E-Mail
		Drag-and-Drop Dead: Deleting Stuff
		Performing Right-Button Magic
Part II: Taming the E-Mail Beast
	The Essential Secrets of E-Mail
		Front Ends and Back Ends
		Creating Messages
			The quick-and-dirty way
			The slow, complete way
			Setting priorities
			Setting sensitivity
			Setting other message options
			Adding an Internet link to an e-mail message
			Previewing message text
			Sending a reply
			Using a Web link from your e-mail
			Don’t get caught by phishing
		That’s Not My Department: Forwarding E-Mail
		Blind Copying for Privacy
		Deleting Messages
		Saving Interrupted Messages
	E-Mail Tools You Can’t Do Without
		Nagging by Flagging
			One-click flagging
			Setting flags for different days
			Changing the default flag date
			Adding a flag with a customized reminder
			Changing the date on a flag
		Saving Copies of Your Messages
		Automatically Adding Your Name to a Reply
		Setting Your Options
		Sending Attachments
		Creating Signatures for Your Messages
	Conquering Your Mountain of Messages
		Organizing Folders
			Creating a new mail folder
			Moving messages to another folder
		Organizing Your E-Mail with Search Folders
			Using a Search Folder
			Setting up a new Search Folder
			Deleting a Search Folder
		Using (Electronic) Stationery
		Using the Reading Pane
			Creating a rule the quick-and-dirty way
			Creating a rule the regular way
			Running a rule
		Filtering Junk E-Mail
			Fine-tuning the filter’s sensitivity
			Filtering your e-mail with sender and recipient lists
			Filtering domains
		Archiving for Posterity
			Setting up AutoArchive
			Activating the archive process manually
			Finding and viewing archived items
			Closing the Archive file
		Arranging Your Messages
Part III: Managing Contacts, Dates, Tasks, and More
	Your Little Black Book: Creating Contact Lists
		Storing Names, Numbers, and Other Stuff
			The quick-and-dirty way to enter contacts
			The slow, complete way to enter contacts
		Viewing Contacts
			Sorting a view
			Rearranging views
			Using grouped views
		Flagging Your Friends
			Adding a flag to a contact
		Using Contact Information
			Finding contacts in the Contacts module
			Searching for details about contacts
			Finding a contact from any Outlook module
			Using the Activities page
			Sending a business card
		Distribution Lists
			Creating a Distribution List
			Editing a Distribution List
			Using a Distribution List
			Adding pictures to contacts
	The Calendar: How to Unleash Its Power
		The Date Navigator: Really Getting Around
		Meetings Galore: Scheduling Appointments
			The quick-and-dirty way to enter an appointment
			The complete way to enter an appointment
			Not this time: Changing dates
			Not ever: Breaking dates
			We’ve got to keep seeing each other: Recurring dates
		Getting a Good View of Your Calendar
		Adding Holidays to Your Outlook Calendar
	Task Mastery: Discovering All the Bells and Whistles
		The To-Do Bar
			Adding a new item to the To-Do Bar
			Customizing or minimizing the To-Do Bar
			Customizing the To-Do Bar
			Closing the To-Do Bar
		Entering New Tasks in the Tasks Module
			Adding an Internet link to a task
		Editing Your Tasks
			The quick-and-dirty way to change a task
			The regular way to change a task
			Copying a task
			Deleting a task
		Managing Recurring Tasks
			Creating a regenerating task
			Skipping a recurring task once
		Marking Tasks Complete
			Marking several tasks complete
			Picking a color for completed or overdue tasks
		Tasks in the Calendar
	For the Record: Outlook Notes and Journal Entries
		Writing a Note
		Finding a Note
		Reading a Note
		Deleting a Note
		Changing a Note’s Size
		Color-Coding Notes
		Viewing Your Notes
			Icons view
			Notes List view
			Last Seven Days view
			By Category view
		Printing Your Notes
			Printing a list of your notes
			Printing the contents of a note
		Changing Your Default Options for New Notes
			Changing size and color
			Turning the date and time display on or off
		Forwarding a Note
		Keeping a Journal for Tidy Recordkeeping
		Don’t Just Do Something — Stand There!
			Recording an Outlook item in the Journal manually
		Viewing Journal Entries for a Contact
		Finding a Journal Entry
		Printing Your Journal
		Viewing the Journal
			The Entry List
			By Type
			By Contact
			By Category
			Last Seven Days
			Phone Calls
		It’s All in the Journal
Part IV: Beyond the Basics: Tips and Tricks You Won’t Want to Miss
	Feeding on Blogs, Podcasts, and News with Outlook RSS
		Feeding Your Need for RSS
		Setting Up an RSS Feed via Internet Explorer
		Setting Up an RSS Feed via Outlook
		Reading Feeds
	What You Need to Know to Use Outlook at Home
		Investigating an ISP
		Setting Up Internet E-Mail Accounts
		Dealing with Multiple Mail Accounts
	Supercharging Your Sales with Business Contact Manager
		Understanding the Outlook Business Contact Manager
		Adding a Contact to Business Contact Manager
		Adding an Account to Business Contact Manager
		Viewing and Using Reports
Part V: Outlook at the Office
	Big-Time Collaboration with Outlook
		Collaborating with Outlook’s Help
			Organizing a meeting
			Responding to a meeting request
			Checking responses to your meeting request
			Taking a vote
			Tallying votes
			Giving delegate permissions
			Opening someone else’s folder
		Viewing Two Calendars Side by Side
			Setting access permissions
			Viewing two accounts
			Assigning tasks
			Sending a status report
		About Address Books
		Going Public with Public Folders
			Viewing a public folder
			Adding new items
			Replying to items in an existing public discussion folder
			Moving items to a public folder
			For the public record
		Using SharePoint Team Services
			Joining a SharePoint team
			Linking Outlook to SharePoint data
			Viewing SharePoint data from Outlook
			Updating SharePoint data from Outlook
	Keeping Secrets Safe with Outlook Security
		Getting a Digital ID
		Sending Digitally Signed Messages
		Receiving Digitally Signed Messages
		Other Security Programs for Outlook
	See It Your Way: Organizing and Customizing Outlook
		Organizing Outlook
		Enjoying the Views
			Table/List view
			Icons view
			Timeline view
			Card views
			Day/Week/Month view
		Playing with Columns in Table or List View
			Adding a column
			Moving a column
			Formatting a column
			Widening or shrinking a column
			Removing a column
			From Table view
			From the Sort dialog box
			Grouping views with a few mouse clicks
			Grouping views with drag-and-drop
			Using the Group By dialog box
			Viewing grouped items
			Viewing headings only
		Saving Custom Views
		Using Categories
			Assigning a category
			Renaming a category
			Changing a category color
			Assigning a category shortcut key
		Customizing Outlook Menus and Toolbars
	Work from Anywhere with Outlook Web Access
		Getting Started with Outlook Web Access
			Logging on and off
			The Outlook screen
		Exchanging E-Mail
			Reading messages
			Sending a message
			Flagging messages
			Setting individual message options
		Using Your Calendar
			Entering an appointment
			Changing an appointment
			Viewing the Calendar
			Viewing your contacts
			Adding contacts
		Collaborating with Outlook Web Access
			Inviting attendees to a meeting
			Respond to a meeting request
		Using Public Folders
			Viewing public folders
			Adding items to a public folder
		Exploring Your Options
			Out of Office
			Ruling the school
			Creating a signature
Part VI: The Part of Tens
	Top Ten Accessories for Outlook
		Microsoft Office
		A Business-Card Scanner
		Nelson E-mail Organizer
		Address Grabber
		Microsoft Exchange
		Dymo LabelWriter
	Ten (Or So) Things You Can’t Do with Outlook
		The Top Ten (or so) List
			Change the Inbox color
			Insert a phone number into your calendar
			Drag and drop multiple items
			Perform two-sided printing
			Search and replace area codes
			Turn off AutoPreview globally
			Embed pictures in notes
			Automatically record all contact stuff in the Journal
			Calculate expenses with Journal phone call entries
			Create a Distribution List from a single e-mail
			Back up Outlook data
		Ten More Things Outlook Can’t Do for You
	Ten Things You Can Do After You’re Comfy
		Customizing the Quick Access Toolbar
		Embellishing E-Mail with Word Art
		Adding Charts for Impact
		Opening Multiple Calendars
		Superimposing Calendars
		Viewing Unusual Numbers of Days
		Selecting Dates as a Group
		Turning on Additional Toolbars
Document Text Contents
Page 2

Outlook® 2007


by Bill Dyszel

01_038306 ffirs.qxp 11/15/06 3:25 PM Page i

Page 191

Figure 9-9:
Let’s hear it
for a lower


Figure 9-8:
This task

hasn’t been
started yet.

172 Part III: Managing Contacts, Dates, Tasks, and More

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Page 192

11. Click the date box next to the Reminder check box to enter or change
the date when you want to be reminded.

You can enter any date you want. Your entry doesn’t have to be the due
date; it can be much earlier, reminding you to get started. You can even
set a reminder after the task is due, which isn’t very useful. You should
make sure that the reminder is before the due date. (The default date for
a reminder is the date the task is due.)

12. Change the time you want to activate the reminder in the time box.

When entering times, keep it simple. The entry 230 does the trick when
you want to enter 2:30 p.m. If you make appointments at 2:30 a.m. (I’d
rather not know what kind of appointments you make at that hour), you
can type 230a.

13. Click the text box to add or change miscellaneous notes and informa-
tion about this task.

You can add detailed information here that doesn’t really belong any-
where else in the Task form (as shown in Figure 9-10). You see these
details only when you open the Task form again; they don’t normally
show up in your Task List.

14. Click the Save and Close button to finish.

There! You’ve changed your task.

Figure 9-10:

details. Add
’em in the

text box.

173Chapter 9: Task Mastery: Discovering All the Bells and Whistles

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Page 382

NEO (Nelson E-Mail Organizer), 337
PGP Corporation, 286
RSA Corporation, 286
Yahoo!, 235

Web toolbar
hiding/displaying, 346
opening Web pages, 347

Weekly view
Calendar module, 154–155
task display, 184–185

Windows Mail (Outlook Express), Internet
Explorer component, 22

Windows Media Player, podcasts, 221
Windows Vista For Dummies (Andy

Rathbone), 3
wizards, Rules, 93–97
Word 2007 For Dummies (Dan Gookin), 50
Word Art, e-mail message enhancements,


• Y •
Yahoo! Mail, message permission

concerns, 54


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