The Unofficial Guide to Outlook 2007

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Acknowledgements     ivIntroduction     xixWhat's new in Outlook 2007?     xxNew tools     xxInterface enhancements     xxiIntegration with other Microsoft products     xxiiPutting it all in perspective     xxiiiSpecial features     xxivHow Can I Use Outlook and What Is New?     1Outlook Is More Than an E-Mail Program     3E-mail     4Exchange Server     5POP3     6IMAP     6HTTP     6Contacts     6Tasks     8Notes     8Journal     9What's new in Outlook 2007?     9Common elements of the new UI     14The Ribbon     14Contextual tools and the MiniBar     14Dialog boxes and dialog launchers     16Quick Access toolbar     17The new Office button     18Live preview     19Outlook 2007 exclusive     19The To-Do Bar     19Improved Calendar views     20Instant Search     21RSS subscriptions     22Improved Categories     23Just the facts     24Read This First     25How (and where) will you use Outlook?     26Outlook for personal use (Internet only)     26Outlook in an Exchange Server environment     27Outlook used to access SharePoint Services     28Outlook with Business Contact Manager     30Upgrading from earlier versions of Outlook     31Make your upgrade experience a happy one     31There can be only one (Outlook, that is)     34Mixed Office version issues (especially older versions of Word)     34Importing data from other programs     34Just the facts     35Installing Outlook 2007     37Upgrade checklist for Outlook - before you begin     37Scanning and repairing your existing Outlook PST files     38Backing Up your current Outlook PST files     40Capturing your current e-mail account settings     43Install and configure Outlook 2007     45What are you installing?     45The new Office installer - what's changed?     46Setting up your e-mail accounts     47Outlook 2007 is a lot smarter      47Setting up Internet e-mail accounts     49Setting up Exchange Server accounts     53Setting up how (and when) you connect     53Where Outlook stores your stuff     56Discovering where your PST files live     57Backing up your PST files     58Repairing Outlook PST files     60Just the facts     60Put Outlook to Work     61Moving Around in Outlook 2007     63The Navigation Pane     64Navigation buttons     64Customizing the Navigation Pane     65Using button or icon mode     66Rearranging Navigation button visibility and display order     66Controlling the visibility of the Navigation Pane     67Navigating with the keyboard     69Different views for different uses     69Mail view     70Favorite Folders     71All Mail Items     71RSS Subscriptions folders     72A brief look at Outlook Search Folders     72Contacts view     73My Contacts     74Current View     74Contact Links     74Calendar view      74Task view     76Notes view     78Journal view     78Other Navigation Pane controls     80Folder List view     80Shortcuts     80Just the facts     82The Bold New Office 2007 User Interface     83The new Search box     83Simple Search     84Compound Search     85Recent Searches     85Search Options     85Composing new Outlook items     86Where Outlook 2007 uses the new user interface     87Word 2007 is your editor     87The new item composition Ribbon     88The Office menu     89The Message tab     91The Insert tab     91Creating tables     94Inserting illustrations     97Inserting hyperlinks and bookmarks     103Text enhancements     104Symbols     105The Options tab     106The Format Text tab     108Just the facts     110Outlook Is an E-Mail Manager     111Getting familiar with the e-mail view     111The three-pane view      112Elements of the three-pane view     112Customizing the three-pane view     113Do you ever need to open on e-mail message?     115The Message tab     116The Message Options tab     119Creating a new e-maiL message     120E-mail formats (Message Options tab)     121Pros and cons of HTML-formatted e-mail     122Composing the message text     123Formatting message text     123Checking your spelling and grammar     125Attaching a file to your message     125Sending your message     127Saving a draft     127Using e-mail signatures     127Using Business Cards     129Reading and replying to e-mail     129Using the Reading Pane     129Replying to e-mail messages     130Working offline     132Managing multiple e-mail accounts     134Using Outlook for RSS     135Adding RSS subscriptions     135One at a time     136Multiple feeds at the same time     137Reading RSS subscriptions     138Unsubscribing from RSS subscriptions      139Using a Search Folder to create a river of news     139Just the facts     141Outlook Is a Contact Manager     143Getting familiar with the Contacts view     143The new Search box     145The new Contact dialog box     146The File menu     147Using a Distribution List     148Sending to part of a Distribution List     149The Contact tab     149Actions group     150Show group     151Communicate group     152Options group     152Proofing group     153Creating a new contact     153Entering general information     154Entering detail information     154Adding a picture     155Generating a map     155Adding notes and graphics     157Assigning categories     157Working with Contacts list     157Setting Follow Up Flags for contacts     159Dealing with duplicate contacts     160Using contacts effectively in Outlook     162Search implications     163Journal and Activities implications     163Just the facts     163Outlook Is a Time Manager     165Getting familiar with the Calendar view     165Choosing your view     167Using the Reading Pane with the Calendar     170Using the To-Do Bar with the Calendar     171The Previous Appointment and Next Appointment tabs     173The new Appointment composition window     173The File menu     173The Appointment tab     175Actions     176Show     176Options     176Creating a new appointment     177Adding basic information     178Scheduling appointments and inviting others to attend     179Setting reminders     183Setting general Calendar options     184Using Recurrence to create automatic appointments     184Defining and using Color Categories     185Sharing calendars in Outlook 2007     186Sharing your Calendar via e-mail     187Sharing your Calendar using Office Online     188Adding a calendar to Outlook     190Viewing multiple calendars     191Just the facts     192Outlook Is a Task Manager      195Getting familiar with the Tasks view     196The Navigation Pane     197Choosing your view     197Using the Reading Pane with the Tasks List     199The new Task dialog box     199The File menu     200The Task tab     201Creating a new task     203Adding basic information     203Assigning tasks     204Receiving and accepting a Task assignment     206Recurring tasks     206The new To-Do Bar     207Configuring the To-Do Bar     208Working with Tasks     210Customizing the Tasks lists     210Just the facts     213Outlook Is a Notes Manager     215Getting familiar with the Notes view     216Choosing your view     216Anatomy of a Note     217The Notes menu     217Creating a new Note     218Search your Notes     219Setting Notes preferences     219When it's time to use another application     221Just the facts     221Outlook Is an Activity Tracker     223Should you use the Journal?      224Getting familiar with the Journal view     225Choosing your view     225The new Journal composition window     227The File menu     227The Journal Entry tab     228Actions group     229Timer group     229Options group     229Names group     229Proofing group     229Journal tracking options     229Manually creating a new Journal entry     231Adding information to an existing Journal entry     231Just the facts     232Outlook Power Beyond the Basics     233Magic Act Transformations     235Outlook's data object model     236Transformations     237E-mail to Task     237E-mail to Appointment     238Task to Appointment     238Appointment to Task     239Transformation techniques     239Normal drag-and-drop transformations     240Right-click drag-and-drop transformations     240Just the facts     242Find Anything with Search Folders     243How Outlook Search Folders work     243Outlook default Search Folders     244Predefined Search Folders     247Reading Mail     247Mail from People and Lists     248Organizing Mail     248Custom     248Creating a custom Search Folder     249Modifying a Search Folder     251Just the facts     251Customizing Outlook Views     253Modifying Outlook's default view layouts     254Sorting items in list views     256Sort using column headers     257Sort using the Group By box     257Advanced customization     257The Customize View dialog box     260Fields     260Group By     261Sort     263Filter     264Other Settings     266Automatic Formatting     266Format Columns     268Customizing toolbars and menus     268Creating a new toolbar     270Rearranging commands on toolbars     272General toolbar options     274Outlook Today     274Custom Print Styles     276Just the facts     279Automating Outlook E-Mail with Rules     281Processing incoming messages "auto-magically"     281Creating an Outlook rule     282The Create Rule dialog box     282The Rules and Alerts dialog box     283The Rules Wizard     285Changing an Outlook rule     289Running Outlook Rules manually     291Import or Export Options     292Outlook Alerts     293Third-party automation solutions     294NEO (Nelson* E-mail Organizer)     294ClearContext     295Omeo Pro and VioPoint     295Just the facts     296Find Anything in Outlook...Fast     297Outlook 2007 Instant Search     298Simple searches     299Advanced Search using the Query Builder     300Search Options     301Windows Desktop Search     304Third-party search tools: Do you need them?     308Google Desktop Search     308Copernic Desktop Search     310Yahoo! Desktop Search     312Windows Vista system-level search     312Just the facts     313Using Other Programs to Extend Outlook      315Outlook "add-in alchemy"     316Too many add-ins can cause big trouble     316Enabling and disabling add-ins     320Where did my add-in go?     321Favorite add-ins for Outlook     322RSS add-ins     323Built-in RSS tools in Outlook 2007     323NewsGator Inbox for Microsoft Outlook     327Attensa for Outlook     328Filing Tools     328SpeedFiler     329Onfolio     330GTD add-in for Outlook (NetCentrics)     332Bells and Whistles for Outlook     333Sources for Outlook add-ins     335External programs that enhance Outlook     337Outlook Express - Outlook's newsgroup reader     337Windows Live Mail Desktop     340Instant messaging and Outlook     341Other Microsoft Office applications     344Third-party applications     347ActiveWords     347Anagram     351Mindjet MindManager Pro     353Just the facts     354Using Outlook as a Research Tool     357An Overview of the Research Pane     357Reference books      358Research sites     358Business and financial sites     358Using the Research Pane     359Research Pane Quick Tips     361Configuring the Research Pane     363Adding new research services     365Just the facts     366Using Outlook with Business Contact Manager     367What is Business Contact Manager?     368Customer information     369Sales activities     369Marketing activities     370Project information     370Installing Business Contact Manager     370Using Business Contact Manager     375Navigating in Business Contact Manager view     377Working with Business Accounts and Business Contacts     382Managing two sets of contacts in Outlook     384Just the facts     386Connect with Outlook     387Outlook and Exchange Server     389Exchange Server services     390Outlook Web Access     391Exchange and Outlook 2007     391Setting up an Exchange Account in Outlook 2007     392Cached Exchange Mode     396Exchange proxy settings      397Just the facts     398Outlook and SharePoint     399Overview of SharePoint 2007 for Outlook users     400Connecting SharePoint resources to Outlook     401Outlook, OneNote, and SharePoint     405Just the facts     408Outlook and Webmail     409Connecting Outlook to Webmail     410Managing e-mail messages     412Managing contacts lists     413Hotmail Plus     415Importing Outlook contacts into Hotmail Plus     418Hotmail Plus versus MSN Premium     421Just the facts     421Microsoft Office Live     423What is Microsoft Office Live?     424Office Live Basics     424Office Live Essentials and Premium     428Using Office Live Essentials with Outlook     429Office Live for personal use     429Just the facts     430Outlook and Mobile Devices     431Take Outlook with you     432Outlook and Windows Mobile devices     433Sending and receiving e-mail     434Working with contacts     435Managing your calendar, tasks, and notes      436Setting up e-mail for Mobile Outlook     437Outlook and Palm OS PDAs     439Chapura KeySuite     440DataViz BeyondContacts     441Iambic Agendus     442Outlook in your pocket     443The new Ultra Mobile PC     444Just the facts     446Keep Outlook Working     447Care and Feeding of Outlook Data Files     449Back up data files regularly     450Removable media     451External hard drives     452Server storage     452Manual backup     452Automated backup applications     455Archive old items     456Manual archiving     457AutoArchive     458Mail Cleanup     461Compact your Outlook files     462What to do when things go wrong     463Restoring from your backup files     467Additional ideas     468Regularly archive the Sent Items folder     468Empty the Deleted Items folder regularly     469Managing file attachments     470Where to store attachments     472Just the facts      473Keeping Outlook Up to Date     475Microsoft Update     476Keeping your system up to date with Microsoft Update     477Keeping Office up to date     478Other updates and resources     480Clip art     480Templates     480Internet calendars     482Crabby Office Lady newsletter     482Just the facts     483Outlook Security     485Outlook's Junk E-mail filters     486Filtering content in Outlook     492Trusted publishers     492Privacy options     493E-mail security     494Attachment handling     498Automatic download     500Macro security     501Programmatic access     502Antivirus and anti-spyware utilities     504Just the facts     506Appendixes     507Outlook Keyboard Commands     509Recommended Reading     519Online Resources     523Glossary     527Index     533