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. 1 2 3 4 5 6 7 8 9 QWT 2 1 0 9 8 7 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 infor- mation 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 1 What’s New in Outlook 2007 . . . . . . . . . . . . . . . . 3 Chapter 2 Outlook Overview and Startup . . . . . . . . . . . . . 15 Chapter 3 Confi guring Outlook Profi les and Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Chapter 4 Working in and Confi guring Outlook . . . . . . . 65 Chapter 5 Creating and Using Categories . . . . . . . . . . . . 119 Part 2: E-Mail and Other Messaging Chapter 6 Managing Address Books and Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . 137 Chapter 7 Using Internet Mail Accounts . . . . . . . . . . . . . 157 Chapter 8 Sending and Receiving Messages . . . . . . . . . . 181 Chapter 9 Beyond Simple Text Messages . . . . . . . . . . . . . 215 Chapter 10 Finding and Organizing Messages . . . . . . . . . 271 Chapter 11 Processing Messages Automatically . . . . . . . . 283 Chapter 12 Managing Junk E-Mail . . . . . . . . . . . . . . . . . . . 303 Chapter 13 Automatically Responding to Messages . . . . 319 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 23 Tracking Documents and Activities with the Journal . . . . . . . . . . . . . . . . . . . . . . . . . 577 Chapter 24 Making Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . 611 v 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 33 Finding and Organizing Outlook Data . . . . . . 785 Chapter 34 Security and Virus Protection . . . . . . . . . . . . . 805 Part 7: Collaboration Chapter 35 Delegating Responsibilities to an Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 831 Chapter 36 Sharing Calendars . . . . . . . . . . . . . . . . . . . . . . . 841 Chapter 37 Integrating Outlook with Other Offi ce Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . 863 Chapter 38 Integrating Microsoft Outlook and Microsoft Project . . . . . . . . . . . . . . . . . . . . . . . . 879 Chapter 39 Collaborating Online with Offi ce . . . . . . . . . . 901 Part 8: Working with Offi ce Server and SharePoint Services Chapter 40 Collaboration with Outlook and Windows SharePoint Services . . . . . . . . . . . . . 935 Part 9: Using Outlook with Exchange Server Chapter 41 Confi guring the Exchange Server Client . . . . 967 Chapter 42 Using Outlook with Exchange Server . . . . . . . 979 Chapter 43 Working Offl ine and Remotely . . . . . . . . . . . . 995 Part 10: Mobility Chapter 44 Accessing Your Outlook Items Through a Web Browser . . . . . . . . . . . . . . . . . . . . . . . . . 1015 Chapter 45 Making Outlook Mobile . . . . . . . . . . . . . . . . . 1031 vi Table of Contents Table of Contents 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/ What do you think of this book? We want to hear from you! 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 vii 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 viii Table of Contents 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 Table of Contents ix 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 x Table of Contents 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 Table of Contents xi [...]... 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... 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... 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, and server... (VBA) to develop Outlook 2007 applications Article 3 completes the discussion with a detailed look at integrating Outlook 2007 and other applications through VBA Articles 4 and 5 cover a selection of features surrounding Microsoft Outlook Express and Windows Mail, including how to use these programs to work with Internet newsgroups and how to move data in and out of Outlook 2007 and Outlook Express/Windows... 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... share your calendar Chapter 37 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... 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... 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. .. 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 is no exception... at scheduling meetings and resources using Outlook 2007 and explains the subtle differences between scheduling appointments and scheduling meetings Chapter 22 examines all aspects of managing tasks with Outlook 2007 You can use the Outlook 2007 Tasks folder to keep track of your own tasks as well as assign tasks to others Integrating your tasks in Outlook 2007 can help you ensure that your tasks get . at a Glance Part 1: Working with Outlook Chapter 1 What’s New in Outlook 2007 . . . . . . . . . . . . . . . . 3 Chapter 2 Outlook Overview and Startup Managing and Securing Outlook Chapter 30 Managing Outlook Folders and Data . . . . . . . 735 Chapter 31 Archiving, Backing Up, and Restoring Outlook Data . .