Wiley Microsoft Outlook 2007 Bible
Contents
1. 7 8 91011 1213 14 15 16 17 18 19 20 n 22 23 24 28 2 78 29 30 31 Baguaua gt s My Calendars 100 m Martin Luther King Day United Si 1 00am Zachaty s Birthday Calendar I Hij Personal Calendar Interview Job Applicants HR Oftice Meeting with kickott Conference Room B Lunch with Marsha T Share My Calendar Send a Calendar via E mai Publish My Calendar Ad New Group Dentist 2 Calendar Show tasks on Due Date Complete Sales Ru tems 2 Online with Microsoft Exchenge Outlook s calendar is much more than a day timer or similar paper appointment book Some of its features are E You can easily schedule a recurring appointment such as the department meeting that is from 9 00 to 10 00 every 2nd Monday E You can have it remind you of appointments with a popup message on your screen Getting Started with Outlook E You can publish your calendar so that your coworkers can view your schedule and not plan meetings or other events when you are busy E You can view other peoples published calendars when you are trying to schedule a meeting E You can use Outlook to invite people to meetings and they can respond yes or no using Outlook as well E You can create a shared meeting workspace where you can share the agenda other docu ments and post meeting results Outlook s task feature is a really sophisticated to do list Each task has a start date and a2. utlook is one of the most widely used programs in the world The latest version called either Outlook 12 or Outlook 2007 but sim ply Outlook from here on takes a great program and makes it even better What is it about Outlook that makes it the one indispensable program on many people s computers The way I look at it Outlook is the digital version of a Swiss Army knife It doesn t do just one or two things it does a whole bunch of things and equally important it does them well You may not need all of Outlook s capabilities but it s a pretty sure bet that you need some of them How many people do you know who don t use email Thats one of Outlook s abilities How about keeping track of contact information for friends family and business associates Thats another Do you need to schedule meetings appointments and social engagements Outlook can help This is what makes Outlook so popular it takes a bunch of commonly needed capabilities and rolls them together into a single well designed and easy to use program The key concept here is productivity Outlook is carefully designed to inte grate information and tasks in a way that will save you time errors and headaches This chapter gets you started with Outlook by taking you on a quick tour of all the program features I think this is the first step in learning any program you need to know what it can do before learning how to do it After a look at all th
3. Top MSNBC Headlines 12 28 _ r C Micosoft at Hom E micosott at wort coma trom poisoning MSDN Microsoft j MSNBC com Top MSNBC Headlines 11 52 Y faa MSNECcone Ous says U S will prevail in Irsa View arti lt aa anec ear ra MSNEC com Top MSNBC Head 11 05 E r LI MSNBC com Top Samoeel ae 25 DJ Slate Magazine New York skyscraper sale sets new recor a KJ Sent tems E MSNBC com Top MSNBC Headlines 7 36 AM S D L Search Folders i p 4 get death tor tinng on U S warships E MSNBC com Top MSNBC Headlines 6 08 AM sae Suicide blest hits NATO cormoy _ ae e MSNBC com Top MSNBC Headlines 5 42 AM Want to work ir arctica Contacts 1 MSNBC com Top MSNBC Headlines 3 40 AM Tasks Jags i LL Items 2 Online with Microsoit Exchange Custom Solutions No matter how well designed it is no application can be a perfect match for each users individual needs This is why Outlook provides several customization features that let you tailor it to the way you work and the tasks you need to perform One of these features is VBA programming VBA stands for Visual Basic for Applications some times just called Visual Basic VBA is a powerful programming language that is built in to Outlook and the other Office programs such as Word and Excel VBA provides the developer with access to all of Outlook s features and data You can write programs or macros that automate tasks involv ing email conta
4. due date and you can tell Outlook to remind you about the task if desired Each task also has a priority low normal or high and a status that marks it as Not Started In Progress Completed and so on You can assign a task to someone else and receive a status report from them when the task is complete You can view and organize tasks in almost any way you can imagine overdue tasks tasks due in the next week active tasks tasks assigned to a specific person or category and so on Figure 1 3 shows the Outlook task list with active tasks displayed Ma Outlook can display your tasks in various ways w Tasks Microsoft Outlook Sill ONE Ele Edit View Go Tools Actions Help ype a quesbon tor heip New amp a X Reply I Reply F Sear 33 books a Tasks 4 Tasks Pr 2 AN Task tems O A Subject Due Date P My Tasks Click here to add new Task F i Tasks 7 Current View naan ond 0 Re g A O Complete Sales Report Wed 1 17 2007 Simple List Detailed List Active Tasks m Next Seven Days z Overdue Tasks 3 By Category z Assignment fi By Person Responsible Completed Tasks Task Timeline a Server Tasks Outlook Data Files Open Shared Tasks z Share My Tasks folder Ada New Group Customize Current View S H Litem Whats more Outlook has the ability to connect to tasks you have stored in other programs such as 2 Online with Microsoft Exchange Microsoft Project On
5. envelopes for postal mail Automatically dial a contact s phone number if your system is equipped with a dialer Share contact information with other people Associate contacts with tasks and schedules I am always finding new uses for Outlook contacts it s a great tool Getting Started Schedulin You say that you have a really busy life Thats a common complaint these days everyone seems to have more and more to do It s a lot easier if you can organize your time and find a way to keep track of important tasks Outlook has two related features the calendar and tasks that can greatly simplify the job of managing your schedule Figure 1 2 shows Outlook s calendar display This is a workweek display but you can customize it to show 7 day weeks single days or the entire month The top section is the calendar per se which shows appointments items that have a specific start and end time The lower section shows tasks items on your to do list that don t have a specific time frame associated with them although they may have a due date F CURE Outlook s calendar displays both appointments and tasks alendar Microsoft Outlook m Hle Edit View Go Tools Actions Help ype a question for heip Bnew A X fF di Today L Search address books Calendar Day Week Month 4 January 2007 7 m F n SuMo TuWe Th Fr Sa January 15 19 2007 P 123456 15 Monday 16 Tuesday 17 Wednesday 18 SS 19 Tias
6. An mail tems gt Tesm Lunch a 7 24 25 26 27 28 29 3 7 0 E 23 Mailbox 2 5 C News Team Lunch 3 0 Subscriptions 12 00 PM 1 00 PM 3 ToRereiw Deleted Rems 63 Meet with Chuck CA Drants Tue 1 00 PM 1 30 PM 3 Inbox 1174 s 5 LE InfoPath Forms Presentation Conterence ig Junk Eman 5 Wed 10 00 AM 11 00 AM B Lj Managed Folders A Outbor D E ASS Feeds 3 Sent items D CB Search Folders Color Categories Outlook s categories are now coded by color This makes it a lot easier to scan a list of items and pick out the high priority ones Mail as Tasks Arranged By Categori J a J inone E3 Online with Microsoft Exchange gal Out of Office Outlook now lets you flag an email message as a task greatly simplifying the process of defining a task based on a message you have received 14 Getting Started with Outlook Attachment Previewer No longer do you need to open an email attachment in its native application such as Word or Excel to see what it contains This can save a lot of time because these native applications are often rather slow to open In addition the attachment previewer is safer because unlike the native appli cation it cannot run any malicious macros that may be part of the document Figure 1 11 shows an Excel workbook that was received as an email attachment being previewed FIGURE 1 11 cr The attachment previewer lets you view the content of email attachments without openin
7. ain screen shown in Figure 1 8 retains the main menu and the toolbar that were present in earlier ver sions of the program The Outlook Today and folder views remain essentially unchanged as well Things are quite different however when you get to the windows you use to work with email mes sages contacts and so on Microsoft has abandoned the menu and toolbar approach for a system of tabs and ribbons as you can see in Figure 1 9 This figure shows an email window with four tabs across the top Message Insert Options and Format Text Clicking a tab displays the associ ated ribbon which provides access to buttons menus and dialog boxes for the related tasks The Outlook screen is covered in detail in Chapter 2 Getting Started with Outlook Ma The main Outlook screen retains the menu and toolbar of earlier versions w Outlook Today Microsoft Outlook 6 RSE Ee Mawr Se ceo Ae 5 Hal ype a question torheip iNew ZiSend Recelve M Search address books z pak aa 5 7 Mail Favorite Folders Mailbox Outlook Today Monday December 11 2006 J Inbox 1175 Unreos Mai 3 deren Calendar Tasks Messages prois s Today Complete Sales Report 1 17 2007 Inbox 1176 2 An au tems gt Tesm Lunch Drafts o Oumox 9 EES a News 3 Subscriptions 3 ToRereiw Deleted tems 30 UA Drants 3 Inbox 1176 a LE InfoPath Forms Junk E mail 45 a Lj Managed Folders D BS Searc
8. alendar information with people outside your organization E Calendar overlay mode makes it possible to view multiple calendars at the same time 15 Getting Started 16 RSS Feeds Outlook now provides integrated RSS Really Simple Syndication capabilities You can view RSS information just like you would email messages Automated Account Setup For certain kinds of email accounts Outlook now offers an automated account setup process that lets you set up your account with only your email address and password no more searching around to find the email server addresses Anti Spam and Anti Phishing New and improved anti spam and anti phishing tools help protect you from junk email and mali cious messages Email Postmarks The new email postmark feature is an anti spam tool A message you receive that is postmarked is less likely to be from a spammer and more likely to be from a legitimate source and Outlook can take that into account when deciding which messages are spam and which are not Likewise if you postmark messages that you send the recipients may be able to use the postmark to determine that your message is probably not spam Summary This chapter has provided you with a quick overview of what Outlook can do for you You have also taken a look at some of the features that are new and improved in the most recent version of Outlook I think you ll agree that Outlook is a jack of all trades providing capabilities th
9. asks and all the other kinds of information Outlook works with Instant Search is integrated into Outlook so it is always available right when you need it Getting News and Other Information Really Simple Syndication or RSS is a method for content publishers to make information avail able to subscribers News sports blogs weather you name it and it is probably available via an RSS feed Some other terms for RSS feeds are XML feeds Web feeds RSS channels and syndicated content RSS feeds are not new but the ability to read them in Outlook is Figure 1 6 shows the MSNBC Headlines RSS feed displayed in Outlook In some ways an RSS feed works like email Each message has a subject and content and can contain links to other material as well Outlook provides you with a list of RSS feeds you can subscribe to You can also subscribe to other feeds as long as you have the required information Security Unfortunately security is an important concern these days The term security encompasses a num ber of different things including the following Protecting messages from prying eyes Using digital signatures to guarantee identity Preventing problems caused by malicious attachments and macro code Avoiding infection by viruses and worms Although there is no foolproof security solution Outlook provides a full set of tools that can help you to minimize your risks Getting Started with Outlook CURE 6 ccc View
10. at almost everyone needs on a regular basis With all this power Outlook is unavoidably somewhat complex The remainder of this book shows you the ins and outs of Outlook so that you will soon be putting this powerful program to work to simplify and organize your own busy life Chapter 2 looks at the basics of installing and using Outlook
11. cts appointments and so on When there s an even modestly complex task that you perform regularly automating it with a macro can save you both time and errors Note that unlike some other Office programs Outlook does not allow you to record macros you must pro gram them manually but once you understand the basic concepts it s not particularly difficult Another customization feature is userforms A userform is in essence a dialog box that you have designed for the display and or input of information Used as part of a VBA macro a userform pro vides data display and input that is customized for precisely what you need Figure 1 7 shows a userform being designed in the form designer 11 Getting Started Designing a userform for custom data handling Microsoft Visual Basic Projectt Smee Bile Edt Wew Insert Format Debug Run Tools Add Ins Window Help Be BsABAA 9DO gt nad Seyi E x Userformi UseFom Alphabetc Categorized 12 What s New If you have used an earlier version of Outlook you will be glad to know that there have been no fundamental changes to the program There is a new user interface but most of the changes involve the addition of new features and enhancement of old ones This section takes a look at the most important of these new and improved features New User Interface Outlooks user interface has actually changed less than that of other Office programs The m
12. e things you can do with Outlook the chapter ends with some information about whats new in this version of Outlook IN THIS CHAPTER Outlook overview Messaging Managing contacts Scheduling Organizing information Searching Reading news and other information O Partl Getting Started No Instant Messaging trictly speaking Outlook by itself does not support instant messaging You can however use Outlook in conjunction with any of several compatible IM services Even though you may already be addicted to email here s a look at some of the reasons it is so pop ular and why Outlook is such a powerful email client Fast email messages are delivered nearly anywhere in the world almost instantly Neither the post office nor FedEx can say that Convenient you can read email messages at your convenience which is a lot better than being interrupted by the phone every five minutes Free there s no cost for sending or receiving messages At most you ll pay a modest fee for your email account but it s still a lot cheaper than long distance Flexible in addition to messages you can use email to send photos and other docu ments to friends family and business associates Forms Outlook lets you design email forms for exchanging specific information Record keeping Outlook provides powerful tools for organizing and archiving your received and sent messages Email is an imp
13. eNote or on a SharePoint Services account O Partl Getting Started Managing Information In addition to contacts and scheduling Outlook has two other tools for keeping track of information Notes are a very simple means for storing small bits of information think of them as the com puter equivalent of the sticky notes that lots of people have pasted on their monitor and refrigera tor I use notes for things like frequent flier account numbers to remind me of that mail order source for great seafood to make notes about restaurants and the like Figure 1 4 shows Outlook s notes display with one note open It s easy to forward notes to other people using email so you can share the information as desired FOURE a ccc Outlook notes store small pieces of information Ele Edit View Go Tools Actions Help ype a question tor help ajNew Gi Ay X Fe a largelcons Smailicons 32 List Li Search address books 0z Notes Notes Fadia 4 s J X 2 An Note tems e My Notes Week of we Salmon Movies Annual Account AA Frequent o Notes 12 18 2006 Meeting Numbers Flier Personal o s Current View 2 Tie kons Notes List m Last Seven Days Be By Category 3 Outlook Data Files a Z Salmon 2 Salm a amp 3 AAA Seafood 800 555 1212 8 iew l i 12 7 2006 4 20 PM z E s 3 Man PS catencar G Contacts 7 tems 3 Online with Microsoft Exchange The j
14. g them K Inbox Microsoft Outlook meS Fle Edit View Go Tools Actions Help Type a queston tor help X iNew A 2 X G Beply C Reply to Al Forward SE W i Send Receive f UJ Search address books Oy i j llc zh P Mail Inbox 4 WidgetSalesxisx ki Favorite Folders ali Pr 12 KB bal 4 pmvo Arranged By Conversation Newest on top MON GEN DUCO 1A 2009 kd J Uneeas Matt o Sent tems Sales worksheet attached W gt 4 x in a a Bami EJ Message Wil WidgetSales dsx 12 KB 2 2 J An mai tems A B c D z a amp G Mailbox 1 Widget Sales First Quarter m SG Hews 2 r 3 C Subscriptions 3 Jan Feb Mar 3 C ToRereiw z Daiei timi 4 East Region 23 432 00 23 432 00 12 365 00 fd QA Dratts 5 MidwestRegion 98 960 00 65 456 00 65 093 00 F L3 inbox 6 South Region 65 456 00 34 543 00 56 543 00 BL Infopath Forms G 7 West Region 58 980 00 65 456 00 65 053 00 1g Junk E mait 8 2 B 3 Managed Folders a A outer a KS RSS Feeds 10 Gq Sent tems n Ae D BD Search Folders 12 13 4 14 3 15 z 16 17 Man 18 Fi Calendar 19 20 G_ Contacts 21 2 23 14 gt gt i Sheeti Sheet Sheet3 i m Litem I Online with Microsoft Exchange Calendar Features Several new capabilities make Outlook s calendar even more useful E Calendar publishing makes it easy to share your calendar information with others E Calendar snapshots let you share your c
15. h Folders Done 2 Online with Microsoft Exchange Other Outlook windows use the new tabs and ribbon look Untitled TMAL Ler Insert Options Format Text Developer za 3 om ad 4 A cabreo A 42 45 aish ay a A p x 4a Paste Bs UY A S SS Addres Cek Follow Spelling ies Book Names er u Clipboard Basie Tex Names Induse Options Proofing i ice Send Subject amp a 13 1 Getting Started Instant Search Ina single step you can search through all your email messages attachments contacts tasks and calendars to find the information you are looking for To Do Bar The To Do Bar shown in Figure 1 10 provides a convenient consolidated view of tasks appoint ments and emails that you have flagged for follow up You ll have no more excuses for forgetting something MUS The To Do Bar lets you view your daily priorities ky Outlook Today Microsoft Outlook a x File Edit View Go Tools Actions Help Type a question tor help iNew A Send Receive ij Search address books D Bak 3 l aa Mail F Mailbox Outlook Today 24 To Do Bar X Favorite Fold peres Monday December 11 2006 Customize Outook Today P UN eap aa ARE J Inbox 1174 SuMo TuWe Th Fr Sa A Unreas Matt 2 B sent ems Calendar Tasks Messages 3456789 Mail Folders a Today Complete Sales Report Inbox 1174 IOUN 32 13 34 150 E IRON ore ry 18 19 X A 2B 2
16. ing RSS feeds in Outlook i MSNBC com Top MSNBC Headlines 1 Microsoft Outlook eile Hle Edit View Go Tools Actions Help pe a question tor help eI SaNew A Al X Reply A Reply to Al Forward 35 V amp i Send Receive K L Search address books n Mail L3 MSNBC com Top MSNBC He 24 Shuttle launch in jeopardy Favorite Folders Messages ere moved to the Cleanup Review folder 1 year after J Inbox 1132 being sent of received Move messages that need to be kept MSNBC com Top MSNBC Headlines a D Unread Mott f Pey Click here to view the full artide in your default Web j A sention browser or to downlosd the artide and any enclosures y Arranged By Conversation Newest ontop mepe Mail Folders 2 Missir 4 of hypott ais a pares mA bs E MSNBC com Top MSNBC Headlines 4 25 PM NASA officials hoped an T B a Deleted tems 1 opening in the cloud cover wm A pase iiin would allow the space shuttle Ed f 32 x it off 3 a OG InfoPath Forms Seminole Tribe buying cate i Discovery to lift off Thursday ig Junk E mail 5 E MSNBC com Top MSNBC Headlines 2 40 PM for the first night launch in four years s 8 C Managed Folders r Aia Saudi security starting a complex mission to rewire the A Outbox z ae es international space station S RSS Feeds E MSNECcom Top MSNBC Headlines 12 53 H E Crabby s Comer Survors gather at Pearl Kador z i FOXSports com N E MSNBC com
17. ortant aspect of most people s work and personal lives With Outlook you have a tool that lets you work with email in an efficient and intuitive manner Messaging Who could survive in today s connected world without email Messaging is at the heart of Outlook s capabilities and you ll even find some people who use Outlook for email and nothing else although that s a waste in my opinion In Outlook the term messaging refers specifically to email Outlook does not work with instant messaging chat or other forms of electronic communication Managing Contacts Information management is Outlook s other main focus and managing your contacts is an impor tant aspect of that Outlook s contact management feature is really just a sophisticated address book but it is designed to be extremely flexible Figure 1 1 shows an Outlook contact form with an individuals information filled in This information includes Name title and company Phone numbers for business home FAX and mobile Addresses business home and other A photo Getting Started with Outlook E Email addresses as many as needed E Web page address E Instant messaging address Of course a contact entry need not include all this information many will consist of just a name and email address However the capability to enter as much or as little information as needed pro vides you with great flexibility MS An Outlook contact can con
18. ournal is a sophisticated tool for keeping track of various kinds of information More specifi cally the journal is primarily designed for keeping track of your various activities and the time you spend on them You can use it to track things like phone calls working on Office documents email and meeting requests The journal can record certain things automatically and also allows for manual entries Figure 1 5 shows the Outlook journal display with two items tracked a phone call and time spent working on a Word document Getting Started with Outlook Journal entries keep track of the time spent on various activities fe Journal Microsoft Outlook iniii Ele Edt View Go Tools Actions Help ype a question tor heip FiNew H M X Today T Day 7 Week Month Li Sesrch sudress books aa Journal Journal Ly 2 Al Journal tems aya 2 mere December 2006 3 gi Journal Tue5 Weds Tut fna sate sun 10 Mon 11 Tue 12 y eS fi fi 1 1 I Entry Type Document Ey By Tye F as Carini al annual Report jones y Conta By Cabia J Entry Type Phone call m E z Entry List gt Call to Acme about problem with unit g Last Seven Days zl Phone Calls A Outlook Data Files R Open a Shared Journal Share My Joumal tolder Ww Group ft Customize Current View A F 3 H 2items 2 Online with Microsoft Exchange Mobile Service Its hard to imagine life before the advent of mobile phones No matter ho
19. tain a wide variety of information a Wanda Jackson Contact P Th d ieee 1a LY contact Insert Format Text Developer w l Save amp New AJ General 84 Certificates 187 eo as alg m F AE GS Send 41 Details JAN fields es S Z 3 EN W w Vv Eni Save amp E mail Meeting Cali Business Picture Categorize Follow Spelling Contact Close X Delete Gg Actevities Dll cara lt Up Notes Actions Show Communicate Options Proofing OneNote Full Name Wands Jsckson Company Vice President Job title Acme Medical ine Qi Filg as Jackson Wande l 9x wanda acnenedical com Internet 1500 Industry Drive r Sometown NC 22222 Email 2 nendagacmenedcal com mpo aa Display as Wanda Jackson wanda acmemedical com sive Web page address B IM address Wanda s husband is a doctor She has 2 kids a girt 9 a Phone numbers and a boy 14 T Business Jl ma s5s51212 Home a 29123 4567 Business Fax Mobiles a mass Addres z Business 1500 industry Drive o Sometowm NC 22222 F This is the mailing address The real beauty of Outlook contacts is that you can easily use and reuse the information in so many ways This follows the philosophy that you should have to enter any piece of information just once and then be able to use it wherever and whenever it is needed Among the things you can do with contact information are Address email messages Print
20. w much you love your cell you may love it even more once you team it up with Outlook Mobile Service In a nutshell Mobile Service lets you send text messages between Outlook and your mobile phone When you are away from your computer you can have task reminders contact information and daily calendar information sent right to your phone You ll have no reason to ever miss an appointment again even though you might want to Mobile Service requires that you register with an Outlook 2007 Mobile Service provider that works with your mobile phone company O Partl Getting Started 10 Categories Outlook categories are not so much a tool in their own right like email or the calendar but they are a feature that can greatly simplify your use of Outlook Essentially any of the items that Outlook works with such as email messages appointments and tasks can be assigned to a cate gory You can use Outlook predefined categories or like most users create your own such as Work Personal and so on Assigning categories to these items makes organizing them and finding needed information a whole lot easier Searching Knowing that you have some information is one thing and finding it can be something quite dif ferent Outlook provides sophisticated search capabilities within all the various types of informa tion it works with Outlook lets you search by category keyword date and other flexible criteria to locate items in email t
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