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`
`,
`
`33%23‘225535
`
`The Most
`l Complete
`l Reference
`
`Coniaeis loumal
`
`l
`
`AUFOAI‘FlllVC " Universal lnlmx
`limail 3 ’laslx's " Scheduling
`
`Forms '5 Calendar
`
`AuroCreaie " VBSeripi
`
`
`
` USING MICROSOFT
`
`OUTLOOK“ 97
`
`P 0., i“
`
`lim‘ llic lmllcsl lips, inlin‘maliun, aml resources ()11
`()llicc 9.7, visit Que-Vs ()llicc 9.7 Rcsnurcc Center at:
`lillp://www.mcp.com/(luc/insnllicc
`
`(it)l'(l()l1llrlleile
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`

`

`Guide to the Best of Outlook 97 Features
`
` outlook Overall
`V Share categories among all Outlook items
`68
`
`* Display items in tables or on a fimeline
`
`V Get automatic reminders for appointments, meetings, and tasks
`
`Automatically archive outdated items
`
`if Use Outlook data with all Office applications
`
`V Use Outlook to find anything on your disks
`
`83
`
`61
`
`296
`
`151
`
`259
`
`Calendar and Contacts
`Keep a personal calendar of appointments, events, and meetings
`59
`
`5’ Mark holidays and special events
`
`* Find out when people are available for meetings
`
`V Remember birthdays, anniversaries, and your contacts’ interests
`
`Automatically address e-mail and snail-mail
`
`Click to place a phone call
`
`5’ Click to access :1 contacts Internet site
`
`
`Customlzlng Outlook
`
`Create your own views of items
`
`--
`
`_
`
`v: Use the many customized applications available from Microsoft's Outlook Web site
`0/ Design your own forms
`
`V Enhance Outlook with Visual Basic Script code
`
`E-rnall and Snall-mall
`
`Attach any file to an e-mail message you send
`
`i Use the Rules Wizard to tell Outlook how to handle your incoming email
`
`9" Keep all your e—mail and fax messages organized
`
`Send e—mail and snail-mail to distribution lists
`
`77
`
`358
`
`78
`
`219
`
`141
`
`503
`
`101
`
`502
`660
`
`683
`
`231
`
`256
`
`231
`
`343
`
`No symbol = New feature or enhancement
`
`
`Journal and Notes
`V Automatically track all-yourwork in Office applications
`u/
`Log your e-mail activity
`
`T
`173
`
`-,3-
`
`V Keep records of your phone calls
`
`V Instantly create sticky notes
`Tasks
`
`
`V Assign tasks to others -
`
`* Use Team Manager to track group tasks
`
`“HIM Sthem * = Starfeature or enhancement
`
`v' = Worth checking out
`
`IHEA—-
`
`181
`
`152
`
`417
`
`428
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`
`
` " ‘ MICROSOFT®
`
`OUTLOOK 97
`
`DUE“
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`
`
`Jam/W
`
`USING
`MICROSOFT®
`OUTLOOK 97
`
`Written by Gordon Padwick with
`
`'
`
`'
`
`Helen Feddema 0 Pamela Palmero Sharon Podlin 0 Rob Tidrow
`
`
`
`.
`
` l
`
`1
`
`.fl'.—o"-'.'
`
`DUE”
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`

`Copyright© 1997 by Que“ Corporation.
`United States of America No part
`All rights reserved. Printed in the
`of this book may be used or reproduced in any form or by any
`
`tions embodied in critical articles and reviews. Making copies of
`ther than your own personal
`any part of this book for any purpose 0
`use is aviolation of United States copyrightlaws. For information,
`address Que Corporation, 201 W. 103rd Street, Indianapolis, IN
`46290. You may reach Que’s direct sales line by calling 1-800428—
`
`ISBN: 0-7897-1096-3:
`
` ' Edition Using Microsoft Outlook 97
`
`ranty of any kind, either express
`This book is sold as is, without war
`book, including but not
`or implied, respecting the contents of this
`limited to implied warranties for the book’s quality, performance,
`merchantability, or fitness for any particular purpose. Neither Que
`shall be liable to the
`Corporation nor its dealers or distributors
`espect to any liability,
`purchaser or any other person or entity with r
`loss, or damage caused or alleged to have been caused directly or
`indirectly by this book.
`99 98 97
`6
`5 4 3
`
`1
`2
`code: the rightmost double—digit num-
`Interpretation of the printing
`ber is the year of the book's printing; the rightmost single-digit
`ting. For example, a printing
`number, the number of the book’s prin
`code of97-1 shows that the first printing of the book occurred in
`
`1997.
`
`All terms menti
`or service marks have been appropria
`Use of a term in this book
`attest to the accuracy of this information.
`dity of any trademark or
`should not be regarded as affecting the vali
`service mark.
`Screen reproductions in this book were created using
`from Inner Media, Inc, Hollis, NH.
`
`Collage Plus
`
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`Credits
`
`PRESIDENT
`
`Roland Elgey
`
`PUBLISHER
`
`Joseph B. Wikert
`PUBLISHING DIRECTOR
`David W. Solomon
`
`EDITORIAL SERVICES DIRECTOR
`Elizabeth Keaffaber
`MANAGING EDITOR
`
`Micnae‘ Cunningham
`
`DIRECTOR OF MARKEI'ING
`
`Lynn E- Zingrnf
`
`ACQUISITIONS MANAGER
`Elizabeth A Snnth
`ACQUISITIONS EDITOR
`
`D°n ESSig
`
`SENIOR PRODUCT DIRECToR
`
`In“ D- Wagner
`
`PRODUCT DIRECTOR
`
`Kenn K1053
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`PRODUCTION EDITOR
`
`Rebecca M. Mounts
`
`EDITORS
`
`Enubetn Barrett
`1;? (éebken
`_ t: 81:?“
`I’m a
`Ifert
`STRATEGIC MARKETING MANAGER
`
`PRODUCT MARKENNG MANAGER
`
`Kris Ankney
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`ASSISTANT PRODUCT MARKEnNG MANAGERS
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`TECHNICAL EDITORS
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`SOFTWARE RELATIONS COORDINATOR
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`EDITORIAL ASSISTANT
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`BOOK DESIGNER
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`Ruth Harvey
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`COVER DESIGNER
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`INDEXER
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`Composed in Century Old Style and Franklin Gothic by Que Corporation.
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`England.
`
` T0 Mary Stower, mygodmother, who lives in Newton Poppleford, Devon,
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`
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`:1:
`
`About the Authors
`
`Gordon Padwick is a senior programming analyst who is responsible for developing
`integrated applications based on Microsoft’s Office suite. He has worked with computers
`for more years than he cares to remember, and has experience as an engineer and a man-
`
`ager in many hardware and software design projects. He has worked with Windows and
`
`Windows applications since Microsoft introduced the first version of Windows in 1987.
`
`Previously, Padwick was an independent consultant who specialized in Windows
`applications. He has authored and contributed to many books about word processing,
`spreadsheets, databases, graphics, desktop publishing, and presentation software; his
`most recent publications are Que’s Building Integrated Office Applications and Special
`
`She lives in the mid-Hudson area of New York state, with three cats and three computers.
`
`Edition Using Microsoft Office Professional. In addition, he has presented training classes,
`provided computer applications support, and developed custom database applications.
`
`Padwick is a graduate of London University, and has completed postgraduate studies in
`
`computer science and communications. He currently lives in southern California.
`
`Helen Feddema grew up in New York City. She was ready for computers when she
`
`was 12, but computers were not ready for her yet, so she got a BS. in Philosophy from
`Columbia and M.T.S. in Theological Studies from Harvard Divinity School, while working
`
`at various office jobs. It was at HDS that she got her first computer, an Osbourne, and
`
`soon computers were her primary interest She started with word processing and spread-
`
`sheets, went on to learn dBASE, and did dBASE development for six years, part of this
`
`time as a corporate developer. After being laid off in a flurry of corporate downsizing, she
`
`started doing independent consulting and development, using dBASE, Object Vision,
`WordPerfect, and Paradox.
`
`Always looking for something new and better, Helen beta tested Access 1.0, and soon
`
`recognized that this was the database she had been looking for ever since Windows 3.0
`
`was introduced, and she saw the gap waiting to be filled by a great Windows database.
`
`She concentrated on Access development and writing for several years, and in 1994 joined
`Information Management Services, a Microsoft Solutions Provider, as an Access and MS
`
`Office developer.
`
`Helen co-authored Inside Microsoft Access (New Riders, 1992). Most recently, Helen
`
`co—authored Access How-T03 for the Waite Group Press.
`
`Helen is a big-time beta tester, sometimes having seven or eight betas running at once,
`
`mostly Microsoft, but with some other vendors as well.
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`Pamela Palmer is an independent consultant specializing in software development. She
`assists businesses and organizations with the design and development ofWindows-based
`applications. Pam has developed systems using Visual Basic, Visual Basic for Applica-
`tions, Access, and Fox Pro. When not developing applications, she instructs as a Microsoft
`Certified Trainer. Pam also served as one of the co-authors of Que’s Using Visual Basic 3.
`She can be contacted via Internet at 74170, 1526@compuserve.com.
`Sharon Podlin is a graduate of the University of Texas and is president of P'I’SI, a con-
`sulting firm specializing in the development and presentation of computer training
`courses. Sharon has over 15 years experience in the industry and has worked primarily
`with Fortune 100 companies including]. C. Penney, Hyatt International Hotels, and
`United Airlines. She actively participates in the Microsoft Certified Professional program
`as well as being a Microsoft Certified Trainer for a wide range of products including MS
`SQL Server, Excel, Visual Basic for Applications, and Windows NT. She can be reached
`via CompuServe at 76350,1424.
`Rob Tidrow has been using computers for the past six years and has used Windows for
`the past four years. Mr. Tidrow is a technical writer and recently was the Manager of
`Product Development for New Riders Publishing, a division of Macmillan Computer Pub-
`lishing. Rob is co-author of the best-selling Windowsfor Non-Nerds, and has co-authored
`several other books including Inside the World Wide Web, New Riders’ (Wicial CompuServe
`Yellow Pages, Inside Microsofi Office Professional, Inside WordPerfect 6for Windows, Riding
`the Internet Highway, Deluxe Edition, and the AutoCAD Student Workbook. In the past, Mr.
`Tidrow created technical documentation and instructional programs for use in a variety of
`industrial settings. He has a degree in English from Indiana University. He resides in
`Indianapolis with his wife, Tammy, and two boys, Adam and Wesley. You can reach him on
`
`the Internet at rfidrow@iquest.net
`
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`

`Acknowledgments
`
`This is my opportunity, as the lead author of this book, to acknowledge and thank the
`many people who have contributed to it.
`
`My thanks go to three groups of people: the dedicated folks at Microsoft who conceived
`
`and created Outlook, the writers who contributed chapters to this book, and the enthusi-
`astic crew at Que who made this book possible.
`
`Above all, I should offer my thanks to the Microsoft people who created Outlook but,
`
`unfortunately, I don’t know their names. To you all, I offer my congratulations for creating
`a great new product.
`
`During the last few months of 1996, I learned about Outlook by using an unending (so it
`
`seemed) series of beta versions of Office 97. My special thanks go to the team of
`
`Microsoft people who promptly answered my many questions, particularly to Scott En-
`
`glish, Dayle Maynard, and John McCrae. You did a great job, guys, in answering most of
`
`my questions, and in avoiding giving specific answers to some of my questions about
`
`Outlook’s limitations. Bill should be proud of you.
`
`Although my name appears on the cover, I didn’t write it all. Thank you to the writers who
`
`contributed chapters to this book: Sharon Podlin, Pamela Pahner, Rob Tidrow, and Helen
`Feddema. Without their expertise and experience, the book wouldn’t have been possible.
`
`My thanks also go to many people at Que who’ve made this book possible: Don Essig—
`Acquisitions Editor—directed the entire process of getting this book written, Kevin
`
`Kloss—Developmental Editor—kept the subject matter in focus, Rebecca Mounts—Pro-
`
`duction Editor—repeatedly prodded me to clarify my writing, Curtis Knight, Convergent
`
`Data Technologies, Inc., Stan Spink, and Robert Rogue—Technical Editors—vetted the
`
`technical details and suggested more corrections than I was sometimes pleased to receive.
`
`The many illustrations of What you can expect to see on your screen were captured with
`
`Collage Complete. Thank you to Nancy and Neil Rosenberg of Inner Media for providing
`
`Collage Complete for me to use to capture screens for this book.
`
`As always, I want to acknowledge my gratitude to my wife, Kathy, who uncomplainingly
`
`puts up with seeing the back of my head during the many evening and weekend hours I
`
`spend writing books. Her support and encouragement have made it possible for me to
`
`finish this book just about on schedule.
`
`Gordon Padwick
`
`January, 1997
`
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`

`

`As part of our continuing effort to produce books of the highest possible quality, Que
`would like to hear your comments. To stay compe 'tive, we really want you, as a computer
`book reader and user, to let us know what you like or dislike most about this book or
`other Que products.
`You can mail comments, ideas, or suggestions for improving future editions to the address
`below, or send us a fax at (317) 581-4663. For the online inclined, Macmillan Computer
`Publishing has a forum on CompuServe (type G0 QUEBOOKS at any prompt) through
`which our staff and authors are available for questions and comments. The address of our
`Internet site is http://www.quecorp.com (World Wide Web).
`In addition to exploring our forum, please feel free to contact me personally to discuss
`your opinions of this book: I’m 74201,1064 on CompuServe, and
`kkloss®que.mcp.com on the Internet
`Thanks in advance—your comments will help us to continue publishing the bestbooks
`available on computer topics in today’s market
`
`Kevin Kloss
`
`Product Director
`
` We’d Like to Hear from You!
`
`Que Corporation
`201 W. 103rd Street
`Indianapolis, Indiana 46290 USA
`
`N o 1' E Although we cannot provide general technical support, we're happy to help you resolve
`problems you encounter related to our books, disks, or other products. if you need
`such assistance, please contact ourTech Support department at 317-581-3833.
`To order other Que or Macmillan Computer Publishing books or products, please call our
`Customer Service department at 800-428—5331.
`
`
`
`\
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`

`Contents at a Glance
`
`l
`
`I Gettlng Started with Outlook
`
`1 Outlook Overview 11
`
`2 Exploring Outlook 23
`
`(DOOVOEUIJXOO
`
`Scheduling Personal Activifies
`
`47
`
`Tracking Personal Tasks
`
`93
`
`Creating and Using Contacts
`
`121
`
`Using Notes
`
`151
`
`Recording Your Activities
`
`169
`
`Preparing to Work with Microsoft Mail Email
`
`185
`
`Receiving and Sending Microsoft Mail Messages
`
`211
`
`10 Finding Items and Files
`
`259
`
`11 Archiving Items
`
`291
`
`II
`
`I Exploring Outlook’s Broader Capabllltles
`
`12 Working with Profiles
`
`309
`
`13 Working with Folders and Address Books
`
`321
`
`14 Planning Meetings
`
`353
`
`15 Customizing Your Calendar
`
`369
`
`16 Organizing Your Tasks
`
`395
`
`17 Assigning Tasks
`
`415
`
`18 Organizing Your Journal
`
`431
`
`19 Providing More Information About Contacts
`
`443
`
`20 Sending and Receiving Internet Email
`
`459
`
`21 Exploring the Web
`
`479
`
`22 Sending and Receiving E—mail from Other Services
`
`513
`
`23 Sending and Receiving Faxes
`
`545
`
`24 Creating Items Automatically 571
`
`25 Exporting and Importing Items
`
`595
`
`26 Working Remotely 623
`
`III
`
`I Developlng Outlook Appllcatlons
`
`27 Modifying and Creating Forms
`
`651
`
`28 Working with Visual Basic Script
`
`29 Using the Outlook Object Model
`
`683
`
`727
`
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`IV
`
`I Appondlxes
`
`UGOU>
`
`Installing Outlook 773
`
`Setfing Ouflook’s Options
`
`777
`
`Outlook’s Standard Folders, Files, and Fields
`Reference Sources
`805
`
`797
`
`Glossary 809
`Index 825
`
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`Table of Contents
`
`Introductlon
`
`1
`
`Understanding Outlook 2
`
`Who Should Read This Book?
`
`4
`
`What You’ll Learn in This Book 4
`
`Special Features in the Book 7
`
`Final Comment
`
`8
`
`I Getting Started with Outlook
`
`1 Outlook Overvlew 11
`
`Putting Outlook into Perspective
`
`12
`
`Looking at Outlook from a Distance
`
`12
`
`Taking a Closer Look
`
`13
`
`Using Outlook
`
`17
`
`Managing Your Time
`
`17
`
`Organizing Your Information
`
`18
`
`Communicating with Other People
`
`20
`
`Archiving Items
`
`20
`
`Developing a Custom Outlook Environment
`
`21
`
`From Here...
`
`21
`
`2 Exploring Outlook
`
`23
`
`Starting Outlook 24
`
`Using Information Services
`
`27
`
`Understanding the Outlook Window 27
`
`Using the Inbox Menu Bar
`
`29
`
`Using the Toolbar
`
`29
`
`Using the Outlook Bar
`Information Viewer
`35
`
`30
`
`Viewing the Folder List
`
`36
`
`Navigating in Outlook .38
`
`Getting Help While You Work 38
`
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`xiv
`
`Special Edition Using Microsoft Outlook
`
`Getting Results with Microsoft Office for Windows 97
`Using the Office Assistant
`39
`Getting ScreenTips
`42
`
`39
`
`Changing Categories Assigned to an Item 71
`
`Referring to Online Help 43
`Getting Support on the Web
`
`43
`
`Closing Outlook 45
`
`From Here...
`
`45
`
`3 Scheduling PersonalActivities
`
`47
`
`48
`Understanding Calendar
`Understanding the Day View 49
`
`Understanding the Week View 54
`Understanding the Month View 56
`
`Switching Among Calendar Views
`
`57
`
`Understanding Appointments, Meetings,
`and Events
`58
`
`Setting the Calendar Options
`
`59
`
`59
`Creating a New Appointment
`Entering the Subject and Location
`Entering Start and End Times
`60
`
`60
`
`Setting a Reminder
`
`61
`
`63
`Assigning Your Time
`Describing Your Appointment
`
`63
`
`Choosing a Category 63
`Making the Appointment Private
`Saving the Appointment
`64
`Viewing an Appointment in Your Calendar
`Creating an Appointment on Your Calendar
`
`64
`
`64
`66
`
`Typing Dates and Times
`
`66
`
`Typing Dates
`
`67
`
`Typing Times
`
`67
`
`68
`Working with Categories
`68
`Using the Master Category List
`Deleting Categories from the Master Category List
`Adding Categories to the Master Category List
`70
`Resetting the Master Category List
`70
`
`69
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`Contents
`
`Creating a Recurring Appointment
`
`71
`
`Creating a Recurring Appointment from Scratch 71
`
`Displaying a Recurring Appointment
`
`74
`
`Changing a One-Time Appointment to a Recurring
`Appointment
`75
`
`Creating a One-Time Event
`
`75
`
`Creating a Recurring Event
`
`77
`
`Marking Holidays on Your Schedule
`
`77
`
`Marking Holidays and Special Days Automatically 78
`
`Marking Holidays and Special Days Manually 79
`
`Editing Your Schedule
`
`80
`
`Changing Text in a One-Time Appointment or Event 80
`
`Changing the Time and Duration for a One-Time
`
`Appointment
`
`80
`
`Changing the Date of a One-Time Appointment
`
`81
`
`Deleting a One-Time Appointment
`
`81
`
`Changing Recurring Appointments and Events
`
`82
`
`Attaching a File to a Task 98
`
`Using Calendar Views
`
`83
`
`Using Standard Calendar Views
`
`84
`
`Modifying the Standard Views
`
`88
`
`Creating Custom Views 88
`
`Understanding Filters
`
`88
`
`Printing Your Schedule
`
`91
`
`From Here...
`
`92
`
`4 Tracklng Personal Tasks
`
`93
`
`Beginning to Work with Tasks
`
`94
`
`Creating a Task 95
`
`Entering the Subject
`
`95
`
`Entering Due and Start Dates 96
`
`Defining the Status
`
`97
`
`Setting a Reminder 97
`
`Owning a Task 97
`
`Entering Notes
`
`98
`
`Assigning Categories 98
`
`Making a Task Private
`
`98
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`
`
`xvi
`
`I Special Edition Using Microsoft Outlook
`
`Saving a Task 98
`Displaying Tasks in the Calendar
`Editing and Updating a Task 100
`
`98
`
`101
`Viewing Your Tasks
`Changing the Order of Tasks in a View 102
`Formatting Fields
`103
`Adding and Removing Fields
`Grouping a View 108
`111
`Filtering Task Views
`Saving a Modified View 112
`Deleting aView 112
`113
`Working in More Detail with Views
`Working with the Timeline View 113
`
`104
`
`116
`Creating Recurring Tasks
`Creating an Item from a Different Type of Item 117
`Converting an Appointment into a Task 117
`Converting a Task into an Appointment
`119
`
`Printing Tasks
`
`119
`
`From Here...
`
`120
`
`121
`5 Creating and Using Contacts
`122
`Creating Contacts Items
`Creating Basic Information About a New Contact
`Editing Contact Information 130
`Entering Additional Contact Information 131
`Creating Automatic Journal Entries
`131
`Using Other Fields
`132
`Entering More Contacts at the Same Company 134
`
`123
`
`134
`
`134
`Viewing Contact Items
`Using Standard Contact Views
`Creating Custom Views
`135
`138
`Using Your Contact Information
`Designating Your Contacts Subfolder as an Outlook Address
`Book 139
`140
`Dialing Phone Numbers
`Using Contact Information in Word Documents
`Printing Contact Information 150
`
`143
`
`
`
`From Here...
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`150
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`6 Uslng Notes
`
`151
`
`Understanding the Notes Information Viewer
`
`152
`
`Creating a Note
`
`152
`
`Entering the Text
`
`153
`
`Changing Note’s Default Settings
`
`154
`
`Opening a Note
`
`155
`
`Changing a Note’s Color
`
`155
`
`Assigning Categories to a Note
`
`156
`
`Viewing Notes
`
`157
`
`Using the Standard Views
`
`157
`
`Modifying Views
`
`158
`
`Deleting a Note
`
`158
`
`Using Notes
`
`159
`
`Creating Notes While You Work
`
`160
`
`Saving a Note as an Appointment
`Saving a Note as a Contact
`161
`
`160
`
`Sending a Note as a Message
`
`163
`
`Copying a Note to Another Application
`
`163
`
`Creating a Note from Another Item 165
`
`Printing a Note
`
`166
`
`From Here...
`
`167
`
`7 Recording Your Actlvltles
`
`169
`
`Taking a First Look at Journal
`
`170
`
`Recording Activities Automatically
`
`172
`
`Selecting Items to Record
`
`172
`
`Recording File Activity
`
`174
`
`Determining What Happens When You Open a Journal
`
`Entry 174
`
`Creating Journal Entries Manually
`
`175
`
`Defining a Journal Entry 176
`
`Creating a Contact Journal Entry 178
`
`Timing Activities
`
`178
`
`Viewing Journal Entries
`
`179
`
`Using Standard Views
`
`179
`
`Modifying Views
`
`183
`
`Editing aJournal Entry 183
`
`Contents
`
`
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`'
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`I Special Edition Using Microsoft Outlook
`
`Deleting a Journal Entry 183
`
`Printing Journal Entries
`
`183
`
`From Here...
`
`184
`
`8 Preparlng to Work wlth Microsoft Mall E-mall
`Preparing to Receive and Send Messages
`186
`
`185
`
`Choosing an Email Editor
`
`186
`
`Connecting to a Workgroup 187
`
`Establishing a Workgroup Postoffice
`Creating the Postoffice
`188
`192
`Creating Postoffice Mailboxes
`Deleting and Changing Postoffice Mailboxes
`
`188
`
`194
`
`194
`Adding and Configuring Microsoft Mail
`195
`Adding the Microsoft Mail Information Service
`Configuring the Microsoft Mail Information Service
`Changing Your User Password 200
`
`196
`
`201
`Selecting E—mail Options
`Checking for New Mail
`202
`Being Alerted to Mail Arrival 202
`
`Processing New Mail
`
`204
`
`Choosing an Email Editor
`
`204
`
`Inspecting Your Log File
`
`205
`
`Preparing Subfolders and Categories
`Creating Subfolders
`206
`Working with Mail Categories
`
`206
`
`208
`
`From Here. . .
`
`209
`
`211
`9 Receivlng and Sendlng Microsoft Mail Messages
`Preparing to Receive and Send Workgroup Messages
`212
`Understanding the Inbox Information Viewer
`212
`
`Deleting a Message
`
`214
`
`Indicating Message Status
`
`214
`
`Sending and Receiving a Simple Message
`Confirming Your Setup 217
`
`217
`
`Creating a Message
`
`218
`
`Sending the Message
`
`220
`
`
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`Contents
`
`xlx
`
`Receiving the Message
`
`221
`
`Being Notified When a Message Arrives
`
`222
`
`Being Notified When Mail Arrives
`
`222
`
`.
`
`Being Notified About Delivery Problems
`
`223
`
`Sending a Message Later
`
`225
`
`Sending More Sophisticated Messages
`Formatting the Text 228
`
`228
`
`Assigning Categories to a Message
`
`231
`
`Inserting a File or Item into a Message
`
`231
`
`Inserting an OLE Object 235
`
`Automatically Inserting Your Signature
`
`237
`
`Setting the Importance and Sensitivity of a Message
`Flagging a Message
`240
`
`238
`
`Using Voting Buttons
`
`243
`
`Saving Mail Items
`
`245
`
`Setting Tracking Options 247
`
`Replying to and Forwarding Messages
`Replying to a Message
`249
`
`249
`
`Forwarding a Message
`
`251
`
`Annotating a Message
`
`251
`
`Having Replies Sent to a Different Person 252
`
`Recalling a Message
`
`253
`
`Viewing Messages
`
`254
`
`Printing Messages
`
`255
`
`From Here...
`
`256
`
`10 Findlng Items and Flles
`
`259
`
`Finding E-mail Messages You’ve Received 260
`
`Specifying the Type of Item 260
`
`Reading a Listed Message
`
`262
`
`looking for Words and Phrases
`
`263
`
`Looking for Messages from or to a Person 266
`
`Combining Names and Words
`
`267
`
`Finding Messages to Yourself
`
`268
`
`Specifying the Message Date
`
`268
`
`Changing the List View 269
`
`Saving and Reusing Your Search Criteria
`
`271
`
`
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`xx
`
`I Special Edition Using Microsoft Outlook
`
`271
`272
`
`Saving a Set of Search Criteria
`Reusing a Set of Search Criteria
`Sharing a Saved Search 272
`Deleting a Saved Search 272
`Creating More Closely Defined Searches
`Exploring the More Choices Tab 273
`Using Advanced Options
`275
`Using More Advanced Find Criteria
`
`273
`
`280
`
`280
`Finding Other Types of Items
`Finding Messages You’ve Sent 280
`Finding Messages in Various Subfolders
`Finding Calendar Items
`281
`282
`Finding Other Types of Items
`Finding Any Type of Outlook Item 282
`
`280
`
`283
`Finding Files
`283
`Specifying Folders
`284
`Specifying File Names
`285
`Choosing File Types
`285
`Searching for Files
`Specifying File Contents
`Specifying a Date
`287
`287
`Specifying More Choices
`Using the Advanced Tab 288
`Using Find from the Windows Desktop 288
`
`286
`
`. From Here...
`
`289
`
`291
`11 Archiving Items
`292
`AutoArchiving Outlook Items
`Controlling When AutoArchiving Occurs
`Preparing Items for AutoArchiving 293
`Item Aging
`296
`Setting the Do Not AutoArchive Field
`
`297
`
`292
`
`, Manual Archiving 298
`Managing Archives
`299
`Maintaining Your Archive
`Retrieving Archived Items
`
`299
`300
`
`Exporting Items
`
`303
`
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`Deleting Items
`
`303
`
`Deleting Items Manually 303
`
`Deleting Items Automatically 305
`
`From Here...
`
`306
`
`I Part II: Exploring Outlook's Broader Capabilities
`
`12 Worklng with Profiles
`
`309
`
`Understanding Profiles and Information Services
`
`310
`
`Understanding How Outlook Uses Profiles
`
`310
`
`Using Outlook Configurations
`
`311
`
`Choosing a Profile
`
`312
`
`Exploring Your Current Profile
`
`314
`
`Modifying Your Current Profile
`
`315
`
`Adding a Service to a Profile
`
`315
`
`Removing a Service from a Profile
`
`315
`
`Modifying a Service’s Properties
`
`316
`
`Creating a New Profile
`
`316
`
`Deleting a Profile
`
`318
`
`Renaming a Profile
`
`318
`
`Working with Multiple Profiles
`
`319
`
`From Here...
`
`319
`
`13 Working with Folders and Address Books
`
`321
`
`Understanding and Working with the Standard Folders
`
`322
`
`Working with Folders
`
`323
`
`Creating Personal Folders and Subfolders
`
`324
`
`Creating Personal Folders 324
`
`Creating Subfolders
`
`326
`
`Maneuvering the Folder List 327
`
`Moving Information Between Folders
`
`328
`
`Setting Folder Properties
`
`328
`
`Working with the General Tab 329
`
`Working with the AutoArchive Tab 330
`
`Working with the Administration Tab 332
`
`Contents
`
`I
`
`xxi
`
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`
`Special Edition Using Microsoft Outlook
`
`Working with the Forms Tab 333
`
`Viewing Files Through Outlook 334
`
`Using Folders with Exchange
`Public Folders
`337
`
`337
`
`Offline Folder
`
`338
`
`Working with the Address Books
`
`338
`
`Creating and Using Personal Outlook Address Books
`
`340
`
`Using the Outlook Address Books with Automatic Name
`
`Checking 342
`
`Creating and Using Distribution Lists
`
`343
`
`Setting Your Personal Address Book Properties
`
`346
`
`Importing Contact Information from Other Sources
`
`347
`
`From Here...
`
`350
`
`14 Planning Meetings
`
`353
`
`Understanding How Outlook Schedules Meetings
`
`354
`
`Proposing a Meeting 355
`
`Inviting Attendees and Reserving Resources
`
`356
`
`How Outlook Deals with People in Different Time Zones
`
`358
`
`Finding a Mutually Convenient Time and Place
`
`358
`
`Manually Selecting a Time
`
`358
`
`Using AutoPick to Select a Meeting Time 360
`
`Requesting the Meeting 360
`
`Making Changes to the Meeting After Sending
`
`the Meeting Request
`
`362
`
`Responding to a Meeting Request 362
`
`Tracking Responses to a Meeting Request 363
`
`Canceling a Meeting 366
`
`Working with Recurring Meetings
`
`366
`
`From Here...
`
`367
`
`15 CustomizingYour Calendar
`
`369
`
`Formatting the Calendar View 370
`
`Changing the Fonts for the Calendar View 371
`
`Displaying Time as Clocks
`
`372
`
`Displaying Calendar Items End Times
`
`374
`
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`Working with Weekend Days
`
`374
`
`Working with Calendar Fields
`
`375
`
`Formatting Columns
`
`376
`
`Changing the Order of Columns
`
`377
`
`Adding Columns to the View 379
`
`Removing Colunms from a View 380
`
`Changing the Label of a Column Heading 380
`Changing the Format of a Column’s Contents
`
`381
`
`Using Filters
`
`381
`
`Modifying Views and Creating Custom Views 384
`
`Working with Fields
`
`385
`
`Grouping the Calendar Items
`
`387
`
`Selecting a Sort Order 388
`
`Creating or Modifying a Filter
`
`389
`
`Working with Column Formatting 389
`
`Controlling the TaskPad 390
`
`Installing and Using the Timex Data Link
`
`392
`
`From Here. ..
`
`393
`
`16 OrganizingYour Tasks~ 395
`
`Formatting the Task Views
`
`396
`
`Formatting Gridlines
`
`397
`
`Using AutoPreview 398
`
`Formatting Columns
`
`399
`
`Working with Task Fields
`
`403
`
`Sorting and Filtering Tasks
`
`405
`
`Grouping Tasks
`
`407
`
`Displaying Grouped Tasks
`
`408
`
`Organizing Tasks by Project
`
`410
`
`Using Categories to Organize Tasks by Project 410
`
`Using a New Field to Organize Tasks by Project
`
`411
`
`Working with Task Status
`
`413
`
`From Here...
`
`414
`
`17 AssigningTasks
`
`415
`
`Contents
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`"‘
`
`xxlv
`
`I Special Edition Using Microsoft Outlook
`
`Understanding Assigned Tasks
`
`and Task Ownership 416
`
`Understanding Task Ownership 416
`
`Sending a Task Request 417
`
`Accepting and Declining a Task Request 420
`
`Accepting or Declining a Task 421
`
`Reassigning a Task Request
`
`422
`
`Declining a Task After You Accept It 424
`
`Reclaiming Ownership of a Declined Task 424
`
`Sending and Receiving Status Reports and Information About
`Tasks
`424
`
`Sending a Status Report for a Task 425
`
`Sending a Copy of a Task to Others
`
`426
`
`Viewing the List of People Who Keep Updated Copies of a
`Task 427
`
`Using the Assignment View . 428
`
`Extending Outlook Through Microsoft Team Manager 428
`
`From Here...
`
`430
`
`18 OrganizingYour Journal
`
`431
`
`Formatting the Journal View 432
`
`Changing the Font of a Timeline View 432
`
`Changing the Item Label Length 433
`
`Changing the Amount of Time Displayed in a Timeline
`
`433
`
`Controlling Whether to Display Labels When Viewing by Month
`on a Timeline
`434
`
`Controlling the Display of Week Numbers on a Timeline
`
`436
`
`Working with Journal Fields
`
`437
`
`Grouping Journal Entries
`
`438
`
`Displaying Grouped Journal Entn'es
`
`440
`
`Adding Automatic Journaling to an Other-than-Office
`
`Application 440
`
`From Here...
`
`441
`
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`19 Providing More Information About Contacts
`
`443
`
`Formatting the Contacts View 444
`
`Changing the Fonts of Card Views
`
`444
`
`Making Other Format Changes
`Changing How a Contact Is Filed
`
`445
`445
`
`Working with Contact Fields
`
`446
`
`Adding Fields to Card Views
`
`450
`
`Deleting Fields from Card Views
`
`451
`
`Providing Detailed Information About a Contact
`
`451
`
`Sorting and Filtering Contacts
`
`453
`
`From Here...
`
`457
`
`20 Sending and Receiving Internet Email
`
`459
`
`Understanding Internet Email 460
`
`Configuring the Internet Mail Information Service
`
`462
`
`Connecting to an Internet Mail Server with a Direct
`Connection 464
`
`Connecting to an Internet Mail Server by Way of a
`Dial-Up Connection 468
`
`Using Internet Mail in Outlook 474
`
`Sending Internet Mail
`
`474
`
`Receiving Internet Mail 476
`
`From Here...
`
`477
`
`21 Exploring the Web
`
`479
`
`Taking Advantage of the Web
`
`480
`
`Connecting to the Web
`
`481
`
`Working with Microsoft Internet Explorer 482
`
`Setting Up Your Options
`
`483
`
`Taking Advantage of Outlook 485
`
`Locating a Web Site
`
`485
`
`Using a Category 486
`
`Using a Search Engine
`
`489
`
`Comparing Search Engines
`Microsoft
`492
`
`491
`
`AltaVista Search
`
`492
`
`Contents
`
`xxv
`
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`

`Excite
`
`493
`
`HotBot
`
`494
`
`Infoseek 495
`
`496
`Lycos
`Magellan 497
`NetGuideLive
`
`498
`
`WebCrawler
`
`498
`
`Yahoo!
`
`500
`
`501
`501
`
`Saving a Web Site as a Favorite
`Saving Your Favorite Sites
`Organizing Your Sites
`505
`Reorganizing Your Favorite Sites
`Downloading Information 508
`Downloading a File
`509
`Protecting Against the Downloading Risks
`
`507
`
`511 22 Sending and Receiving E-mall from Other Services
`
`510
`
`From Here...
`
`513
`Understanding How Outlook Communicates with Other
`Services
`514
`Adding Information Services To A Profile
`Using Word As Your Email Editor
`518
`Working with the Microsoft Network 522
`Working with Lotus cczMail Messages
`525
`Working with Exchange Server 4.0
`528
`Working with CompuServe Messages
`535
`
`515
`
`From Here .
`
`.
`
`.
`
`543
`
`545
`23 Sending and‘Receivlng Faxes
`‘ Understanding How Outlook Works with Faxes
`Setting Up Microsoft Fax Information Services
`Installing Microsoft Fax 546
`Retrieving and Installing the MS