book

Microsoft Outlook 2013 Inside Out

Name: Microsoft Outlook 2013 Inside Out
Author: Jim Boyce
ISBN: 9780735672253

by Jim Boyce

July 2013

Beginner to intermediate

824 pages

19h 33m

English

Microsoft Press

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Introduction
Who this book is forHow this book is organizedFeatures and conventions used in this bookDesign conventionsAcknowledgmentsSupport and feedbackErrataWe want to hear from youStay in touch
I. Getting Started with Outlook 2013
1. What’s new in Outlook 2013?
A new lookNew ways to work in OutlookEmail changesThe People Hub and social networkingFolder Pane changesThe Weather BarExchange ActiveSync supportQuick Peek previewCached Exchange ModeIMAPOST compressionApps for OutlookSite mailboxesFeatures deprecated or removed from Outlook
2. Starting Outlook
Standard methods for starting OutlookNormal startupCreating shortcutsPinning Outlook to the Start menu and taskbar (Windows 7)Pinning Outlook to the Start screen and taskbar (Windows 8)Specifying an Outlook profileSafe Mode startupStarting Outlook automaticallyUsing startup switchesChanging the Outlook shortcutCreating shortcuts to start new Outlook itemsChoosing a startup view
3. Setting up Accounts in Outlook
How Outlook stores dataCreating and using Outlook profilesCreating profilesCreating a profile from scratchCopying a profileModifying or removing a profileUsing profilesSetting a default profileChoosing a profileAdding Outlook accounts to a profileAn overview of account typesSMTP/POP3IMAPExchange ServerExchange ActiveSyncAdding POP3 accountsConfiguring general settings for Internet accountsConfiguring outgoing server settings for Internet accountsConfiguring advanced settings for POP3 accountsAdding IMAP accountsAdding an Exchange accountConfiguring general propertiesConfiguring advanced propertiesConfiguring security propertiesConfiguring connection propertiesVerifying connection statusTesting AutoConfigurationAdding Outlook.com and Hotmail accountsConfiguring Outlook for Office 365
4. Working in and Configuring Outlook
Using the Folder PaneUsing objects in the Folder PaneControlling the appearance of the Folder PaneUsing the Reading PaneUsing the To-Do BarUsing the People PaneUsing the ribbonUsing the Quick Access ToolbarUsing the Backstage viewUsing other Outlook featuresUsing multiple Outlook windowsUsing the Folder ListUsing the status barUsing the InfoBar
5. Creating and Using Categories
Understanding categoriesCustomizing your category listAssigning categories to Outlook itemsAssigning categories to existing Outlook itemsAssigning a Quick Click categoryAssigning categories automaticallyModifying categories and category assignmentsChanging existing categoriesChanging category assignmentsChanging category assignments of multiple items at one timeOrganizing data with categoriesViewing selected categories onlyUsing categories effectively
II. Working with Email
6. Basic Email Tasks
Working with messagesOpening a standard message formAddressing messagesIncluding carbon copies and blind carbon copiesCopying someone on all messagesUsing templates and custom forms for addressingSpecifying message priority and sensitivitySaving a message to send laterSetting sending optionsControlling when messages are sentRequesting delivery and read receiptsUsing message tracking and receipts optionsReplying to messagesForwarding messagesUsing other reply and forwarding optionsDeleting messagesUndeleting messagesControlling synchronization and send/receive timesSetting up send/receive groupsCreating new groupsModifying existing groupsLimiting message sizeScheduling send/receive synchronizationConfiguring send/receive schedulesDisabling scheduled send/receive processingConfiguring other messaging optionsSetting up notification of new mailUsing message alertsManaging messages and attachmentsSaving messages automaticallyRetaining a copy of sent messagesWorking with attachmentsPreviewing attachmentsViewing attachmentsSaving attachments to diskSaving messages to a file
7. Advanced Email Tasks
Formatting text in messagesFormatting listsOptions on the Format Text tabWorking with stylesUsing style setsCreating a custom style setUsing tablesInserting a table in a messageWorking with tablesWorking with Quick TablesUsing special text featuresQuick PartsDrop capDate and timeText boxWordArtObjectIncluding illustrations in messagesInserting a picture from a fileInserting shapesInserting a chartChart Tools Design tabChart Tools Layout tabChart Tools Format tabInserting SmartArtSmartArt Tools Design tabSmartArt Tools Format tabUsing symbols in a messageInserting an equationInserting a symbolInserting a horizontal lineWorking with hyperlinksInserting hyperlinksInserting hyperlinks to files or webpagesInserting a hyperlink to a place in the current messageInserting a hyperlink to a new documentInserting a hyperlink to an email addressRemoving a hyperlinkInserting bookmarksIncluding other items in a messageAttaching filesInserting files in the body of a messageIncluding an Outlook 2013 itemAttaching a business card to a messageIncluding a calendarCustomizing the appearance of your messagesUnderstanding how Outlook formats messagesOffice themesStationeryStyle setsUsing themes to customize your messagesColorsFontsEffectsPage colorCreating a custom themeUsing stationery to customize your messagesUsing signaturesUnderstanding message signaturesDefining signaturesAdding signatures to messagesBacking up your signaturesUsing the proofing and research toolsAdding the translator serviceUsing the proofing toolsSetting the proofing languageConfiguring research optionsControlling when messages are deliveredSetting messages to expireRecalling a sent message before it is readVoting in OutlookSending a message for a voteUsing the default voting responsesUsing custom responsesCasting your voteViewing and sorting votesSetting options for voting

8. Security and Data Protection
Configuring HTML message handlingProtecting messages with digital signaturesUnderstanding digital certificates and signaturesObtaining a digital certificateCopying a certificate to another computerBacking up your certificateInstalling your certificate from a backupSigning messagesUnderstanding S/MIME and clear-text optionsAdding your digital signatureSetting global security optionsCreating and using security profilesReading signed messagesChanging certificate trust relationshipsConfiguring CA trustConfiguring CA trust for multiple computersViewing and validating a digital signatureEncrypting messagesGetting ready for encryptionSwapping certificatesObtaining a recipient’s public key from a public CASending encrypted messagesReading encrypted messagesProtecting data with Information Rights ManagementUsing IRM in Outlook 2013
9. Managing Your Email
Using Conversation viewCleaning up conversationsSetting cleanup optionsIgnoring a conversationBalancing cleanup against retentionFinding and organizing messages with Search FoldersUsing Search FoldersCustomizing Search FoldersCreating a new Search FolderFlagging and monitoring messages and contactsFlagging received and previously sent messagesFlagging outgoing messagesViewing and responding to flagged messagesGrouping messages by customizing the folder viewFiltering a view using categoriesManaging email with foldersCreating foldersMoving messages to other foldersManaging email effectively
10. Managing Junk Email
How Outlook 2013 junk email filtering worksNo Automatic FilteringLowHighSafe Lists OnlyUnderstanding how Outlook 2013 uses the filter listsDeleting instead of moving messagesHow Outlook 2013 phishing protection worksEnabling and configuring junk email filteringControlling automatic downloadsConfiguring automatic downloading of external contentMarking and unmarking junk emailCreating other junk email rulesOther spam-filtering solutionsFiltering in Exchange ServerUsing third-party filtersManaging junk email effectively
11. Using Rules, Alerts, and Automatic Responses
Understanding message rulesCreating and using rulesCreating new rules from existing itemsCreate new rules using the Rules WizardApplying rules to specific folders or all foldersCopying rules to other foldersCreating rules that use OR logicModifying rulesControlling rulesSetting rule orderStopping rules from being processedDisabling and removing rulesSharing rules with othersBacking up and restoring rulesUsing rules to move messages between accountsRunning rules manually and in specific foldersCreating and using Quick StepsQuick Steps overviewUsing the default Quick StepsCreating your own Quick StepsCreating simple Quick Steps from predefined optionsCreating custom Quick StepsEditing Quick StepsCopying Quick StepsUsing Quick Steps effectivelyCreating automatic responses with Automatic Replies (Out of Office)Understanding Automatic Replies (Out of Office) featuresUsing the Out of Office Assistant with Exchange Server 2003 and earlierUsing the Automatic Replies (or Out of Office Assistant) feature for Exchange Server 2007, 2010, and 2013Creating custom Automatic Replies (Out of Office) rulesCreating automatic responses with custom rulesSetting up the replyCreating automatic responses from local templatesCreating automatic responses from the serverCreating mobile alertsCreating calendar alerts and summaries from Exchange ServerForward email messagesCreating message alerts
12. Finding and Organizing your Email
Using Instant SearchConfiguring Instant SearchTurning Instant Search on and offChoosing search optionsControlling which data files are searchedPerforming a searchRefining your searchMaking fields from custom forms availableConfiguring indexing optionsFinding messages with Windows 7 SearchSearching for contactsUsing Advanced FindThe Advanced Find dialog boxSpecifying advanced search criteriaOrganizing dataOrganizing your emailSearch FoldersUsing foldersUsing rulesUsing color categoriesUsing viewsOrganizing your calendar, contacts, tasks, and notesOrganizing your Outlook items effectively
III. Working with Contacts and Address Books
13. Managing Address Books and Contact Groups
Understanding address booksOutlook 2013 address bookGlobal Address ListLDAP (Internet directory services)Other address listsConfiguring address books and addressing optionsSetting the contacts display option for the OABRemoving Contacts folders from the OABSetting other addressing optionsSelecting the default address book for lookupCreating address entries in a specific address bookSpecifying how names are checkedCreating address book entriesModifying addressesRemoving addressesFinding people in the address bookUsing AutoComplete for addressesDeleting or adding entries in the Suggested Contacts folderDeleting the entire contents of the Suggested Contacts folderUsing contact groups (distribution lists)Creating contact groupsModifying a contact groupRenaming a contact groupDeleting a contact groupHiding addresses when using a contact groupContact groups for multiple address fieldsUsing distribution lists with Exchange ServerAdding a server-side distribution list to contactsModifying a server-side distribution listAdding addresses to the address book automatically
14. Working with Contacts
Working with the People HubCreating a contact entryCreating contact entries from the same companyCreating a contact entry from an email messageCopying an existing contact entryCreating other contact foldersWorking with contactsAssociating a contact with other items and documentsAssociating contacts and documentsRemoving a linkAssigning categories to contactsResolving duplicate contactsPhoning a contactSending an email message to a contactConnecting to a contact’s websiteScheduling appointments and meetings with contactsScheduling a meeting with a contactAssigning a task to a contactFlagging a contact for follow-upFinding contactsViewing contactsUsing standard views in the Contacts folderCustomizing Contacts viewFiltering Contacts viewConfiguring fonts and card dimensionsUsing automatic formattingFiltering contacts with categoriesPrinting contactsWorking with contact groupsCreating a personal contact groupAdding or deleting names in a contact groupSharing contactsSharing your Contacts foldersSharing contacts with vCardsCreating a vCard from a contact entryIncluding a vCard with your signatureSaving a contact entry as a vCardSaving a vCard attachment in your Contacts folderSetting People optionsUsing contacts for a mail merge in WordFiltering contacts in or out of the mergePerforming a mail merge from OutlookUsing contacts effectively
15. Social Networking and Outlook
Integrating social networking accounts in OutlookAdding Facebook contactsAdding LinkedIn contactsAdding SharePoint contactsLinking contactsViewing social updatesUsing social networking add-on appsUsing Outlook with SkypeSending an instant messageMaking audio or video callsMaking phone calls
IV. Managing Your Calendar and Tasks
16. Scheduling Appointments
Calendar basicsUnderstanding calendar itemsUsing the time barUsing the Date NavigatorUsing the To-Do BarSetting the number of days displayedSelecting a dateWorking with one-time appointmentsSpecifying the subject and locationSpecifying start and end timesSetting a reminderClassifying an appointmentAdding a noteCategorizing an appointmentSaving an appointmentChanging an appointment to an eventWorking with one-time eventsUsing the event formChanging an event to an appointmentCreating a recurring appointment or eventModifying an appointment or eventChanging an appointment or eventDeleting an appointment or eventUsing categories and colorsAssigning color categories to an appointment manuallyAssigning color to an appointment automaticallyPrinting calendar itemsCustomizing the current calendar viewRedefining fieldsFiltering calendar itemsControlling fonts and other view settingsCreating a custom viewCreating a new viewCopying a viewUsing overlay mode to view multiple calendars in oneBacking up your scheduleManaging time zonesChanging the time zoneUsing two time zonesManaging your calendar effectively
17. Scheduling Meetings, Rooms, and Resources
Sending a meeting requestScheduling a meetingScheduling a meeting from an email (Reply With Meeting)Scheduling a meeting from the Contacts folderChanging a meetingScheduling a meeting with the Scheduling AssistantResponding to a meeting requestReceiving a request for a meetingReceiving a response to your requestChecking attendeesScheduling resourcesSetting up resources for schedulingUsing the configured resourcesViewing a room calendarManaging meetings effectivelyFinding the best time for the meetingUsing the Scheduling Assistant to help schedule meetingsSetting a sufficient reminder to enable you to make meetings on time
18. Working with Tasks
Working with tasks in the Tasks folderCreating a taskCreating a recurring taskAdding a reminderSetting a task estimateMarking a task as completedAssigning tasks to othersUnderstanding task ownershipMaking or accepting an assignmentReclaiming ownership of a declined taskAssigning tasks to multiple peopleTracking the progress of a taskSending a task status reportCreating an unassigned copy of an assigned taskViewing and customizing the Tasks folderChanging fonts and table view settingsUsing conditional formattingSetting general task optionsWorking with tasks in other waysWorking with tasks in the To-Do BarChanging the task list viewWorking with tasks in Outlook TodayUsing the Daily Task ListManaging tasks effectively
V. Collaboration
19. Using Outlook and Lync
Overview of Lync and Outlook integrationJoining a Lync meetingCreating a Lync meetingSetting Lync meeting optionsStarting an IM conversationStarting a voice callStarting a video call
20. Sharing Information between Outlook and SharePoint
Overview of SharePointAdding SharePoint calendars to OutlookUsing SharePoint contacts in OutlookUsing site mailboxesViewing online status
21. Delegating Responsibilities to an Assistant
Delegation overviewAssigning delegates and working as an assistantAdding and removing delegatesTaking yourself out of the meeting request loopOpening folders delegated to youScheduling on behalf of another personSending email on behalf of another personGranting access to foldersConfiguring access permissionsAccessing other users’ foldersSharing folders with invitations
22. Sharing Calendars
Sharing Exchange Server calendarsSharing your Exchange Server calendarOpening a shared Exchange Server calendarSharing non-Exchange Server calendarsPublishing your calendar on Office 365Publishing your Outlook.com/Live.com calendarPublishing your calendar to a WebDAV serverSubscribing to a shared calendarSetting the search location for free/busy informationRefreshing your scheduleSharing your calendar via emailSending a link to your Internet free/busy information through emailChanging the free/busy status of an itemUsing calendar groups and Schedule ViewUsing the built-in calendar groupsCreating a calendar groupCreating a group from existing calendarsMoving/removing calendars and groups
VI. Security and Backup
23. Virus Protection
Providing virus protectionImplementing server-side solutionsImplementing client-side solutionsVirus protection in OutlookProtecting against viruses in attachmentsProtected ViewLevel 1 attachmentsLevel 2 attachmentsConfiguring blocked attachmentsConfiguring attachments in Exchange ServerUsing Outlook security settingsAttachment security settingsCustom form security settingsConfiguring security using Group PolicySetting the Outlook security modeConfiguring attachment blocking directly in OutlookRemoving blocked file types from the Level 1 listAdding blocked file types to the Level 1 listOpening blocked attachmentsAllowing Level 1 attachmentsAllowing Level 2 attachmentsProtecting against Office macro virusesEnabling applications to send email with OutlookConfiguring programmatic accessConfiguring programmatic access using Group PolicyTips for securing your system
24. Archiving and Backing up your Data
Archiving itemsArchiving your data manuallyRestoring data after a system failure or a reinstallationConfiguring automatic archivingRun AutoArchive Every n DaysPrompt Before AutoArchive RunsDelete Expired ItemsArchive Or Delete Old ItemsShow Archive Folder In Folder ListSpecifying how archived items are handledApplying settings to all foldersUsing AutoArchive settings for individual foldersSetting retention policyBacking up your Outlook dataBacking up your Outlook dataBacking up your personal foldersBacking up using file copyBacking up using the Windows backup capabilityRestoring your data
VII. Customizing Outlook and Using Advanced Features
25. Creating and Using Templates
Working with email templatesCreating an email templateUsing an email templateUsing a template with a contact groupUsing other Outlook template typesAppointments and meetingsContactsTasks and task requestsEditing templatesSharing templatesUsing templates effectively
26. Customizing the Outlook Interface
Customizing the Folder PaneA quick tour of the Folder PaneShowing and hiding the Folder PaneChanging the number of buttons on the Folder PaneAdding a shortcut to an Outlook folder or a public folderAdding a file folder or document to the Folder PaneAdding a website to the Folder PaneRemoving a shortcut from the Folder PaneRenaming a shortcut in the Folder PaneWorking with groups in the Folder PaneAdding a group to the Folder PaneRenaming a group in the Folder PaneRemoving a group from the Folder PaneCustomizing the To-Do BarCustomizing the ribbonModifying existing items and tabsAdding new itemsCreating your own ribbon tabsSharing your customized ribbonResetting customizationsCustomizing the Quick Access ToolbarCustomizing the Outlook Today viewConfiguring Outlook TodaySpecifying the startup viewSpecifying folders to showSetting calendar optionsSetting task optionsUsing stylesCustomizing Outlook Today with HTMLCreating and using custom viewsBasing a new view on an existing viewCreating a new view from scratchModifying, renaming, or deleting a viewCustomizing a view’s settingsConfiguring columnsGrouping dataSorting dataApplying filters to the viewConfiguring fonts and other general settingsCreating rules for conditional formatting of text
27. Designing and Using Custom Forms
Overview of standard forms, item types, and message classesOutlook formsOutlook item typesOutlook message classesCreating custom forms from standard formsCompose vs. readOutlook fieldsItem types and fieldsCreating custom forms from scratchCreating multipage formsAdding and arranging controlsPropertiesDisplayLayoutValueValidationStandard controlsAdding graphics to formsAdding user-defined fieldsPublishing and sharing formsSaving formsPublishing formsChoosing formsUsing forms effectively
28. Automating Common Tasks
Understanding automation optionsUnderstanding macrosUsing macrosCreating a macro from scratchRunning a macroEditing a macroStepping through a macroDeleting a macroSharing macros with othersSetting macro securitySpecifying trusted sources
29. Using Group Policy and Custom Installations
Overview of Group PolicyUsing the Office Administrative TemplatesCustomizing Outlook deploymentWhat can you customize?
30. Accessing Your Mailboxes without Outlook
Overview of Outlook Web AppOutlook Web App featuresWeb browser optionsAuthentication optionsUsing Outlook Web AppConnecting to the serverSending and receiving messagesSorting messagesCopying and moving messagesDeleting messagesWorking with other foldersRenaming and deleting foldersWorking with the calendar, contacts, and other itemsCalendar folderContacts folder (People)Configuring the Out of Office Assistant in Outlook Web AppConfiguring other options for Outlook Web AppUsing Windows 8 MailUsing Windows Phone
Index
About the Author
Copyright

Overview

Conquer Microsoft Outlook—from the inside out!

Dive into Outlook 2013—and really take control of your communications and workday! This supremely organized reference packs hundreds of timesaving solutions, troubleshooting tips, and workarounds. It’s all muscle and no fluff. Discover how the experts tackle Outlook—and challenge yourself to new levels of mastery.

Connect to Microsoft SharePoint and social networks with Outlook

Customize and configure Outlook with advanced setup options

Expertly manage your contacts and other critical data

Optimize team efficiency by sharing your calendar and tasks

Collaborate through SharePoint libraries and files

Encrypt your data, protect against viruses, and filter spam

Use Outlook 2013 as a Microsoft Exchange Server client

Communicate and collaborate using Microsoft Lync and Skype

Work with Outlook using a web browser or mobile device

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