Microsoft Outlook 2013 Inside Out

Table of contents

1. Introduction
   1. Who this book is for
   2. How this book is organized
   3. Features and conventions used in this book
      1. Design conventions
   4. Acknowledgments
   5. Support and feedback
      1. Errata
      2. We want to hear from you
      3. Stay in touch
2. I. Getting Started with Outlook 2013
   1. 1. What’s new in Outlook 2013?
      1. A new look
      2. New ways to work in Outlook
      3. Email changes
      4. The People Hub and social networking
      5. Folder Pane changes
      6. The Weather Bar
      7. Exchange ActiveSync support
      8. Quick Peek preview
      9. Cached Exchange Mode
      10. IMAP
      11. OST compression
      12. Apps for Outlook
      13. Site mailboxes
      14. Features deprecated or removed from Outlook
   2. 2. Starting Outlook
      1. Standard methods for starting Outlook
         1. Normal startup
         2. Creating shortcuts
            1. Pinning Outlook to the Start menu and taskbar (Windows 7)
            2. Pinning Outlook to the Start screen and taskbar (Windows 8)
         3. Specifying an Outlook profile
         4. Safe Mode startup
         5. Starting Outlook automatically
      2. Using startup switches
         1. Changing the Outlook shortcut
         2. Creating shortcuts to start new Outlook items
      3. Choosing a startup view
   3. 3. Setting up Accounts in Outlook
      1. How Outlook stores data
      2. Creating and using Outlook profiles
         1. Creating profiles
            1. Creating a profile from scratch
            2. Copying a profile
            3. Modifying or removing a profile
         2. Using profiles
            1. Setting a default profile
            2. Choosing a profile
      3. Adding Outlook accounts to a profile
         1. An overview of account types
            1. SMTP/POP3
            2. IMAP
            3. Exchange Server
            4. Exchange ActiveSync
         2. Adding POP3 accounts
            1. Configuring general settings for Internet accounts
            2. Configuring outgoing server settings for Internet accounts
            3. Configuring advanced settings for POP3 accounts
         3. Adding IMAP accounts
         4. Adding an Exchange account
            1. Configuring general properties
            2. Configuring advanced properties
            3. Configuring security properties
            4. Configuring connection properties
            5. Verifying connection status
            6. Testing AutoConfiguration
         5. Adding Outlook.com and Hotmail accounts
         6. Configuring Outlook for Office 365
   4. 4. Working in and Configuring Outlook
      1. Using the Folder Pane
         1. Using objects in the Folder Pane
         2. Controlling the appearance of the Folder Pane
      2. Using the Reading Pane
      3. Using the To-Do Bar
      4. Using the People Pane
      5. Using the ribbon
      6. Using the Quick Access Toolbar
      7. Using the Backstage view
      8. Using other Outlook features
         1. Using multiple Outlook windows
         2. Using the Folder List
         3. Using the status bar
         4. Using the InfoBar
   5. 5. Creating and Using Categories
      1. Understanding categories
      2. Customizing your category list
      3. Assigning categories to Outlook items
         1. Assigning categories to existing Outlook items
         2. Assigning a Quick Click category
         3. Assigning categories automatically
      4. Modifying categories and category assignments
         1. Changing existing categories
         2. Changing category assignments
         3. Changing category assignments of multiple items at one time
      5. Organizing data with categories
      6. Viewing selected categories only
      7. Using categories effectively
3. II. Working with Email
   1. 6. Basic Email Tasks
      1. Working with messages
         1. Opening a standard message form
         2. Addressing messages
         3. Including carbon copies and blind carbon copies
         4. Copying someone on all messages
         5. Using templates and custom forms for addressing
         6. Specifying message priority and sensitivity
         7. Saving a message to send later
         8. Setting sending options
         9. Controlling when messages are sent
         10. Requesting delivery and read receipts
         11. Using message tracking and receipts options
         12. Replying to messages
         13. Forwarding messages
         14. Using other reply and forwarding options
         15. Deleting messages
         16. Undeleting messages
      2. Controlling synchronization and send/receive times
         1. Setting up send/receive groups
            1. Creating new groups
            2. Modifying existing groups
         2. Limiting message size
         3. Scheduling send/receive synchronization
            1. Configuring send/receive schedules
            2. Disabling scheduled send/receive processing
      3. Configuring other messaging options
         1. Setting up notification of new mail
         2. Using message alerts
      4. Managing messages and attachments
         1. Saving messages automatically
         2. Retaining a copy of sent messages
         3. Working with attachments
            1. Previewing attachments
            2. Viewing attachments
            3. Saving attachments to disk
         4. Saving messages to a file
   2. 7. Advanced Email Tasks
      1. Formatting text in messages
         1. Formatting lists
         2. Options on the Format Text tab
         3. Working with styles
            1. Using style sets
            2. Creating a custom style set
      2. Using tables
         1. Inserting a table in a message
         2. Working with tables
         3. Working with Quick Tables
      3. Using special text features
         1. Quick Parts
         2. Drop cap
         3. Date and time
         4. Text box
         5. WordArt
         6. Object
      4. Including illustrations in messages
         1. Inserting a picture from a file
         2. Inserting shapes
         3. Inserting a chart
            1. Chart Tools Design tab
            2. Chart Tools Layout tab
            3. Chart Tools Format tab
         4. Inserting SmartArt
            1. SmartArt Tools Design tab
            2. SmartArt Tools Format tab
      5. Using symbols in a message
         1. Inserting an equation
         2. Inserting a symbol
         3. Inserting a horizontal line
      6. Working with hyperlinks
         1. Inserting hyperlinks
         2. Inserting hyperlinks to files or webpages
         3. Inserting a hyperlink to a place in the current message
         4. Inserting a hyperlink to a new document
         5. Inserting a hyperlink to an email address
         6. Removing a hyperlink
         7. Inserting bookmarks
      7. Including other items in a message
         1. Attaching files
         2. Inserting files in the body of a message
         3. Including an Outlook 2013 item
         4. Attaching a business card to a message
         5. Including a calendar
      8. Customizing the appearance of your messages
         1. Understanding how Outlook formats messages
            1. Office themes
            2. Stationery
            3. Style sets
         2. Using themes to customize your messages
            1. Colors
            2. Fonts
            3. Effects
            4. Page color
         3. Creating a custom theme
         4. Using stationery to customize your messages
      9. Using signatures
         1. Understanding message signatures
         2. Defining signatures
         3. Adding signatures to messages
         4. Backing up your signatures
      10. Using the proofing and research tools
          1. Adding the translator service
          2. Using the proofing tools
          3. Setting the proofing language
          4. Configuring research options
      11. Controlling when messages are delivered
          1. Setting messages to expire
          2. Recalling a sent message before it is read
      12. Voting in Outlook
          1. Sending a message for a vote
             1. Using the default voting responses
             2. Using custom responses
          2. Casting your vote
          3. Viewing and sorting votes
          4. Setting options for voting
   3. 8. Security and Data Protection
      1. Configuring HTML message handling
      2. Protecting messages with digital signatures
         1. Understanding digital certificates and signatures
         2. Obtaining a digital certificate
         3. Copying a certificate to another computer
            1. Backing up your certificate
            2. Installing your certificate from a backup
      3. Signing messages
         1. Understanding S/MIME and clear-text options
         2. Adding your digital signature
         3. Setting global security options
         4. Creating and using security profiles
         5. Reading signed messages
         6. Changing certificate trust relationships
         7. Configuring CA trust
         8. Configuring CA trust for multiple computers
         9. Viewing and validating a digital signature
      4. Encrypting messages
         1. Getting ready for encryption
            1. Swapping certificates
            2. Obtaining a recipient’s public key from a public CA
         2. Sending encrypted messages
         3. Reading encrypted messages
      5. Protecting data with Information Rights Management
         1. Using IRM in Outlook 2013
   4. 9. Managing Your Email
      1. Using Conversation view
         1. Cleaning up conversations
            1. Setting cleanup options
         2. Ignoring a conversation
         3. Balancing cleanup against retention
      2. Finding and organizing messages with Search Folders
         1. Using Search Folders
         2. Customizing Search Folders
         3. Creating a new Search Folder
      3. Flagging and monitoring messages and contacts
         1. Flagging received and previously sent messages
         2. Flagging outgoing messages
         3. Viewing and responding to flagged messages
      4. Grouping messages by customizing the folder view
      5. Filtering a view using categories
      6. Managing email with folders
         1. Creating folders
         2. Moving messages to other folders
      7. Managing email effectively
   5. 10. Managing Junk Email
      1. How Outlook 2013 junk email filtering works
         1. No Automatic Filtering
         2. Low
         3. High
         4. Safe Lists Only
         5. Understanding how Outlook 2013 uses the filter lists
         6. Deleting instead of moving messages
      2. How Outlook 2013 phishing protection works
      3. Enabling and configuring junk email filtering
      4. Controlling automatic downloads
         1. Configuring automatic downloading of external content
      5. Marking and unmarking junk email
      6. Creating other junk email rules
      7. Other spam-filtering solutions
         1. Filtering in Exchange Server
         2. Using third-party filters
      8. Managing junk email effectively
   6. 11. Using Rules, Alerts, and Automatic Responses
      1. Understanding message rules
      2. Creating and using rules
         1. Creating new rules from existing items
         2. Create new rules using the Rules Wizard
         3. Applying rules to specific folders or all folders
         4. Copying rules to other folders
         5. Creating rules that use OR logic
         6. Modifying rules
      3. Controlling rules
         1. Setting rule order
         2. Stopping rules from being processed
         3. Disabling and removing rules
      4. Sharing rules with others
      5. Backing up and restoring rules
      6. Using rules to move messages between accounts
      7. Running rules manually and in specific folders
      8. Creating and using Quick Steps
         1. Quick Steps overview
         2. Using the default Quick Steps
         3. Creating your own Quick Steps
            1. Creating simple Quick Steps from predefined options
            2. Creating custom Quick Steps
         4. Editing Quick Steps
         5. Copying Quick Steps
         6. Using Quick Steps effectively
      9. Creating automatic responses with Automatic Replies (Out of Office)
         1. Understanding Automatic Replies (Out of Office) features
         2. Using the Out of Office Assistant with Exchange Server 2003 and earlier
         3. Using the Automatic Replies (or Out of Office Assistant) feature for Exchange Server 2007, 2010, and 2013
         4. Creating custom Automatic Replies (Out of Office) rules
      10. Creating automatic responses with custom rules
          1. Setting up the reply
          2. Creating automatic responses from local templates
          3. Creating automatic responses from the server
      11. Creating mobile alerts
          1. Creating calendar alerts and summaries from Exchange Server
          2. Forward email messages
          3. Creating message alerts
   7. 12. Finding and Organizing your Email
      1. Using Instant Search
         1. Configuring Instant Search
            1. Turning Instant Search on and off
            2. Choosing search options
            3. Controlling which data files are searched
         2. Performing a search
            1. Refining your search
            2. Making fields from custom forms available
         3. Configuring indexing options
      2. Finding messages with Windows 7 Search
      3. Searching for contacts
      4. Using Advanced Find
         1. The Advanced Find dialog box
         2. Specifying advanced search criteria
      5. Organizing data
         1. Organizing your email
            1. Search Folders
            2. Using folders
            3. Using rules
            4. Using color categories
            5. Using views
         2. Organizing your calendar, contacts, tasks, and notes
      6. Organizing your Outlook items effectively
4. III. Working with Contacts and Address Books
   1. 13. Managing Address Books and Contact Groups
      1. Understanding address books
         1. Outlook 2013 address book
         2. Global Address List
         3. LDAP (Internet directory services)
         4. Other address lists
      2. Configuring address books and addressing options
         1. Setting the contacts display option for the OAB
         2. Removing Contacts folders from the OAB
         3. Setting other addressing options
            1. Selecting the default address book for lookup
            2. Creating address entries in a specific address book
            3. Specifying how names are checked
         4. Creating address book entries
         5. Modifying addresses
         6. Removing addresses
      3. Finding people in the address book
      4. Using AutoComplete for addresses
         1. Deleting or adding entries in the Suggested Contacts folder
         2. Deleting the entire contents of the Suggested Contacts folder
      5. Using contact groups (distribution lists)
         1. Creating contact groups
         2. Modifying a contact group
         3. Renaming a contact group
         4. Deleting a contact group
         5. Hiding addresses when using a contact group
         6. Contact groups for multiple address fields
         7. Using distribution lists with Exchange Server
            1. Adding a server-side distribution list to contacts
            2. Modifying a server-side distribution list
      6. Adding addresses to the address book automatically
   2. 14. Working with Contacts
      1. Working with the People Hub
      2. Creating a contact entry
         1. Creating contact entries from the same company
         2. Creating a contact entry from an email message
         3. Copying an existing contact entry
      3. Creating other contact folders
      4. Working with contacts
         1. Associating a contact with other items and documents
            1. Associating contacts and documents
            2. Removing a link
         2. Assigning categories to contacts
         3. Resolving duplicate contacts
         4. Phoning a contact
         5. Sending an email message to a contact
         6. Connecting to a contact’s website
         7. Scheduling appointments and meetings with contacts
            1. Scheduling a meeting with a contact
         8. Assigning a task to a contact
         9. Flagging a contact for follow-up
         10. Finding contacts
      5. Viewing contacts
         1. Using standard views in the Contacts folder
         2. Customizing Contacts view
            1. Filtering Contacts view
            2. Configuring fonts and card dimensions
            3. Using automatic formatting
            4. Filtering contacts with categories
      6. Printing contacts
      7. Working with contact groups
         1. Creating a personal contact group
         2. Adding or deleting names in a contact group
      8. Sharing contacts
         1. Sharing your Contacts folders
         2. Sharing contacts with vCards
            1. Creating a vCard from a contact entry
            2. Including a vCard with your signature
            3. Saving a contact entry as a vCard
            4. Saving a vCard attachment in your Contacts folder
      9. Setting People options
      10. Using contacts for a mail merge in Word
          1. Filtering contacts in or out of the merge
      11. Performing a mail merge from Outlook
      12. Using contacts effectively
   3. 15. Social Networking and Outlook
      1. Integrating social networking accounts in Outlook
         1. Adding Facebook contacts
         2. Adding LinkedIn contacts
         3. Adding SharePoint contacts
         4. Linking contacts
         5. Viewing social updates
         6. Using social networking add-on apps
      2. Using Outlook with Skype
         1. Sending an instant message
         2. Making audio or video calls
         3. Making phone calls
5. IV. Managing Your Calendar and Tasks
   1. 16. Scheduling Appointments
      1. Calendar basics
         1. Understanding calendar items
         2. Using the time bar
         3. Using the Date Navigator
         4. Using the To-Do Bar
         5. Setting the number of days displayed
         6. Selecting a date
      2. Working with one-time appointments
         1. Specifying the subject and location
         2. Specifying start and end times
         3. Setting a reminder
         4. Classifying an appointment
         5. Adding a note
         6. Categorizing an appointment
         7. Saving an appointment
         8. Changing an appointment to an event
      3. Working with one-time events
         1. Using the event form
         2. Changing an event to an appointment
      4. Creating a recurring appointment or event
      5. Modifying an appointment or event
         1. Changing an appointment or event
         2. Deleting an appointment or event
      6. Using categories and colors
         1. Assigning color categories to an appointment manually
         2. Assigning color to an appointment automatically
      7. Printing calendar items
      8. Customizing the current calendar view
         1. Redefining fields
         2. Filtering calendar items
         3. Controlling fonts and other view settings
      9. Creating a custom view
         1. Creating a new view
         2. Copying a view
         3. Using overlay mode to view multiple calendars in one
      10. Backing up your schedule
      11. Managing time zones
          1. Changing the time zone
          2. Using two time zones
      12. Managing your calendar effectively
   2. 17. Scheduling Meetings, Rooms, and Resources
      1. Sending a meeting request
         1. Scheduling a meeting
         2. Scheduling a meeting from an email (Reply With Meeting)
         3. Scheduling a meeting from the Contacts folder
         4. Changing a meeting
      2. Scheduling a meeting with the Scheduling Assistant
      3. Responding to a meeting request
         1. Receiving a request for a meeting
         2. Receiving a response to your request
         3. Checking attendees
      4. Scheduling resources
         1. Setting up resources for scheduling
         2. Using the configured resources
         3. Viewing a room calendar
      5. Managing meetings effectively
         1. Finding the best time for the meeting
         2. Using the Scheduling Assistant to help schedule meetings
         3. Setting a sufficient reminder to enable you to make meetings on time
   3. 18. Working with Tasks
      1. Working with tasks in the Tasks folder
         1. Creating a task
         2. Creating a recurring task
         3. Adding a reminder
         4. Setting a task estimate
         5. Marking a task as completed
      2. Assigning tasks to others
         1. Understanding task ownership
         2. Making or accepting an assignment
         3. Reclaiming ownership of a declined task
         4. Assigning tasks to multiple people
         5. Tracking the progress of a task
         6. Sending a task status report
         7. Creating an unassigned copy of an assigned task
      3. Viewing and customizing the Tasks folder
         1. Changing fonts and table view settings
         2. Using conditional formatting
         3. Setting general task options
      4. Working with tasks in other ways
         1. Working with tasks in the To-Do Bar
            1. Changing the task list view
         2. Working with tasks in Outlook Today
         3. Using the Daily Task List
      5. Managing tasks effectively
6. V. Collaboration
   1. 19. Using Outlook and Lync
      1. Overview of Lync and Outlook integration
      2. Joining a Lync meeting
      3. Creating a Lync meeting
      4. Setting Lync meeting options
      5. Starting an IM conversation
      6. Starting a voice call
      7. Starting a video call
   2. 20. Sharing Information between Outlook and SharePoint
      1. Overview of SharePoint
      2. Adding SharePoint calendars to Outlook
      3. Using SharePoint contacts in Outlook
      4. Using site mailboxes
      5. Viewing online status
   3. 21. Delegating Responsibilities to an Assistant
      1. Delegation overview
      2. Assigning delegates and working as an assistant
         1. Adding and removing delegates
         2. Taking yourself out of the meeting request loop
         3. Opening folders delegated to you
         4. Scheduling on behalf of another person
         5. Sending email on behalf of another person
      3. Granting access to folders
         1. Configuring access permissions
         2. Accessing other users’ folders
      4. Sharing folders with invitations
   4. 22. Sharing Calendars
      1. Sharing Exchange Server calendars
         1. Sharing your Exchange Server calendar
         2. Opening a shared Exchange Server calendar
      2. Sharing non-Exchange Server calendars
         1. Publishing your calendar on Office 365
         2. Publishing your Outlook.com/Live.com calendar
         3. Publishing your calendar to a WebDAV server
         4. Subscribing to a shared calendar
         5. Setting the search location for free/busy information
         6. Refreshing your schedule
         7. Sharing your calendar via email
         8. Sending a link to your Internet free/busy information through email
         9. Changing the free/busy status of an item
      3. Using calendar groups and Schedule View
         1. Using the built-in calendar groups
         2. Creating a calendar group
         3. Creating a group from existing calendars
         4. Moving/removing calendars and groups
7. VI. Security and Backup
   1. 23. Virus Protection
      1. Providing virus protection
         1. Implementing server-side solutions
         2. Implementing client-side solutions
            1. Virus protection in Outlook
      2. Protecting against viruses in attachments
         1. Protected View
         2. Level 1 attachments
         3. Level 2 attachments
      3. Configuring blocked attachments
         1. Configuring attachments in Exchange Server
         2. Using Outlook security settings
            1. Attachment security settings
            2. Custom form security settings
         3. Configuring security using Group Policy
            1. Setting the Outlook security mode
         4. Configuring attachment blocking directly in Outlook
            1. Removing blocked file types from the Level 1 list
            2. Adding blocked file types to the Level 1 list
      4. Opening blocked attachments
         1. Allowing Level 1 attachments
         2. Allowing Level 2 attachments
      5. Protecting against Office macro viruses
      6. Enabling applications to send email with Outlook
         1. Configuring programmatic access
            1. Configuring programmatic access using Group Policy
      7. Tips for securing your system
   2. 24. Archiving and Backing up your Data
      1. Archiving items
         1. Archiving your data manually
         2. Restoring data after a system failure or a reinstallation
      2. Configuring automatic archiving
         1. Run AutoArchive Every n Days
         2. Prompt Before AutoArchive Runs
         3. Delete Expired Items
         4. Archive Or Delete Old Items
         5. Show Archive Folder In Folder List
         6. Specifying how archived items are handled
         7. Applying settings to all folders
         8. Using AutoArchive settings for individual folders
         9. Setting retention policy
      3. Backing up your Outlook data
         1. Backing up your Outlook data
         2. Backing up your personal folders
            1. Backing up using file copy
            2. Backing up using the Windows backup capability
         3. Restoring your data
8. VII. Customizing Outlook and Using Advanced Features
   1. 25. Creating and Using Templates
      1. Working with email templates
         1. Creating an email template
         2. Using an email template
         3. Using a template with a contact group
      2. Using other Outlook template types
         1. Appointments and meetings
         2. Contacts
         3. Tasks and task requests
      3. Editing templates
      4. Sharing templates
      5. Using templates effectively
   2. 26. Customizing the Outlook Interface
      1. Customizing the Folder Pane
         1. A quick tour of the Folder Pane
         2. Showing and hiding the Folder Pane
         3. Changing the number of buttons on the Folder Pane
         4. Adding a shortcut to an Outlook folder or a public folder
         5. Adding a file folder or document to the Folder Pane
         6. Adding a website to the Folder Pane
         7. Removing a shortcut from the Folder Pane
         8. Renaming a shortcut in the Folder Pane
         9. Working with groups in the Folder Pane
            1. Adding a group to the Folder Pane
            2. Renaming a group in the Folder Pane
            3. Removing a group from the Folder Pane
      2. Customizing the To-Do Bar
      3. Customizing the ribbon
         1. Modifying existing items and tabs
         2. Adding new items
         3. Creating your own ribbon tabs
         4. Sharing your customized ribbon
         5. Resetting customizations
      4. Customizing the Quick Access Toolbar
      5. Customizing the Outlook Today view
         1. Configuring Outlook Today
            1. Specifying the startup view
            2. Specifying folders to show
            3. Setting calendar options
            4. Setting task options
            5. Using styles
         2. Customizing Outlook Today with HTML
      6. Creating and using custom views
         1. Basing a new view on an existing view
         2. Creating a new view from scratch
         3. Modifying, renaming, or deleting a view
         4. Customizing a view’s settings
            1. Configuring columns
            2. Grouping data
            3. Sorting data
            4. Applying filters to the view
            5. Configuring fonts and other general settings
            6. Creating rules for conditional formatting of text
   3. 27. Designing and Using Custom Forms
      1. Overview of standard forms, item types, and message classes
         1. Outlook forms
         2. Outlook item types
         3. Outlook message classes
      2. Creating custom forms from standard forms
         1. Compose vs. read
         2. Outlook fields
         3. Item types and fields
      3. Creating custom forms from scratch
      4. Creating multipage forms
      5. Adding and arranging controls
         1. Properties
            1. Display
            2. Layout
            3. Value
            4. Validation
         2. Standard controls
      6. Adding graphics to forms
      7. Adding user-defined fields
      8. Publishing and sharing forms
         1. Saving forms
         2. Publishing forms
         3. Choosing forms
      9. Using forms effectively
   4. 28. Automating Common Tasks
      1. Understanding automation options
      2. Understanding macros
      3. Using macros
         1. Creating a macro from scratch
         2. Running a macro
         3. Editing a macro
         4. Stepping through a macro
         5. Deleting a macro
         6. Sharing macros with others
      4. Setting macro security
         1. Specifying trusted sources
   5. 29. Using Group Policy and Custom Installations
      1. Overview of Group Policy
      2. Using the Office Administrative Templates
      3. Customizing Outlook deployment
         1. What can you customize?
   6. 30. Accessing Your Mailboxes without Outlook
      1. Overview of Outlook Web App
         1. Outlook Web App features
         2. Web browser options
         3. Authentication options
      2. Using Outlook Web App
         1. Connecting to the server
         2. Sending and receiving messages
         3. Sorting messages
         4. Copying and moving messages
         5. Deleting messages
         6. Working with other folders
            1. Renaming and deleting folders
         7. Working with the calendar, contacts, and other items
            1. Calendar folder
            2. Contacts folder (People)
         8. Configuring the Out of Office Assistant in Outlook Web App
         9. Configuring other options for Outlook Web App
      3. Using Windows 8 Mail
      4. Using Windows Phone
9. Index
10. About the Author
11. Copyright