book

Microsoft® Office Outlook® 2003 Inside Out

by Jim Boyce

November 2003

Intermediate to advanced

1168 pages

34h 25m

English

Microsoft Press

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What's On the CDUsing the CDSystem RequirementsSupport Information
Text ConventionsDesign Conventions
Who This Book Is ForHow This Book Is OrganizedPart 1—Working with OutlookPart 2—MessagingPart 3—Contact ManagementPart 4—SchedulingPart 5—Customizing OutlookPart 6—Managing and Securing OutlookPart 7—Using Outlook with Exchange ServerPart 8—Collaboration and MobilityCompanion CDWhat's New in Outlook 2003A New InterfaceSearch FoldersCached Exchange ModeJunk Mail Blocking and External Content FilteringWindows SharePoint ServicesInformation Rights ManagementBusiness Contact ManagerOutlook Web Access
Overview of OutlookMessagingExchange ServerInternet E-MailHTTP-Based E-MailFax Send and ReceiveExtensible E-Mail SupportSchedulingContact ManagementTask ManagementTracking with Outlook's JournalOrganizing Your Thoughts with NotesHow Outlook Stores DataPersonal Folders—PST FilesOptions for Working OfflineSharing Storage FilesUnderstanding Messaging ProtocolsSMTP/POP3IMAPMAPILDAPNNTPHTMLMIMES/MIMEMHTMLiCalendar, vCalendar, and vCardSecurity Provisions in OutlookSupport for Security ZonesProtection Against Web BeaconsAttachment and Virus SecurityMacro VirusesDigital SignaturesMessage EncryptionSecurity LabelsUnderstanding Outlook Service OptionsOptions for Starting OutlookNormal StartupSafe Mode StartupStarting Outlook AutomaticallyAdding Outlook to the Quick Launch BarChanging the Outlook ShortcutUse RUNAS to Change User ContextStartup SwitchesChoosing a Startup ViewCreating Shortcuts to Start New Outlook Items

Starting Outlook for the First TimeConfiguring Accounts and ServicesTesting Your E-Mail AccountUnderstanding User ProfilesCreating ProfilesCreating a Profile from ScratchCopying a ProfileModifying or Removing a ProfileCreating Multiple ProfilesSwitching ProfilesSpecifying the Startup ProfileConfiguring Online and Offline Data StoragePersonal Folders and Offline FoldersAdding Other Data StoresRemoving Data StoresConfiguring Offline StorageUsing an OST FileConfiguring Cached Exchange ModeChanging Your Data Storage LocationSetting Delivery Options
Understanding the Outlook FoldersWorking with the Standard Outlook ViewsOutlook TodayInboxPreviewing MessagesCustomizing the Inbox ViewCalendarWorking with the ScheduleUsing the Calendar's Reading PaneUsing the TaskPadUsing the Date NavigatorCustomizing the Calendar ViewContactsCustomizing the Contacts ViewTasksCustomizing the Tasks ViewNotesDeleted ItemsChoosing the Startup ViewUsing Other Outlook FeaturesUsing the Navigation PaneUsing Objects on the Navigation PaneControlling the Navigation Pane's AppearanceUsing the Standard Outlook ToolbarsUsing Multiple Outlook WindowsUsing the Folder ListUsing the Status BarUsing the Reading PaneUsing AutoPreviewUsing the InfoBarConfiguring Outlook OptionsPreferencesMail SetupMail FormatSpellingChecking SpellingUsing AutoCorrectEditing a Custom Spelling DictionaryUsing International DictionariesSecurityOtherDefining the Default Program for E-Mail, Contacts, and CalendarProcessing Deleted ItemsSetting Up AutoArchiveCustomizing the Reading PaneSetting Up Person NamesDelegatesSetting Advanced OptionsConfiguring Reminder OptionsSetting Service OptionsUsing Outlook on the WebBrowsing the Web with OutlookConnecting to Exchange Server with HTTPUsing NetMeetingUsing NetShowAccessing Your Mail Through a BrowserConfiguring Windows Settings for OutlookDisplay SettingsRegional SettingsTime SynchronizationUsing Add-Ins
Understanding CategoriesThe Master Category ListCustomizing Your Personal Master Category ListAssigning Categories to New ItemsAssigning Categories AutomaticallyModifying Categories and Category AssignmentsChanging Existing CategoriesResetting the Master Category List to Its Default VersionChanging Category AssignmentsChanging Category Assignments of Multiple Items at One TimeOrganizing Data with CategoriesSharing a Personal Category ListExporting Your Personal Master Category ListImporting CategoriesAn Alternative to the Registry SolutionUsing Entry Types
Understanding Address BooksOutlook Address BookPersonal Address BookGlobal Address ListOther Address ListsConfiguring Address Books and Addressing OptionsAdding a PABSetting Options for the OABSetting Options for the PABRemoving Contacts Folders from the OABSetting Other Addressing OptionsSelecting the Default Address Book for LookupSpecifying the Default Address Book for New EntriesSpecifying How Names Are CheckedManaging Contacts in the Personal Address BookCreating Address Book EntriesModifying AddressesRemoving AddressesFinding People in the Address BookUsing AutoComplete for AddressesDeleting a Name from the CacheDeleting the Entire CacheUsing Distribution ListsCreating Distribution ListsCreating a Contacts Distribution ListModifying a Distribution ListRenaming a Distribution ListDeleting a Distribution ListHiding Addresses When Using a Distribution ListDistribution Lists for Multiple Address FieldsGranting Delegate Permission to a Distribution ListUsing Distribution Lists on a ServerModifying a Server-Side Distribution ListAdding a Server-Side Distribution List to ContactsAutomatically Adding Addresses to the Address Book
Using Internet POP3 E-Mail AccountsConfiguring General Settings for Internet AccountsConfiguring Outgoing Server Settings for Internet AccountsConfiguring Connection Settings for Internet AccountsConfiguring Advanced Settings for Internet AccountsControlling Where Outlook Stores POP3 MessagesUsing IMAP AccountsControlling Where Outlook Stores IMAP MessagesUsing Outlook with CompuServeConfiguring Outlook for Classic CompuServe AccountsConfiguring Outlook for CompuServe 2000 AccountsUsing Hotmail and Other HTTP-Based ServicesUsing Outlook with Hotmail AccountsUnderstanding Where Outlook Stores HTTP MessagesUsing Outlook with ProdigyUsing Outlook with MSNUsing Multiple AccountsSending Messages Using a Specific AccountSeparating Incoming Messages by AccountKeeping a Copy of Your Mail on the ServerSet Your Own Computer as the Outgoing Mail ServerViewing Full Message Headers
Working with MessagesOpening a Standard Message FormAddressing MessagesIncluding Carbon Copies and Blind Carbon CopiesCopying Someone on All MessagesUse Templates and Custom Forms for AddressingUsing Word to Compose MessagesSpecifying Message Priority and SensitivitySaving a Message to Send LaterSetting Sending OptionsControlling When Messages Are SentRequesting Delivery and Read ReceiptsUsing Message Tracking and Receipts OptionsSending a Message for ReviewSending a Message as an AttachmentSending to a Routing RecipientReplying to MessagesForwarding MessagesUsing Other Reply and Forwarding OptionsControlling Synchronization and Send/Receive TimesSetting Up Send/Receive GroupsCreating New GroupsModifying Existing GroupsLimiting Message SizeScheduling Send/Receive SynchronizationConfiguring Send/Receive SchedulesDisabling Scheduled Send/Receive ProcessingManaging Messages and AttachmentsSaving Messages AutomaticallyRetaining a Copy of Sent MessagesSaving Attachments to a DiskSaving Messages to a FileConfiguring Message HandlingMoving and Copying Messages Between FoldersDeleting MessagesIncluding More Than TextFormatting Text in MessagesIncluding Graphics in MessagesAttaching Graphics Files to Plain-Text MessagesInserting Graphics with Outlook as the EditorInserting Graphics with Word as the EditorInserting HyperlinksInserting Hyperlinks with Outlook as the EditorInserting Hyperlinks with Word as the EditorInserting Files in the Body of a MessageAttaching FilesAttaching a Business Card to a MessageCustomizing Your Messages with StationeryUsing Predefined StationeryCreating Your Own StationeryUsing SignaturesUnderstanding Message SignaturesDefining SignaturesAdding Signatures to MessagesUsing Instant MessagingInstalling Windows MessengerAdding Contacts for Windows MessengerSetting Instant Messaging OptionsSending Instant Messages in OutlookConfiguring Other Messaging OptionsSetting Up Notification of New MailControlling Dial-Up Account ConnectionsFormatting Internet and International MessagesSetting Internet FormatSetting International Options
Finding and Organizing Messages with Search FoldersUsing Search FoldersCustomizing Search FoldersCreating a New Search FolderFlagging and Monitoring Messages and ContactsFlagging Outgoing MessagesViewing and Responding to Flagged MessagesFlagging Sent and Other MessagesFlagging Contact ItemsGrouping Messages by Customizing the Folder ViewProcessing Messages AutomaticallyUnderstanding Message RulesCreating Client-Side and Server-Side RulesCreating New RulesApplying Rules to Specific FoldersCopying Rules to Other FoldersCreating Rules Based on Existing MessagesCreating Rules That Use OR LogicModifying RulesSetting Rule OrderStopping Rules from ProcessingDisabling and Removing RulesSharing Rules with OthersBacking Up and Restoring RulesUsing the Organizer Pane to Create RulesUsing Rules to Move Messages Between AccountsRunning Rules Manually and in Specific FoldersManaging Junk and Adult Content MailHow Outlook 2003 Junk Filtering WorksNo ProtectionLowHighSafe Lists OnlyUnderstanding How Outlook Uses the Filter ListsDelete Instead of MoveJunk Filtering with Exchange ServerJunk Filtering with Non-Exchange AccountsEnabling and Configuring Junk E-Mail FilteringMarking and Unmarking Junk MailCreating Other Junk E-Mail RulesOther Spam Filtering SolutionsFiltering in Exchange ServerThird-Party FiltersCreating Automatic Responses with the Out Of Office AssistantManaging Mail When You're OutUsing the Out Of Office AssistantSetting Up the Out Of Office AssistantCreating Custom Out Of Office RulesApplying OR Logic in Out Of Office Assistant RulesCreating Automatic Responses with Custom RulesSetting Up the ReplyCreating Automatic Responses from Local TemplatesCreating Automatic Responses from the ServerUsing Message Alerts
The Native Windows Fax ServiceConfiguring the Fax ServiceInstalling Under Windows 2000Adding Microsoft Fax to Your ProfileConfiguring Microsoft Fax in Windows 2000Configuring User PropertiesUser Information TabCover Pages TabStatus Monitor TabAdvanced Options TabWorking with the Windows XP Fax ServiceAdding Fax Services in Windows XPConfiguring the Windows XP Fax ServiceSending FaxesUsing Cover PagesAdding Default Cover PagesCreating New Cover PagesReceiving Faxes with Outlook in Windows 2000Viewing FaxesControlling the ViewSetting the Default ViewerPrinting Incoming FaxesManaging FaxesFaxing Across the Internet
Using Security ZonesConfiguring 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 MessagesImporting Certificates from Outlook ExpressVirus ProtectionProtecting Against Viruses in AttachmentsLevel 1 AttachmentsLevel 2 AttachmentsProtecting Against Office Macro VirusesProtecting Data with Information Rights ManagementUsing Microsoft's IRM ServiceViewing IRM-Protected MessagesWorking with Multiple Accounts
Understanding Remote Mail OptionsRemote Mail in a NutshellSetting Up for Remote MailWorking with Message HeadersDownloading Message HeadersMarking and Unmarking Message HeadersMarking to Retrieve a MessageMarking to Retrieve a CopyMarking to Delete a MessageUnmarking a MessageProcessing Marked HeadersSelective Downloading for POP3 Using Send/Receive GroupsRetrieving Only Message HeadersRetrieving Based on Message SizeKeeping Messages on the Server
Copying Messages and Addresses to OutlookUnderstanding How Outlook Express Stores MessagesMigrating Messages Between SystemsMigrating Your Windows Address Book Between SystemsCopying Messages, Addresses, and Rules to Outlook from Outlook ExpressExporting Addresses from Outlook ExpressImporting Addresses Within OutlookCopying Addresses and Messages to Outlook ExpressCopying Addresses from an Outlook PAB to Outlook ExpressCopying Outlook Contacts to Outlook ExpressCopying Messages from Outlook to Outlook ExpressCopying AccountsCopying Accounts to OutlookCopying Accounts to Outlook Express
Overview of Newsgroups and News ServersConfiguring Outlook Express for NewsgroupsStarting Outlook Express to Read NewsgroupsSetting Up a News AccountGeneral TabServer TabConnection TabAdvanced TabManaging the Newsgroup ListDownloading and Updating the ListSubscribing and Unsubscribing to GroupsViewing a GroupSearching DescriptionsReading MessagesDownloading Message HeadersViewing and Reading MessagesWorking with Message ThreadsUnscrambling MessagesPosting MessagesPosting a Message to a Single GroupPosting a Message to Multiple GroupsProcessing Newsgroups and Working OfflineDownloading a Selection of MessagesCreating Messages OfflineSynchronizing Individual NewsgroupsSynchronizing All Newsgroups and E-Mail AccountsMonitoring and Managing MessagesFlagging MessagesWatching a ConversationIgnoring a ConversationFinding MessagesFiltering and Controlling the Message ViewAdding and Removing ColumnsControlling Which Messages Are ShownUsing RulesCreating Custom ViewsProcessing Messages with RulesWorking with AttachmentsPreviewing AttachmentsSaving AttachmentsPosting Messages with AttachmentsDecoding AttachmentsArchiving and Restoring MessagesArchiving MessagesArchiving a NewsgroupMoving Your Message StoreRetaining Accounts and Messages During a ReinstallationRetaining AccountsRetaining Messages
Working with the Contacts FolderCreating a Contact EntryCreating Contact Entries from the Same CompanyCreating a Contact Entry from an E-Mail MessageCopying an Existing Contact EntryCreating Other Contacts FoldersCopying the Design of a FolderWorking with ContactsAssociating a Contact with Other Items and DocumentsLinking a Contact to Existing Outlook ItemsLinking a Contact to a DocumentLinking a Contact to a New MessageRemoving a LinkAssigning Categories to ContactsResolving Duplicate ContactsPhoning a ContactSetting Up Speed Dial EntriesRedialing Recently Dialed NumbersSending an E-Mail Message to a ContactSending a Letter to a ContactConnecting to a Contact's Web SiteScheduling Appointments and Meetings with ContactsScheduling an Appointment with a ContactScheduling a Meeting with a ContactAssigning a Task to a ContactFlagging a Contact for Follow-UpFinding ContactsMaking a Common Change to Multiple ContactsViewing ContactsUsing Standard Views in the Contacts FolderCustomizing the Contacts ViewFiltering the Contacts ViewConfiguring Fonts and Card DimensionsUsing Automatic FormattingPrinting ContactsCustom Contact Printing with WordWorking with Distribution ListsCreating a Personal Distribution ListAdding or Deleting Names in a Distribution ListSharing ContactsSharing Your Contacts FoldersSharing Contacts with a Public FolderSharing Contacts with vCardsCreating a vCard from a Contact EntryIncluding a vCard with Your SignatureSaving a Contact Entry as a vCardSaving a vCard Attachment to Your Contacts FolderSetting Contact Options
Understanding What Business Contact Manager Can DoInstalling and Running Business Contact ManagerWhere Is Business Contact Manager?Adding and Removing Business Contact Manager for a ProfileWorking with Business ContactsCopying Existing ContactsCreating New Business ContactsUsing ContactsCreating and Using AccountsPerforming Actions with AccountsCreating and Using OpportunitiesCreating and Managing ProductsAdding Products to an OpportunityTracking Item HistoryAttaching ItemsCreating ReportsNavigating Through a ReportModifying ReportsSaving ReportsPrinting ReportsImporting and Exporting InformationImporting Contacts or AccountsImporting ProductsManaging Your Business Contact Manager DataCleaning Up the DatabaseBacking Up the DatabaseRestoring the DatabaseDeleting Databases
Overview of LDAP ServicesConfiguring a Directory Service Account in OutlookSetting the Search BaseConfiguring a Directory Service Account in Outlook ExpressUsing LDAP to Find PeopleSearching from OutlookSearching from Outlook ExpressSearching from WindowsConfiguring an LDAP ServerAdding Global Catalog ServersConfiguring Exchange Server 5.x LDAP PropertiesSetting Up ReferralsConfiguring Windows 2000 Server and Windows Server 2003 LDAP PropertiesCreating External ReferralsSecuring Global Address Lists
Understanding Outlook NotesConfiguring Note OptionsWorking with NotesAdding a NoteReading and Editing a NoteForwarding a NoteAdding a Note Sent to YouUsing a Note to Create a Task or an AppointmentMoving and Copying NotesCopying a Note to the ClipboardCopying a Note to the Desktop or Other FolderChanging Note ColorAssigning Categories to NotesPrinting a NoteDate and Time Stamping NotesDeleting a NoteViewing Notes
Understanding the Outlook JournalUsing Automatic JournalingSetting Journal OptionsTurning Off Automatic JournalingAutomatically Recording E-Mail MessagesAutomatically Recording Contact InformationAutomatically Recording Document ActivityAdding Journal Items ManuallyRecording Work in a File ManuallyRecording Outlook Items ManuallyRecording Other Activities ManuallyManually Recording Phone CallsChanging Journal EntriesModifying an EntryMoving an Entry on the TimelineDeleting an EntryConnecting Journal Activities to Individual ContactsViewing the JournalUsing By Type ViewUsing By Contact ViewUsing By Category ViewUsing Entry List ViewUsing Last Seven Days ViewUsing Phone Calls ViewCustomizing Journal ViewsDisplaying Item Labels in the Monthly TimelineShowing Week NumbersPrinting Journal ItemsSharing Journal Information
Calendar BasicsUnderstanding Calendar ItemsUsing the Time BarUsing the Date NavigatorUsing the TaskPadSetting the Number of Days DisplayedSelecting a DateWorking with One-Time AppointmentsSpecifying the Subject and LocationSpecifying Start and End TimesSetting a ReminderClassifying an AppointmentAdding a NoteAssigning a ContactCategorizing 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 EventDeleting an Appointment or EventUsing Color EffectivelyAssigning Color 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 ViewBacking Up Your ScheduleSharing Your CalendarManaging Your Free/Busy InformationUnderstanding What Status Is AvailablePublishing Your SchedulePublishing to the Microsoft Office Internet Free/Busy ServicePublishing to FTP, HTTP, and File ServersSetting the Search Location for Free/Busy InformationConfiguring Authentication for Free/Busy SearchesRefreshing Your ScheduleSending Your Free/Busy Information Through E-MailChanging the Free/Busy Status of an ItemWorking with Group SchedulesCreating a Group ScheduleAdding Members to the GroupViewing a Group ScheduleSetting Up a Meeting or Sending E-MailCreating Your Own Free/Busy ServerManaging Time ZonesChanging the Time ZoneUsing Two Time ZonesPublishing Your Calendar as a Web Page
Sending a Meeting RequestSelecting AttendeesScheduling a MeetingScheduling a Meeting from the Contacts FolderChanging a MeetingResponding to a Meeting RequestReceiving a Request for a MeetingReceiving a Response to Your RequestChecking AttendeesScheduling ResourcesSetting Up Resources for SchedulingUsing the Configured ResourcesHolding an Online MeetingSetting Up NetMeetingScheduling a NetMeeting ConferenceUsing NetMeetingMeeting Through Exchange Conferencing ServerMeeting Through Windows Media Services
Working with Tasks in the Tasks FolderCreating a TaskCopying an Existing TaskCreating a Recurring TaskAdding a ReminderSetting a Task EstimateMarking a Task as CompletedAssigning Tasks to OthersAbout 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 Automatic FormattingSetting General Task OptionsWorking with Tasks in Other WaysWorking with Tasks on the TaskPadChanging the TaskPad's ViewSetting TaskPad OptionsWorking with Tasks in Outlook Today
Overview of Microsoft ProjectProject Management BasicsKeeping a Project in BalanceMicrosoft Project's Four Project Management StepsCreating a Simple ProjectIntegrating Your Outlook CalendarIntegrating Your Address BookCreating a Resource ListAssigning a Resource to a TaskKeeping Track of Your ProgressIntegrating Communication FeaturesAllowing Tasks to Be Delegated to Other Team MembersPublishing TasksSending an UpdateImporting an Outlook TaskSending a Microsoft Project File Using OutlookRouting a Microsoft Project File Using OutlookForwarding a Microsoft Project File Using Outlook
Working with E-Mail TemplatesCreating an E-Mail TemplateUsing an E-Mail TemplateUsing a Template with a Distribution ListUsing Other Outlook Template TypesAppointments and MeetingsContactsTasks and Task RequestsJournal EntriesEditing TemplatesSharing Templates
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 ControlsPropertiesDisplayValueValidationStandard ControlsAdding Graphics to FormsUsing Office Documents to Create Outlook FormsPublishing and Sharing FormsPublishing FormsPublishing Forms ProgrammaticallySharing Forms in Public FoldersFor More Information on VBScript and Outlook
Customizing the Navigation PaneA Quick Tour of the Navigation PaneShowing and Hiding the Navigation PaneChanging the Number of Buttons on the Navigation PaneAdding a Shortcut to an Outlook or Public FolderAdding a File Folder or Document to the Navigation PaneAdding a Web Site to the Navigation PaneRemoving an Icon from the Navigation PaneRenaming a Shortcut on the Navigation PaneWorking with Groups on the Navigation PaneAdding a Group to the Navigation PaneRenaming a Group on the Navigation PaneRemoving a Group from the Navigation PaneCustomizing Command BarsWorking with ToolbarsDisplaying and Hiding ToolbarsMoving and Docking ToolbarsCreating Custom Command BarsAdding ItemsRemoving ItemsReorganizing ItemsModifying Command Bar ItemsChanging the Width of the Drop-Down ListChanging the Button SizeRestoring Default Command BarsRenaming a Custom ToolbarDeleting a Custom Command BarSharing a Custom Command BarRecovering the Default Command BarsControlling Command Bar Appearance and BehaviorCustomizing Outlook Today ViewConfiguring Outlook TodaySpecifying the Startup OptionSpecifying Folders to ShowSetting Calendar OptionsSetting Task OptionsUsing StylesCustomizing Outlook Today with HTMLExtracting Outlook Today's HTML CodeModifying Outlook TodaySpecifying Your Custom Outlook Today PageSharing an Outlook Today Page
Creating 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 FieldsGrouping DataSorting DataApplying Filters to the ViewConfiguring Fonts and Other General SettingsCreating Rules for Automatic Formatting of TextPrinting in OutlookOverview of Print StylesPrinting from OutlookCreating Custom Print StylesDeleting Print StylesResetting Print StylesCustom Printing with Scripts and WordUsing a Custom Contact StyleUsing a Custom Message StyleCustom Printing with Excel
Understanding Automation OptionsUnderstanding MacrosUsing MacrosCreating a Macro from ScratchRunning a MacroEditing a MacroStepping Through a MacroDeleting a MacroSharing Macros with OthersSetting Macro SecurityUsing Security LevelsSpecifying Trusted SourcesSigning Your Macros to Avoid Security Warnings
Using Contacts for a Mail Merge in WordFiltering Contacts in or out of the MergePerforming a Mail Merge from OutlookExporting Contacts to AccessImporting Contacts from AccessExporting Contacts to ExcelImporting Contacts from ExcelExporting Tasks to Office ApplicationsUsing Notes in Other Applications
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 E-Mail on Behalf of Another PersonGranting Access to FoldersConfiguring Access PermissionsAccessing Other Users' FoldersConfiguring Delegate Permissions in Exchange ServerUnderstanding the Send As and Send on Behalf PermissionsGranting Send As Permission for a MailboxGranting Send As Permission for a Public FolderUsing Send As PermissionGranting Send on Behalf Permission in Exchange ServerGranting Send on Behalf for a MailboxGrant Send on Behalf for a Public FolderGranting Send on Behalf Privileges to a Distribution ListUsing Send on BehalfTroubleshooting Permissions
Understanding Outlook FoldersWorking with the Folder ListUsing and Managing FoldersUsing a FolderCreating a FolderAdding a Folder Shortcut to the Navigation PaneWorking with Favorite FoldersRenaming a FolderCopying and Moving a FolderDeleting a FolderSetting Folder PropertiesConfiguring General Folder PropertiesConfiguring Properties for a Contacts FolderConfiguring AutoArchive Properties for a FolderConfiguring Administration Properties for a FolderConfiguring Form Properties for a FolderUsing Web Views with FoldersWhy Use Web Views?Assigning a Web Page to a FolderRemoving a Web Page from a FolderUsing a Folder's Web PageUsing Multiple Personal FoldersAdding a Personal FolderRemoving a Personal FolderManaging DataCopying and Moving Data Between FoldersStoring Items in Personal Folders or Mailbox BranchArchiving Your Data AutomaticallyArchiving Your Data ManuallyRestoring Data After a Crash or a ReinstallationConfiguring the Automatic Archiving of ItemsRun AutoArchive Every n DaysPrompt Before AutoArchive RunsDelete Expired ItemsArchive or Delete Old ItemsShow Archive Folder in Folder ListSpecify How Archived Items Are HandledApply Settings to All FoldersAutoArchive Settings for Individual FoldersSetting Retention Policy
Using the Find A Contact Tool to Search for ContactsUsing the Find BarUsing Advanced FindThe Advanced Find Dialog BoxSpecifying Advanced Search CriteriaOrganizing DataOrganizing Your E-MailSearch FoldersUsing FoldersUsing RulesUsing ColorsUsing ViewsUsing the Organize PaneOrganizing Your CalendarOrganizing Contacts, Tasks, and Notes
Backing Up and Restoring DataBacking Up Your Outlook DataBacking Up Your Personal FoldersBacking Up Using File CopyBacking Up Using Microsoft's Backup UtilityRestoring Your DataScheduling Automatic BackupsBacking Up Additional Outlook DataExporting DataExporting Outlook Data to a PSTExporting AddressesExporting Data to a FileImporting DataImporting Data to OutlookImporting Internet Mail Account SettingsImporting Internet Mail and AddressesImporting a vCard FileImporting an iCalendar or a vCalendar FileImporting from Another Program FileProviding Virus ProtectionImplementing Server-Side SolutionsImplementing Client-Side SolutionsConfiguring Blocked AttachmentsConfiguring Attachments in Exchange ServerInstalling the Trusted Code ControlCreating a Public Folder to Contain Custom Security SettingsCreating Custom Security SettingsModifying Security SettingsConfiguring Clients for Custom SecurityConfiguring Attachment Blocking Directly in OutlookRemoving File Types from the Level 1 ListAdding File Types to the Level 1 ListEnabling Applications to Send E-Mail with OutlookConfiguring Programmatic SettingsTrusting Applications
Using Roaming ProfilesConfiguring Folders and PermissionsSetting Up a Home Folder in Windows 2000 Server and Windows Server 2003Setting Up a Home Folder in Windows NT ServerWhen Multiple Users Share One ComputerCustomizing Outlook and Office SetupDeploying Outlook with the Custom Installation WizardCreating Outlook and Office Profiles for UsersDeploying Office and Outlook with Group PolicyPreparing the PackageSetting Up Distribution SharesCreating the Group Policy ObjectGroup Policy Considerations for Outlook and OfficeSetting Default Programs Through PolicyRedirecting Folders Through PoliciesResource Kit Tools for Controlling Office Group Policies
Outlook as an Exchange Server ClientConfiguring General PropertiesConfiguring Advanced PropertiesConfiguring Security PropertiesConfiguring Connection PropertiesVerifying Connection StatusConfiguring Remote Mail PropertiesControlling Where Outlook Stores Exchange Server Messages and Data
Sending MessagesAddressing MessagesChecking NamesSetting Message Importance and SensitivityRedirecting RepliesUsing Delivery and Read ReceiptsSaving MessagesControlling When Messages Are DeliveredSetting Messages to ExpireLinking a Contact Item to a MessageAssigning a Category to a MessageRecalling a Sent Message Before It's ReadCopying Global Addresses to Your Contacts FolderVoting in OutlookSending a Message for a VoteUsing the Default Voting ResponsesUsing Custom ResponsesCasting Your VoteViewing and Sorting VotesSetting Options for Voting
Understanding Client Options for Exchange ServerOutlookOutlook Web AccessOutlook ExpressOther Mail ClientsManaging User MailboxesManaging Mailboxes in Exchange 2000 Server and Exchange Server 2003Managing Mailboxes in Exchange Server 5.5Configuring Alternate RecipientsSpecifying Recipients in Exchange 2000 Server and Exchange Server 2003Specifying Recipients in Exchange Server 5.5Forwarding Messages to Users' Internet Mail AccountsCreating Mail-Enabled Contacts in Exchange 2000 Server and Exchange Server 2003Creating Custom Recipients in Exchange Server 5.5Archiving (Journaling) All MessagesArchiving in Exchange 2000 Server and Exchange Server 2003Journaling in Exchange Server 5.5Configuring and Enabling Instant MessagingManaging Exchange Server Address ListsAdding External Addresses to the GALRestricting Access to the GALCreating and Security Custom Address ListsCreating Distribution ListsCreating Public Folders
Offline vs. RemoteEstablishing a Remote LAN ConnectionUsing Dial-Up and VPN ServersWindows NT RRASWindows 2000 and Windows 2003 RRASUsing HTTP to ConnectWorking Offline with Outlook and Exchange ServerConfiguring Startup OptionsUsing Offline FoldersSynchronizing with the Exchange Server MailboxSynchronizing with Send/Receive GroupsUsing an Offline Address BookUsing Remote MailUsing Remote Mail Preview with Exchange Server 2003Remote Mail vs. Offline FoldersConfiguring Your System for Remote MailDownloading Message HeadersForcing Remote Mail for a LAN ConnectionProcessing Headers with Send/Receive GroupsConfiguring Header Processing for Exchange 2000 or Earlier VersionsConfiguring Header Processing for Exchange Server 2003Configuring Cached Exchange Mode Synchronization
Sharing OverviewSharing a Common PST with the BriefcaseSetting Up Public FoldersCreating a Public FolderConfiguring Folder PropertiesSetting General PropertiesDefining a Folder Home PageConfiguring Administration PropertiesSetting Up FormsSetting Permissions on Public FoldersApplying Rules to FoldersSetting Up a Message BoardSetting Up an Unmoderated Message BoardSetting Up a Moderated Message BoardActing as a ModeratorWorking with Public FoldersNavigating Public FoldersPosting InformationReplying to Posts in a Public FolderReplying to the FolderReplying to the SenderForwarding MessagesUsing the Favorites FolderSharing Documents and Other Files Through Public FoldersUsing Public Folders OfflineSynchronizing Public Folders with Cached Exchange ModeSynchronizing Public Folders with Send/Receive GroupsManaging Public FoldersManaging Public Folders in Exchange Server 5.5Controlling the Ability to Create Public Folders in Exchange Server 5.5Controlling Anonymous Access to Public Folders in Exchange Server 5.5Setting Client Permissions in Exchange Server 5.5Managing Public Folders in Exchange 2000 Server and Exchange Server 2003Controlling Anonymous Access to Public Folders in Exchange 2000 Server and Exchange Server 2003Changing Address List Display Properties in Exchange 2000 Server and Exchange Server 2003Setting Folder Limits in Exchange 2000 Server and Exchange Server 2003Setting Client Permissions in Exchange 2000 Server and Exchange Server 2003Controlling the Ability to Create Public Folders in Exchange 2000 Server and Exchange Server 2003Managing a Newsgroup ServerNNTP + Outlook = Internet NewsgroupsConfiguring NNTP Server PropertiesConfiguring Server IP Address, Ports, and Connection LimitsPreventing Anonymous AccessCreating NewsgroupsSetting Up Moderated Newsgroups
Windows SharePoint Services OverviewDifferences Between Windows SharePoint Services and SharePoint Portal ServerUnderstanding the Windows SharePoint Services Security ModelUser and Group SecurityConnection SecurityInstalling Windows SharePoint ServicesPreparing for Windows SharePoint Services InstallationInstalling Windows SharePoint ServicesAdministering Windows SharePoint ServicesSetting Up and Configuring Windows SharePoint Services SitesDatabase ConfigurationExtending a Virtual ServerE-Mail ConfigurationManaging UsersAdding UsersDeleting and Modifying UsersCustomizing Site GroupsConfiguring Anonymous AccessSite CustomizationCustomizing Site ContentCustomizing the Site Home PageConfiguring Self-Service Site CreationConfiguring Self-Service Site Creation on the Virtual ServerUsing Self-Service Site Configuration
Understanding Windows SharePoint Services CollaborationSetting Up AlertsWorking with Shared DocumentsUploading a DocumentCreating a Document from the SiteWorking with Existing Documents and Version ControlWorking with Shared ContactsViewing Contacts on a Windows SharePoint Services SiteLinking Windows SharePoint Services Contact Lists to OutlookCopying Contacts from Windows SharePoint Services to OutlookCopying Contacts from Outlook to Windows SharePoint ServicesLinking a Team Calendar to OutlookConfiguring Alerts in OutlookAdding Alerts from OutlookEditing and Deleting Alerts from OutlookRules Based on Alerts
Overview of Outlook Web AccessOutlook Web Access FeaturesWeb Browser OptionsOutlook Web Access ArchitectureAuthentication OptionsTopology Considerations for Deploying Outlook Web AccessConfiguring Outlook Web Access in Exchange Server 5.5Enabling and Disabling Outlook Web Access Globally in Exchange Server 5.5Enabling and Disabling Outlook Web Access for Individual Users in Exchange Server 5.5Controlling Anonymous Access to Public Folders in Exchange Server 5.5Publishing Public Folders in Exchange Server 5.5Configuring the Global Address List in Exchange Server 5.5Configuring Outlook Web Access in Exchange 2000 Server and Exchange Server 2003Enabling and Disabling Outlook Web Access Globally in Exchange 2000 Server and Exchange Server 2003Enabling and Disabling Outlook Web Access for Individual Users in Exchange 2000 ServerEnabling and Disabling Outlook Web Access for Individual Users in Exchange Server 2003Controlling Anonymous Access to Public Folders in Exchange 2000 Server and Exchange Server 2003Configuring a Front-End Server in Exchange 2000 Server and Exchange Server 2003Using Outlook Web AccessConnecting to the ServerSending and Receiving MessagesSorting MessagesCopying and Moving MessagesDeleting MessagesWorking with Other FoldersSelecting a Different FolderCreating New FoldersCopying, Moving, Renaming, and Deleting FoldersWorking with Calendar, Contacts, and Other ItemsCalendar FolderContacts FolderOther FoldersConfiguring the Out Of Office Assistant in Outlook Web AccessConfiguring Time, Calendar, and Other Options for Outlook Web AccessUsing Rules with Outlook Web Access 2003
Why Mobility Is ImportantOverview of Mobility Features in Exchange Server 2003Configuring Exchange Server for Mobile UsersConfiguring RPC over HTTPExchange ActiveSync and Outlook Mobile AccessUsing Mobility FeaturesUsing Outlook Web AccessConfiguring Outlook for RPC over HTTPSynchronization Issues
Installing LocallySetup Command-Line OptionsAutomated InstallationsRemote and Push Installation OptionsUpdating Outlook and Office

Content preview from Microsoft® Office Outlook® 2003 Inside Out

Chapter 30. Managing Folders, Data, and Archiving

Like any system, Microsoft Office Outlook 2003 can become overloaded with messages, contact information, appointments, and other data. If you can't manage all this data, you'll be lost each time you try to find a particular item. Outlook helps you manage information by providing folders for storing your data. You also can create your own folders, move data between folders, and set folder properties.

This chapter focuses on managing your Outlook folders and their contents. You'll learn how to create new ...

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Microsoft® Office Outlook® 2007 Inside Out

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ISBN: 0735615144Supplemental Content Errata

Microsoft® Office Outlook® 2003 Inside Out

by Jim Boyce

Chapter 30. Managing Folders, Data, and Archiving

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Chapter 30. Managing Folders, Data, and Archiving

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