book

Microsoft® Office Outlook® 2007 Inside Out

Name: Microsoft® Office Outlook® 2007 Inside Out
ISBN: 9780735623286

by Jim Boyce, Beth Sheresh, Doug Sheresh

January 2007

Beginner to intermediate

1120 pages

31h 36m

English

Microsoft Press

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Microsoft® Office Outlook® 2007 Inside Out
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A Note Regarding Supplemental Files
Acknowledgments
From Jim Boyce
From Beth Sheresh and Doug Sheresh
We’d Like to Hear from You!
Introduction
Who This Book Is For
How This Book Is Organized
Part 1—Working with OutlookPart 2—E-Mail and Other MessagingPart 3—Working with ContactsPart 4—Managing Your Time and TasksPart 5—Customizing OutlookPart 6—Managing and Securing OutlookPart 7—CollaborationPart 8—Working with Office Server and SharePoint ServicesPart 9—Using Outlook with Exchange ServerPart 10—MobilityCompanion CD
About the CD
What’s on the CD?
System Requirements

Support Information
Conventions and Features Used in This Book
Text Conventions
Design Conventions
1. Working with Outlook
1. What’s New in Outlook 2007
A New InterfaceThe RibbonThe Navigation PaneThe To-Do BarOther Interface Changes
Instant Search
Calendar Changes
E-Mail Changes
Color Categories
Collaboration and Sharing Improvements
Integration with Office SharePoint ServerShared CalendarsShared Business Cards
And More...
2. Outlook Overview and Startup
Overview of OutlookMessagingExchange ServerInternet E-MailHTTP-Based E-MailFax Send and ReceiveExtensible E-Mail SupportSchedulingContact ManagementTask ManagementTracking with the Outlook JournalOrganizing Your Thoughts with Notes
How Outlook Stores Data
Personal Folders—.pst FilesOptions for Working OfflineSharing Storage Files
Understanding Messaging Protocols
SMTP/POP3IMAPMAPILDAPNNTPHTMLMIMES/MIMEMHTMLiCalendar, vCalendar, and vCard
Security Provisions in Outlook
Protection Against Web BeaconsAttachment and Virus SecurityMacro VirusesDigital SignaturesMessage EncryptionSecurity LabelsUnderstanding Outlook Service Options
Options for Starting Outlook
Normal StartupSafe Mode StartupStarting Outlook AutomaticallyAdding Outlook to the Quick Launch BarChanging the Outlook ShortcutUsing RUNAS to Change User ContextStartup SwitchesChoosing a Startup ViewCreating Shortcuts to Start New Outlook Items
3. Configuring Outlook Profiles and Accounts
Understanding the Outlook 2007 Startup Wizard
Configuring Accounts and Services
Understanding Profiles
Creating ProfilesCreating a Profile from ScratchCopying a ProfileModifying or Removing a ProfileCreating Multiple ProfilesSwitching ProfilesSpecifying the Startup Profile
Configuring Online and Offline Data Storage
Personal Folders and Offline FoldersAdding Other Data StoresRemoving Data StoresConfiguring Offline StorageUsing an .ost FileConfiguring Cached Exchange ModeChanging Your Data Storage LocationSetting Delivery Options
4. Working in and Configuring Outlook
Understanding the Outlook Folders
Working with the Standard Outlook Views
Outlook TodayInboxPreviewing MessagesCustomizing the Inbox ViewAdding and Removing ColumnsChanging Column OrderChanging Column NamesChanging Column WidthChanging Column AlignmentChanging Column Data FormatGrouping MessagesCalendarWorking with the ScheduleUsing the Calendar’s Reading PaneUsing the Task ListUsing the Date NavigatorCustomizing the Calendar ViewContactsCustomizing the Contacts ViewTasksCustomizing the Tasks ViewNotesDeleted ItemsChoosing the Startup View
Using Other Outlook Features
Using the Navigation PaneUsing Objects in the Navigation PaneControlling the Navigation Pane’s AppearanceUsing the Outlook ToolbarsUsing the RibbonUsing Multiple Outlook WindowsUsing the Folder ListUsing the Status BarUsing the Reading PaneUsing AutoPreviewUsing the InfoBar
Configuring Outlook Options
Preferences TabMail Setup TabMail Format TabSpelling TabChecking SpellingUsing AutoCorrectEditing a Custom Spelling DictionaryUsing International DictionariesOther TabDefining the Default Program for E-Mail, Contacts, and the CalendarProcessing Deleted ItemsSetting Up AutoArchiveCustomizing Outlook PanesSetting Up Person NamesSetting Advanced OptionsConfiguring Reminder OptionsCustom FormsSetting Service OptionsDelegates TabVoice Mail Tab
Using Outlook on the Web
Browsing the Web with OutlookConnecting to Exchange Server with HTTP
Accessing Your Mail Through a Browser
Configuring Windows Settings for Outlook
Display SettingsRegional SettingsTime Synchronization
Using Add-Ins
Using Outlook Effectively
5. Creating and Using Categories
Understanding Categories
Customizing Your Category List
Assigning Categories to Outlook Items
Assigning Categories to Existing Outlook ItemsAssigning a Quick Click CategoryAssigning Categories Automatically
Modifying Categories and Category Assignments
Changing Existing CategoriesChanging Category AssignmentsChanging Category Assignments of Multiple Items at One Time
Organizing Data with Categories
Viewing Selected Categories Only
Sharing a Category List
Sharing Categories with a Registry FileSharing Categories with E-Mail
Using Categories Effectively
2. E-Mail and Other Messaging
6. Managing Address Books and Distribution Lists
Understanding Address BooksOutlook 2007 Address BookGlobal Address List (GAL)LDAP (Internet Directory Services)Other Address Lists
Configuring Address Books and Addressing Options
Setting the Contacts Display Option for the OABRemoving Contacts Folders from the OABSetting Other Addressing OptionsSelecting the Default Address Book for LookupSpecifying the Default Address Book for New EntriesSpecifying How Names Are CheckedCreating Address Book EntriesModifying AddressesRemoving Addresses
Finding People in the Address Book
Using AutoComplete for Addresses
Deleting a Name from the AutoComplete CacheDeleting the Entire Cache
Using Distribution Lists
Creating Distribution ListsModifying a Distribution ListRenaming a Distribution ListDeleting a Distribution ListHiding Addresses when Using a Distribution ListDistribution Lists for Multiple Address FieldsUsing Distribution Lists on a ServerAdding a Server-Side Distribution List to Contacts
Automatically Adding Addresses to the Address Book
Using the Mobile Address Book
7. Using Internet Mail Accounts
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 Messages
Using IMAP Accounts
Controlling Where Outlook Stores IMAP Messages
Using Outlook with CompuServe
Configuring Outlook for Classic CompuServe AccountsConfiguring Outlook for CompuServe 2000 Accounts
Using Hotmail and Other HTTP-Based Services
Using Outlook with Hotmail AccountsEstablishing a Hotmail AccountUnderstanding Where Outlook Stores HTTP MessagesUsing Outlook with ProdigyUsing Outlook with MSN
Using Multiple Accounts
Sending Messages Using a Specific AccountSeparating Incoming Messages by Account
Keeping a Copy of Your Mail on the Server
Setting Your Own Computer as the Outgoing Mail Server
Viewing Full Message Headers
8. Sending and Receiving Messages
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 OptionsSending a Message for ReviewReplying to MessagesForwarding MessagesUsing Other Reply and Forwarding OptionsDeleting Messages
Controlling Synchronization and Send/Receive Times
Setting Up Send/Receive GroupsCreating New GroupsModifying Existing GroupsLimiting Message SizeScheduling Send/Receive SynchronizationConfiguring Send/Receive SchedulesDisabling Scheduled Send/Receive Processing
Configuring Other Messaging Options
Setting Up Notification of New MailUsing Message AlertsControlling Dial-Up Account ConnectionsFormatting Internet and International MessagesSetting Internet FormatSetting International Options
Managing Messages and Attachments
Saving Messages AutomaticallyRetaining a Copy of Sent MessagesWorking with AttachmentsPreviewing AttachmentsViewing AttachmentsSaving Attachments to a DiskSaving Messages to a FileConfiguring Message HandlingMoving and Copying Messages Between Folders
9. Beyond Simple Text Messages
Formatting Text in MessagesFormatting ListsOptions on the Format Text TabWorking with StylesUsing Style SetsCreating a Custom Style Set
Using Tables
Inserting a Table in a MessageWorking with TablesWorking with Quick Tables
Using Special Text Features
Quick PartsDrop CapDate & TimeText BoxWordArtObject
Including Illustrations in Messages
Inserting a Picture from a FileInserting Clip ArtInserting ShapesInserting a ChartDesign TabLayout TabFormat TabInserting SmartArtDesign TabFormat Tab
Using Symbols in a Message
Inserting an EquationInserting a SymbolInserting a Horizontal line
Working with Hyperlinks
Inserting HyperlinksInserting Hyperlinks to Files or Web PagesInserting a Hyperlink to a Place in the Current MessageInserting a Hyperlink to a New DocumentInserting a Hyperlink to an E-Mail AddressRemoving a HyperlinkInserting Bookmarks
Including Other Items in a Message
Attaching FilesInserting Files in the Body of a MessageIncluding an Outlook 2007 ItemAttaching a Business Card to a MessageIncluding a Calendar
Customizing the Appearance of Your Messages
Understanding How Outlook Formats MessagesOffice ThemesLegacy ThemesStationeryStyle SetsUsing Themes to Customize Your MessagesColorsFontsEffectsPage ColorCreating a Custom ThemeUsing Stationery to Customize Your MessagesCreating a Custom Message Appearance
Using Signatures
Understanding Message SignaturesDefining SignaturesAdding Signatures to MessagesBacking Up Your Signatures
Using the Proofing and Research Tools
Configuring Research Options
10. Finding and Organizing Messages
Finding and Organizing Messages with Search FoldersUsing Search FoldersCustomizing Search FoldersCreating a New Search Folder
Flagging and Monitoring Messages and Contacts
Flagging Received and Previously Sent MessagesFlagging Outgoing MessagesViewing and Responding to Flagged MessagesFlagging Contact Items
Grouping Messages by Customizing the Folder View
Filtering a View Using Categories
Managing E-Mail Effectively
11. Processing Messages Automatically
Understanding Message Rules
Creating and Using Rules
Creating New RulesApplying Rules to Specific Folders or All FoldersCopying Rules to Other FoldersCreating Rules Based on Existing MessagesCreating Rules That Use OR LogicModifying Rules
Controlling Rules
Setting Rule OrderStopping Rules from Being ProcessedDisabling and Removing Rules
Sharing Rules with Others
Backing Up and Restoring Rules
Using the Organize Pane to Create Rules
Using Rules to Move Messages Between Accounts
Running Rules Manually and in Specific Folders
12. Managing Junk E-Mail
How Outlook 2007 Junk E-Mail Filtering WorksNo Automatic FilteringLowHighSafe Lists OnlyUnderstanding How Outlook 2007 Uses the Filter ListsDeleting Instead of Moving MessagesPostmarking Messages
How Outlook 2007 Phishing Protection Works
Enabling and Configuring Junk E-Mail Filtering
Controlling Automatic Downloads
Configuring Automatic Downloading of External Content
Marking and Unmarking Junk E-Mail
Creating Other Junk E-Mail Rules
Other Spam Filtering Solutions
Filtering in Exchange ServerUsing Third-Party Filters
Managing Junk E-Mail Effectively
13. Automatically Responding to Messages
Creating Automatic Responses with the Out Of Office AssistantUnderstanding Out Of Office Assistant FeaturesUsing the Out Of Office Assistant with Exchange Server 2003 and EarlierUsing the Out Of Office Assistant for Exchange Server 2007Creating Custom Out Of Office Rules
Creating Automatic Responses with Custom Rules
Setting Up the ReplyCreating Automatic Responses from Local TemplatesCreating Automatic Responses from the Server
14. Securing Your System, Messages, and Identity
Configuring HTML Message Handling
Protecting Messages with Digital Signatures
Understanding Digital Certificates and SignaturesObtaining a Digital CertificateCopying a Certificate to Another ComputerBacking Up Your CertificateInstalling Your Certificate from a Backup
Signing Messages
Understanding 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 Signature
Encrypting Messages
Getting Ready for EncryptionSwapping CertificatesObtaining a Recipient’s Public Key from a Public CASending Encrypted MessagesReading Encrypted MessagesImporting Certificates from Outlook Express
Protecting Data with Information Rights Management
Using Microsoft’s IRM ServiceViewing IRM-Protected MessagesWorking with Multiple Accounts
15. Receiving Messages Selectively
Understanding Remote Mail OptionsRemote Mail in a NutshellSetting Up for Remote Mail
Working with Message Headers
Downloading Message HeadersMarking and Unmarking Message HeadersMarking to Retrieve a MessageMarking to Retrieve a CopyMarking to Delete a MessageUnmarking a MessageProcessing Marked Headers
Selective Downloading for POP3 Using Send/Receive Groups
Retrieving Only Message HeadersRetrieving Based on Message SizeKeeping Messages on the Server
16. Using RSS Feeds
Understanding RSS
Configuring RSS
Adding RSS Feeds to Outlook
Using Your RSS Feeds
Adding an OPML File to Outlook
Managing Your RSS Feeds
Setting RSS Properties
17. Using LDAP Directory Services
Overview of LDAP Services
Configuring a Directory Service Account in Outlook
Setting the Search Base
Configuring a Directory Service Account in Windows Mail
Using LDAP to Find People
Searching from Windows Mail
3. Working with Contacts
18. Creating and Managing Your Contacts
Working with the Contacts Folder
Creating a Contact Entry
Creating Contact Entries from the Same CompanyCreating a Contact Entry from an E-Mail MessageCopying an Existing Contact Entry
Creating Other Contacts Folders
Copying the Design of a Folder
Working with Contacts
Associating a Contact with Other Items and DocumentsAssociating Contacts and DocumentsRemoving a LinkAssigning Categories to ContactsResolving Duplicate ContactsPhoning a ContactSetting Up Speed Dial EntriesRedialing Recently Dialed NumbersSending an E-Mail Message to a ContactConnecting to a Contact’s Web SiteScheduling Appointments and Meetings with ContactsScheduling a Meeting with a ContactAssigning a Task to a ContactFlagging a Contact for Follow-UpFinding ContactsMaking a Common Change to Multiple Contacts
Viewing Contacts
Using Standard Views in the Contacts FolderCustomizing Contacts ViewFiltering Contacts ViewConfiguring Fonts and Card DimensionsUsing Automatic FormattingFiltering Contacts with Categories
Printing Contacts
Custom Contact Printing with Word
Working with Distribution Lists
Creating a Personal Distribution ListAdding or Deleting Names in a Distribution List
Sharing Contacts
Sharing 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 Folder
Setting Contact Options
Using Contacts Effectively
19. Using Microsoft Business Contact Manager
Understanding What Business Contact Manager Can DoConfiguring Business Contact ManagerWhere Is Business Contact Manager?Adding and Removing Business Contact Manager for a Profile
Using the Business Contact Manager Interface
Business Contact Manager FoldersHome PageSales PageMarketing PageProjects PageBusiness Contact Manager Menu
Working with Business Contacts
Copying Existing ContactsCreating New Business ContactsUsing Contacts
Creating and Using Accounts
Performing Actions with Accounts
Creating and Using Business Projects
Working with Project Tasks
Creating and Using Opportunities
Creating and Managing ProductsAdding Products to an Opportunity
Creating Marketing Campaigns
Step 1: What Is This Marketing Campaign For?Step 2: Who Will See It?Step 3: How Will They Get It?Step 4: What Will They Get?Step 5: Are You Ready to Launch the Marketing Campaign?
Tracking Item History
Attaching Items
Creating Reports
Modifying ReportsFiltering ReportsSaving ReportsPrinting Reports
Importing and Exporting Information
Importing Contacts or AccountsImporting Products
Managing Your Business Contact Manager Data
Cleaning Up the DatabaseSharing the DatabaseBacking Up the DatabaseRestoring the DatabaseDeleting Databases
4. Managing Your Time and Tasks
20. Scheduling Appointments
Calendar BasicsUnderstanding Calendar ItemsUsing the Time BarUsing the Date NavigatorUsing the To-Do BarSetting the Number of Days DisplayedSelecting a Date
Working with One-Time Appointments
Specifying the Subject and LocationSpecifying Start and End TimesSetting a ReminderClassifying an AppointmentAdding a NoteCategorizing an AppointmentSaving an AppointmentChanging an Appointment to an Event
Working with One-Time Events
Using the Event FormChanging an Event to an Appointment
Creating a Recurring Appointment or Event
Modifying an Appointment or Event
Changing an Appointment or EventDeleting an Appointment or Event
Using Categories and Colors
Assigning Color Categories to an Appointment ManuallyAssigning Color to an Appointment Automatically
Printing Calendar Items
Customizing the Current Calendar View
Redefining FieldsFiltering Calendar ItemsControlling Fonts and Other View Settings
Creating a Custom View
Creating a New ViewCopying a ViewUsing Overlay Mode to View Multiple Calendars in One
Backing Up Your Schedule
Managing Time Zones
Changing the Time ZoneUsing Two Time Zones
Managing Your Calendar Effectively
21. Scheduling Meetings and Resources
Sending a Meeting RequestSelecting AttendeesScheduling a MeetingScheduling a Meeting from the Contacts FolderChanging a Meeting
Sending a Meeting Request with Scheduling Assistant
Selecting AttendeesScheduling a Meeting Using Scheduling Assistant
Responding to a Meeting Request
Receiving a Request for a MeetingReceiving a Response to Your RequestChecking Attendees
Scheduling Resources
Setting Up Resources for SchedulingUsing the Configured Resources
Managing Meetings Effectively
Find the Best Time for the MeetingUse Scheduling Assistant to Help Schedule MeetingsSet a Sufficient Reminder to Enable You to Make Meetings on TimeSchedule Meeting End Times with a Reminder to Help Meetings Stay on Schedule
22. Managing Your Tasks
Working with Tasks in the Tasks FolderCreating a TaskCreating a Recurring TaskAdding a ReminderSetting a Task EstimateMarking a Task as Completed
Assigning Tasks to Others
About 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 Task
Viewing and Customizing the Tasks Folder
Changing Fonts and Table View SettingsUsing Automatic FormattingSetting General Task Options
Working with Tasks in Other Ways
Working with Tasks in the To-Do BarChanging the Task List’s ViewWorking with Tasks in Outlook TodayUsing the Daily Task List
Managing Tasks Effectively
23. Tracking Documents and Activities with the Journal
Understanding the Outlook Journal
Using Automatic Journaling
Setting Journal OptionsTurning Off Automatic JournalingAutomatically Recording E-Mail MessagesAutomatically Recording Contact InformationAutomatically Recording Document Activity
Adding Journal Items Manually
Recording Work in a File ManuallyRecording Outlook Items ManuallyRecording Other Activities ManuallyManually Recording Phone Calls
Creating and Using Custom Entry Types
Changing Journal Entries
Modifying an EntryMoving an Entry on the TimelineDeleting an Entry
Connecting Journal Activities to Individual Contacts
Viewing the Journal
Using By Type ViewUsing By Contact ViewUsing By Category ViewUsing Entry List ViewUsing Last Seven Days ViewUsing Phone Calls ViewCustomizing Journal ViewsDisplaying Item Labels on the Monthly TimelineShowing Week Numbers
Printing Journal Items
Sharing Journal Information
Using the Journal Effectively
Make Using the Journal a HabitUse the Journal’s Automatic Recording FeaturesUse the Journal Only for Those Things You Need to TrackAdd Addresses to Your Primary Contacts FolderCreate Custom Entry Types to Meet Your Individual NeedsTime Management Using the JournalUsing Views to Analyze Time UsageUsing Custom Views of the JournalExporting Journal Items to Other Programs
24. Making Notes
Understanding Outlook Notes
Configuring Note Options
Working with Notes
Adding 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 Another FolderChanging Note ColorAssigning Color Categories to NotesPrinting a NoteDate and Time Stamping NotesDeleting a Note
Viewing Notes
Creating New Notes Folders
5. Customizing Outlook
25. Using Templates
Working with E-Mail TemplatesCreating an E-Mail TemplateUsing an E-Mail TemplateUsing a Template with a Distribution List
Using Other Outlook Template Types
Appointments and MeetingsContactsTasks and Task RequestsJournal Entries
Editing Templates
Sharing Templates
Using Templates Effectively
26. Customizing the Outlook Interface
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 Folder or a Public FolderAdding a File Folder or Document to the Navigation PaneAdding a Web Site to the Navigation PaneRemoving a Shortcut from the Navigation PaneRenaming a Shortcut in the Navigation PaneWorking with Groups in the Navigation PaneAdding a Group to the Navigation PaneRenaming a Group in the Navigation PaneRemoving a Group from the Navigation Pane
Customizing the To-Do Bar
Customizing Toolbars
Working with ToolbarsDisplaying and Hiding ToolbarsMoving and Docking ToolbarsCreating Custom ToolbarsAdding ItemsRemoving ItemsReorganizing ItemsModifying Toolbar ItemsChanging the Width of the Drop-Down ListChanging the Button SizeResetting Individual ToolbarsRenaming a Custom ToolbarDeleting a Custom ToolbarSharing a Custom ToolbarRecovering the Default ToolbarsControlling Toolbar Appearance and Behavior
Customizing Outlook Today View
Configuring Outlook TodaySpecifying the Startup ViewSpecifying Folders to ShowSetting Calendar OptionsSetting Task OptionsUsing Styles
27. Creating Custom Views and Print Styles
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 Text
Printing in Outlook
Overview of Print StylesPrinting from OutlookCreating Custom Print StylesDeleting Print StylesResetting Print Styles
Custom Printing with Scripts and Word
Using a Custom Contact StyleUsing a Custom Message Style
Custom Printing with Excel
28. Designing and Using Forms
Overview of Standard Forms, Item Types, and Message ClassesOutlook FormsOutlook Item TypesOutlook Message Classes
Creating Custom Forms from Standard Forms
Compose vs. ReadOutlook FieldsItem Types and Fields
Creating Custom Forms from Scratch
Creating Multipage Forms
Adding and Arranging Controls
PropertiesDisplayLayoutValueValidationStandard Controls
Adding Graphics to Forms
Adding User-Defined Fields
Using Office Documents to Create Outlook Forms
A Word About Form Regions
Publishing and Sharing Forms
Saving FormsPublishing FormsChoosing Forms
Using Forms Effectively
29. Automating Common Tasks
Understanding Automation Options
Understanding Macros
Using Macros
Creating a Macro from ScratchRunning a MacroEditing a MacroStepping Through a MacroDeleting a MacroSharing Macros with Others
Setting Macro Security
Using Security LevelsSpecifying Trusted Sources
Signing Your Macros to Avoid Security Warnings
6. Managing and Securing Outlook
30. Managing Outlook Folders and Data
Understanding Outlook Folders
Working with the Folder List
Using and Managing Folders
Using 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 Home Page Properties for a FolderConfiguring AutoArchive Properties for a FolderConfiguring Administration Properties for a FolderConfiguring Form Properties for a FolderConfiguring Permissions for a FolderConfiguring Synchronization Properties for a FolderConfiguring Properties for a Contacts Folder
Using Web Views with Folders
Why Use Web Views?Assigning a Web Page to a FolderRemoving a Web Page from a FolderUsing a Folder’s Web Page
Using Multiple Personal Folders
Adding a Personal FolderRemoving a Personal Folder
Managing Data
Copying and Moving Data Between FoldersStoring Items in the Personal Folders or Mailbox Branch
31. Archiving, Backing Up, and Restoring Outlook Data
Archiving Your Outlook DataArchiving Your Data ManuallyRestoring Data After a System Failure or a Reinstallation
Configuring Automatic Archiving
Run 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 Policy
Backing Up and Restoring Data
Backing Up Your Outlook DataBacking Up Your Personal FoldersBacking Up Using File CopyBacking Up Using the Microsoft Backup UtilityRestoring Your DataBacking Up Additional Outlook Data
32. Moving Data in and out of Outlook with Import/Export
Exporting DataExporting Outlook Data to a .pst FileExporting AddressesExporting Data to a File
Importing Data
Importing Data into OutlookImporting Internet Mail Account SettingsImporting Internet Mail and AddressesImporting a vCard FileImporting an iCalendar or a vCalendar FileImporting from Another Program File
33. Finding and Organizing Outlook Data
Using Instant SearchConfiguring Instant SearchTurning Instant Search On and OffChoosing Search OptionsControlling Which Data Files Are SearchedPerforming a SearchUsing the Query BuilderMaking Fields from Custom Forms AvailableHow Indexing Impacts Instant SearchConfiguring Indexing Options
Searching for Contacts
Using Advanced Find
The Advanced Find Dialog BoxSpecifying Advanced Search Criteria
Organizing Data
Organizing Your E-MailSearch FoldersUsing FoldersUsing RulesUsing Color CategoriesUsing ViewsUsing the Organize PaneOrganizing Your CalendarOrganizing Contacts, Tasks, and Notes
Organizing Your Outlook Items Effectively
34. Security and Virus Protection
Providing Virus ProtectionImplementing Server-Side SolutionsImplementing Client-Side SolutionsVirus Protection in Outlook
Protecting Against Viruses in Attachments
Level 1 AttachmentsLevel 2 Attachments
Configuring Blocked Attachments
Configuring 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 List
Opening Blocked Attachments
Allowing Level 1 AttachmentsAllowing Level 2 Attachments
Protecting Against Office Macro Viruses
Enabling Applications to Send E-Mail with Outlook
Configuring Programmatic AccessConfiguring Programmatic Access Using Group PolicyTrusting ApplicationsUsing Group Policy to Trust Applications
Tips for Securing Your System
7. Collaboration
35. Delegating Responsibilities to an Assistant
Delegation Overview
Assigning Delegates and Working as an Assistant
Adding 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 Person
Granting Access to Folders
Configuring Access PermissionsAccessing Other Users’ Folders
36. Sharing Calendars
Sharing Your Calendar
Managing Your Shared Calendar Information
Understanding What Status Is AvailablePublishing Your SchedulePublishing Your Calendar to Microsoft Office OnlinePublishing to FTP, HTTP, and File ServersSetting the Search Location for Free/Busy InformationRefreshing Your ScheduleSharing Your Calendar Via E-MailSending a Link to Your Free/Busy Information Through E-MailChanging the Free/Busy Status of an Item
Working with Group Schedules
Creating a Group ScheduleSetting Up a Meeting or Sending Group E-Mail
Creating Your Own Free/Busy Server
Publishing Your Calendar as a Web Page
37. Integrating Outlook with Other Office Applications
Using Contacts for a Mail Merge in WordFiltering Contacts in or out of the Merge
Performing a Mail Merge from Outlook
Exporting Contacts to Access
Importing Contacts from Access
Exporting Contacts to Excel
Importing Contacts from Excel
Exporting Tasks to Office Applications
Using Notes in Other Applications
38. Integrating Microsoft Outlook and Microsoft Project
Overview of Microsoft ProjectProject Management BasicsKeeping a Project in BalanceMicrosoft Project’s Four Project Management StepsCreating a Simple Project
Integrating Your Outlook Calendar
Integrating Your Address Book
Creating a Resource ListAssigning a Resource to a Task
Keeping Track of Your Progress
Integrating Communication Features
Allowing 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
39. Collaborating Online with Office
New Collaboration Features: Beyond Microsoft Office Outlook 2007
Using the Correct Collaboration Tools
Using Microsoft Office Live Communications Server
Managing Your Live Communications ServerConfiguring User Accounts in the Live Communications Server ConsoleConfiguring User Accounts in Active Directory
Using Microsoft Office Communicator
Configuring Your Communicator AccountUsing Your Account to Sign InManaging Contacts in CommunicatorDeleting a Contact in CommunicatorViewing a Contact’s PropertiesEstablishing Groups for Your Contacts ListControlling the Communicator DisplayCommunicating with OthersStarting an Instant Message SessionSending an E-Mail MessageConfiguring Your Audio and VideoCommunicating with AudioSharing an Application or a WhiteboardCommunicating with VideoSending Files to ContactsUsing Office Live MeetingManaging Communicator Configuration SettingsThe Personal TabThe General TabThe Instant Messages TabThe Alerts TabThe Permissions TabThe Phones TabThe Accounts TabThe Rules Tab
Using Microsoft Office Live Meeting
Setting Up Live MeetingUsing the Microsoft Live Meeting Add-In PackJoining a Live Meeting Session
The Microsoft Office Live Services
Office Live BasicsOffice Live EssentialsOffice Live PremiumOffice Live Collaboration
8. Working with Office Server and SharePoint Services
40. Collaboration with Outlook and Windows SharePoint Services
Understanding Windows SharePoint Services Collaboration
Setting Up Alerts
Working with Shared Documents
Uploading a DocumentCreating a Document from the SiteWorking with Existing Documents and Version Control
Working with Shared Contacts
Viewing Contacts on a Windows SharePoint Services SiteLinking Windows SharePoint Services 2.0 Contacts Lists to OutlookCopying Contacts from Windows SharePoint Services 2.0 to OutlookCopying Contacts from Outlook to Windows SharePoint Services 2.0
Linking a Team Calendar to Outlook
Configuring Alerts in Outlook
Adding Alerts from OutlookEditing and Deleting Alerts from OutlookRules Based on Alerts
Using Outlook to Work with SharePoint Libraries and Files
Connecting a SharePoint Library to OutlookDownloading Files from a SharePoint Library to OutlookOpening Files from a SharePoint Site in OutlookEditing Files from a SharePoint Site in OutlookRemoving SharePoint Files in OutlookRemoving SharePoint Folders in OutlookUsing E-Mail to Add a File to a SharePoint Library
9. Using Outlook with Exchange Server
41. Configuring the Exchange Server Client
Outlook as an Exchange Server Client
Configuring General Properties
Configuring Advanced Properties
Configuring Security Properties
Configuring Connection Properties
Verifying Connection StatusTesting AutoConfiguration
Configuring Remote Mail Properties
42. Using Outlook with Exchange Server
Sending MessagesAddressing MessagesChecking NamesSetting Message Importance and SensitivityRedirecting RepliesUsing Delivery and Read ReceiptsSaving MessagesControlling When Messages Are DeliveredSetting Messages to ExpireAssigning a Category to a Message
Recalling a Sent Message Before It Is Read
Copying Global Addresses to Your Contacts Folder
Voting in Outlook
Sending a Message for a VoteUsing the Default Voting ResponsesUsing Custom ResponsesCasting Your VoteViewing and Sorting VotesSetting Options for Voting
43. Working Offline and Remotely
Offline vs. Remote
Establishing a Remote LAN Connection
Using HTTP to Connect
Working Offline with Outlook 2007 and Exchange Server
Configuring Startup OptionsUsing Offline FoldersSynchronizing with the Exchange Server MailboxSynchronizing with Send/Receive GroupsUsing an Offline Address Book
Using Remote Mail
Using Remote Mail Preview with Exchange ServerRemote Mail vs. Offline FoldersConfiguring Your System for Remote MailDownloading Message HeadersForcing Remote Mail Functionality with a LAN ConnectionProcessing Headers with Send/Receive GroupsConfiguring Header Processing for Exchange Server
Configuring Cached Exchange Mode Synchronization
10. Mobility
44. Accessing Your Outlook Items Through a Web Browser
Overview of Outlook Web AccessOutlook Web Access FeaturesWeb Browser OptionsAuthentication Options
Using Outlook Web Access
Connecting to the ServerSending and Receiving MessagesSorting MessagesCopying and Moving MessagesDeleting MessagesWorking with Other FoldersRenaming and Deleting FoldersWorking with Calendar, Contacts, and Other ItemsCalendar FolderContacts FolderOther FoldersConfiguring the Out Of Office Assistant in Outlook Web AccessConfiguring Other Options for Outlook Web Access
45. Making Outlook Mobile
Why Mobility Is Important
Overview of Mobility Features in Exchange Server
Using Outlook Anywhere for Remote Access to Exchange Server
Using Outlook Mobile Service Accounts
Adding the Outlook Mobile Service AccountUsing the Mobile Address BookSending Messages to Mobile UsersForwarding Messages to Mobile DevicesForwarding Outlook Items to Your Mobile DevicesForward Alerts and SummariesForward MessagesSetting Outlook Mobile Service OptionsUsing a Mobile Signature
A. Index to Troubleshooting Topics
B. About the Authors
C. Choose the Right Book for You
Published and Upcoming TitlesPlain & SimpleStep by StepInside OutOther Titles
Index
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Content preview from Microsoft® Office Outlook® 2007 Inside Out

Managing Data

As you use Outlook 2007, you’ll find that folders will become full of messages, appointments, and other items. One way to manage this data is to copy or move it between folders so that the data is organized according to how you work. In addition, you need to make sure that your data is backed up and archived properly in case you accidentally delete data or a system failure occurs.

In this section, you’ll learn how to copy and move data between folders, how to archive data automatically and manually, and how to restore data in case of a system failure or a reinstallation of Outlook 2007.

Copying and Moving Data Between Folders

Occasionally, you might need to move or copy data from one location to another. For example, perhaps you’ve ...

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Special Edition Using® Microsoft® Office Outlook® 2003

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ISBN: 9780735623286Catalog Page Errata

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Microsoft® Office Outlook® 2007 Inside Out

by Jim Boyce, Beth Sheresh, Doug Sheresh

Managing Data

Copying and Moving Data Between Folders

Become an O’Reilly member and get unlimited access to this title plus top books and audiobooks from O’Reilly and nearly 200 top publishers, thousands of courses curated by job role, 150+ live events each month,
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More than 5,000 organizations count on O’Reilly

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Addison B.

Amir M.

Mark W.

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