book

Microsoft® Outlook® 2010 Inside Out

Name: Microsoft® Outlook® 2010 Inside Out
Author: Jim Boyce
ISBN: 9780735645608

by Jim Boyce

August 2010

Intermediate to advanced

1100 pages

32h 25m

English

Microsoft Press

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Microsoft® Outlook® 2010 Inside Out
Acknowledgments
Conventions and Features Used in This Book
Text ConventionsDesign Conventions
Your Downloadable eBook
Introduction
Who This Book Is ForHow This Book is OrganizedPart 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—Using Outlook with Exchange ServerPart 9—Mobility
1. Working with Outlook
1. What’s New in Outlook 2010
A New Look and FeelThe RibbonNavigation PaneBackstageOther ChangesConversation ManagementSearchCalendar PreviewQuick StepsPeople PaneExchange Server ImprovementsCalendar FeaturesIntegrated Email ArchiveMailTipsMultiple Exchange Server AccountsOther Improvements for Exchange ServerExtended Browser SupportSharePoint WorkspaceWhat’s OutAnd More…
2. Outlook Overview and Startup
Overview of OutlookMessagingExchange ServerPOP3 and IMAP EmailHTTP-Based EmailText Messaging and NotificationsFax Send and ReceiveCalendars and SchedulingContact ManagementTask ManagementTracking with the Outlook JournalOrganizing Your Thoughts with NotesHow Outlook Stores DataPersonal Folders—.pst FilesOptions for Working OfflineUnderstanding Messaging Protocols and StandardsSMTP/POP3IMAPMAPILDAPRSSMIMES/MIMEMHTMLiCalendar, vCalendar, and vCardSecurity Provisions in OutlookProtection Against Web BeaconsAttachment and Virus SecurityDigital SignaturesMessage EncryptionOptions for Starting OutlookNormal StartupSafe Mode StartupStarting Outlook AutomaticallyPinning Outlook to the Start Menu and Taskbar (Windows 7)Changing the Outlook ShortcutStartup SwitchesChoosing a Startup ViewCreating Shortcuts to Start New Outlook Items
3. Configuring Outlook Profiles and Accounts
Configuring Accounts and ServicesUnderstanding ProfilesCreating ProfilesCreating a Profile from ScratchCopying a ProfileModifying or Removing a ProfileSetting a Default ProfileChoosing a 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 Send and Delivery Options
4. Working in and Configuring Outlook
Using the RibbonUsing Backstage ViewUsing the Quick Access ToolbarUnderstanding the Outlook FoldersWorking with the Standard Outlook ViewsOutlook TodayInboxPreviewing MessagesCustomizing the Inbox ViewAdding and Removing ColumnsChanging Column OrderChanging Column NamesChanging Column WidthChanging Column AlignmentChanging Column Data FormatGrouping MessagesApplying View Customizations to Other FoldersCalendarWorking with the ScheduleUsing the Calendar’s Reading PaneUsing the Task ListUsing the Date NavigatorCustomizing the Calendar ViewApplying Calendar Views to Other FoldersContactsCustomizing the Contacts ViewTasksCustomizing the Tasks ViewNotesDeleted ItemsChoosing the Startup ViewUsing Other Outlook FeaturesUsing the Navigation PaneUsing Objects in the Navigation PaneControlling the Navigation Pane’s AppearanceUsing Multiple Outlook WindowsUsing the Folder ListUsing the Status BarUsing the Reading PaneUsing the InfoBarConfiguring Outlook OptionsUsing Outlook Effectively

5. Creating and Using Categories
Understanding CategoriesCustomizing Your Category ListAssigning Categories to Outlook ItemsAssigning Categories to Existing Outlook ItemsAssigning a Quick Click CategoryAssigning Categories AutomaticallyModifying Categories and Category AssignmentsChanging Existing CategoriesChanging Category AssignmentsChanging Category Assignments of Multiple Items at One TimeOrganizing Data with CategoriesViewing Selected Categories OnlySharing a Category ListSharing Categories with a Registry FileSharing Categories with EmailUsing Categories Effectively
2. Email and Other Messaging
6. Managing Address Books and Distribution Lists
Understanding Address BooksOutlook 2010 Address BookGlobal Address List (GAL)LDAP (Internet Directory Services)Other Address ListsConfiguring Address Books and Addressing OptionsSetting the Contacts Display Option for the OABRemoving Contacts Folders from the OABSetting Other Addressing OptionsSelecting the Default Address Book for LookupCreating Address Entries in a Specific Address BookSpecifying How Names Are CheckedCreating Address Book EntriesModifying AddressesRemoving AddressesFinding People in the Address BookUsing AutoComplete for AddressesDeleting or Adding Entries in the Suggested Contacts FolderDeleting the Entire Contents of the Suggested Contacts FolderUsing Contact Groups (Distribution Lists)Creating Contact GroupsModifying a Contact GroupRenaming a Contact GroupDeleting a Contact GroupHiding Addresses When Using a Contact GroupContact Groups for Multiple Address FieldsUsing Distribution Lists with Exchange ServerAdding a Server-Side Distribution List to ContactsModifying a Server-Side Distribution ListAdding Addresses to the Address Book AutomaticallyUsing the Mobile Address Book (MAB)
7. Using Internet Mail Accounts
Using Internet POP3 Email AccountsConfiguring General Settings for Internet AccountsConfiguring Outgoing Server Settings for Internet AccountsConfiguring Connection Settings for Internet AccountsConfiguring Advanced Settings for Internet AccountsUsing IMAP AccountsControlling Where Outlook Stores IMAP MessagesUsing Outlook for Hotmail and Windows Live AccountsInstalling and Configuring the Outlook Connector for HotmailUsing Outlook with Gmail AccountsSynchronizing Outlook and Google AppsUsing Multiple AccountsSending Messages Using a Specific AccountKeeping a Copy of Your Mail on the ServerViewing 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 MessagesUndeleting MessagesControlling Synchronization and Send/Receive TimesSetting Up Send/Receive GroupsCreating New GroupsModifying Existing GroupsLimiting Message SizeScheduling Send/Receive SynchronizationConfiguring Send/Receive SchedulesDisabling Scheduled Send/Receive ProcessingConfiguring Other Messaging OptionsSetting Up Notification of New MailUsing Message AlertsUsing Mobile AlertsManaging Messages and AttachmentsSaving Messages AutomaticallyRetaining a Copy of Sent MessagesWorking with AttachmentsPreviewing AttachmentsViewing AttachmentsSaving Attachments to a DiskSaving Messages to a FileMoving 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 SetUsing TablesInserting a Table in a MessageWorking with TablesWorking with Quick TablesUsing Special Text FeaturesQuick PartsDrop CapDate & TimeText BoxWordArtObjectIncluding Illustrations in MessagesInserting a Picture from a FileInserting Clip ArtInserting ShapesInserting a ChartChart Tools Design TabChart Tools Layout TabChart Tools Format TabInserting SmartArtSmartArt Tools Design TabSmartArt Tools Format TabUsing Symbols in a MessageInserting an EquationInserting a SymbolInserting a Horizontal LineWorking with HyperlinksInserting HyperlinksInserting Hyperlinks to Files or Web PagesInserting a Hyperlink to a Place in the Current MessageInserting a Hyperlink to a New DocumentInserting a Hyperlink to an Email AddressRemoving a HyperlinkInserting BookmarksIncluding Other Items in a MessageAttaching FilesInserting Files in the Body of a MessageIncluding an Outlook 2010 ItemAttaching a Business Card to a MessageIncluding a CalendarCustomizing the Appearance of Your MessagesUnderstanding How Outlook Formats MessagesOffice ThemesOlder ThemesStationeryStyle SetsUsing Themes to Customize Your MessagesColorsFontsEffectsPage ColorCreating a Custom ThemeUsing Stationery to Customize Your MessagesUsing SignaturesUnderstanding Message SignaturesDefining SignaturesAdding Signatures to MessagesBacking Up Your SignaturesUsing the Proofing and Research ToolsSet the Proofing LanguageConfiguring Research Options
10. Finding and Organizing Messages
Using Conversation ViewCleaning Up ConversationsSetting Cleanup OptionsIgnoring a ConversationBalancing Cleanup Against RetentionFinding and Organizing Messages with Search FoldersUsing Search FoldersCustomizing Search FoldersCreating a New Search FolderFinding Messages with Windows SearchFlagging and Monitoring Messages and ContactsFlagging Received and Previously Sent MessagesFlagging Outgoing MessagesViewing and Responding to Flagged MessagesFlagging Contact ItemsGrouping Messages by Customizing the Folder ViewFiltering a View Using CategoriesManaging Email Effectively
11. Processing Messages Automatically
Understanding Message RulesCreating and Using RulesCreating New Rules from Existing ItemsCreate New Rules Using the Rules WizardApplying Rules to Specific Folders or All FoldersCopying Rules to Other FoldersCreating Rules That Use OR LogicModifying RulesControlling RulesSetting Rule OrderStopping Rules from Being ProcessedDisabling and Removing RulesSharing Rules with OthersBacking Up and Restoring RulesUsing Rules to Move Messages Between AccountsRunning Rules Manually and in Specific FoldersCreating and Using Quick StepsQuick Steps OverviewUsing the Default Quick StepsCreating Your Own Quick StepsCreating Simple Quick Steps from Predefined OptionsCreating Custom Quick StepsEditing Quick StepsCopying Quick StepsUsing Quick Steps Effectively
12. Managing Junk Email
How Outlook 2010 Junk Email Filtering WorksNo Automatic FilteringLowHighSafe Lists OnlyUnderstanding How Outlook 2010 Uses the Filter ListsDeleting Instead of Moving MessagesHow Outlook 2010 Phishing Protection WorksEnabling and Configuring Junk Email FilteringControlling Automatic DownloadsConfiguring Automatic Downloading of External ContentMarking and Unmarking Junk EmailCreating Other Junk Email RulesOther Spam Filtering SolutionsFiltering in Exchange ServerUsing Third-Party FiltersManaging Junk Email Effectively
13. Responding to Messages Automatically
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 2007 and 2010Creating Custom Out Of Office RulesCreating Automatic Responses with Custom RulesSetting Up the ReplyCreating Automatic Responses from Local TemplatesCreating Automatic Responses from the Server
14. Securing Your System, Messages, and Identity
Configuring HTML Message HandlingProtecting Messages with Digital SignaturesUnderstanding Digital Certificates and SignaturesObtaining a Digital CertificateCopying a Certificate to Another ComputerBacking Up Your CertificateInstalling Your Certificate from a BackupSigning MessagesUnderstanding S/MIME and Clear-Text OptionsAdding Your Digital SignatureSetting Global Security OptionsCreating and Using Security ProfilesReading Signed MessagesChanging Certificate Trust RelationshipsConfiguring CA TrustConfiguring CA Trust for Multiple ComputersViewing and Validating a Digital SignatureEncrypting MessagesGetting Ready for EncryptionSwapping CertificatesObtaining a Recipient’s Public Key from a Public CASending Encrypted MessagesReading Encrypted MessagesImporting Certificates from Outlook ExpressProtecting Data with Information Rights ManagementUsing Microsoft’s IRM ServiceViewing IRM-Protected MessagesWorking with Multiple Accounts
15. Receiving Messages Selectively
Understanding Remote Mail OptionsRemote Mail in a NutshellWorking 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 IMAP AccountsSelective Downloading for POP3 Using Send/Receive GroupsRetrieving Only Message HeadersRetrieving Based on Message SizeKeeping Messages on the Server
16. Using RSS Feeds
Understanding RSSConfiguring RSSAdding RSS Feeds to OutlookUsing Your RSS FeedsAdding an OPML File to OutlookManaging Your RSS FeedsSetting RSS PropertiesCreating Rules for RSS Feeds
17. Using LDAP Directory Services
Overview of LDAP ServicesConfiguring a Directory Service Account in OutlookSetting the Search BaseUsing LDAP to Find People
3. Working with Contacts
18. Creating and Managing Your Contacts
Working with the Contacts FolderCreating a Contact EntryCreating Contact Entries from the Same CompanyCreating a Contact Entry from an Email MessageCopying an Existing Contact EntryCreating Other Contacts FoldersWorking with ContactsAssociating a Contact with Other Items and DocumentsAssociating Contacts and DocumentsRemoving a LinkAssigning Categories to ContactsResolving Duplicate ContactsPhoning a ContactSending an Email Message to a ContactConnecting to a Contact’s WebsiteScheduling Appointments and Meetings with ContactsScheduling a Meeting with a ContactAssigning a Task to a ContactFlagging a Contact for Follow-UpFinding ContactsViewing ContactsUsing Standard Views in the Contacts FolderCustomizing Contacts ViewFiltering Contacts ViewConfiguring Fonts and Card DimensionsUsing Automatic FormattingFiltering Contacts with CategoriesPrinting ContactsCustom Contact Printing with WordWorking with Contact GroupsCreating a Personal Contact GroupAdding or Deleting Names in a Contact GroupSharing ContactsSharing Your Contacts FoldersSharing Contacts with vCardsCreating a vCard from a Contact EntryIncluding a vCard with Your SignatureSaving a Contact Entry as a vCardSaving a vCard Attachment in Your Contacts FolderSetting Contact OptionsUsing Contacts Effectively
4. Managing Your Time and Tasks
19. Scheduling Appointments
Calendar BasicsUnderstanding Calendar ItemsUsing the Time BarUsing the Date NavigatorUsing the To-Do BarSetting the Number of Days DisplayedSelecting a DateWorking with One-Time AppointmentsSpecifying the Subject and LocationSpecifying Start and End TimesSetting a ReminderClassifying an AppointmentAdding a NoteCategorizing an AppointmentSaving an AppointmentChanging an Appointment to an EventWorking with One-Time EventsUsing the Event FormChanging an Event to an AppointmentCreating a Recurring Appointment or EventModifying an Appointment or EventChanging an Appointment or EventDeleting an Appointment or EventUsing Categories and ColorsAssigning Color Categories to an Appointment ManuallyAssigning Color to an Appointment AutomaticallyPrinting Calendar ItemsCustomizing the Current Calendar ViewRedefining FieldsFiltering Calendar ItemsControlling Fonts and Other View SettingsCreating a Custom ViewCreating a New ViewCopying a ViewUsing Overlay Mode to View Multiple Calendars in OneBacking Up Your ScheduleManaging Time ZonesChanging the Time ZoneUsing Two Time ZonesManaging Your Calendar Effectively
20. Scheduling Meetings and Resources
Sending a Meeting RequestScheduling a MeetingScheduling a Meeting from an Email (Reply With Meeting)Scheduling a Meeting from the Contacts FolderChanging a MeetingScheduling a Meeting with the Scheduling AssistantResponding to a Meeting RequestReceiving a Request for a MeetingReceiving a Response to Your RequestChecking AttendeesScheduling ResourcesSetting Up Resources for SchedulingUsing the Configured ResourcesViewing a Room CalendarManaging Meetings EffectivelyFind the Best Time for the MeetingUse Scheduling Assistant to Help Schedule MeetingsSet a Sufficient Reminder to Enable You to Make Meetings on Time
21. Managing Your Tasks
Working with Tasks in the Tasks FolderCreating a 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 Conditional FormattingSetting General Task OptionsWorking with Tasks in Other WaysWorking with Tasks in the To-Do BarChanging the Task List ViewWorking with Tasks in Outlook TodayUsing the Daily Task ListManaging Tasks Effectively
22. Tracking Documents and Activities with the Journal
Understanding the Outlook JournalUsing Automatic JournalingSetting Journal OptionsTurning Off Automatic JournalingRecording Email Messages AutomaticallyRecording Contact Information AutomaticallyRecording Document Activity AutomaticallyAdding Journal Items ManuallyRecording Work in a File ManuallyRecording Outlook Items ManuallyRecording Other Activities ManuallyRecording Phone Calls ManuallyCreating and Using Custom Entry TypesChanging Journal EntriesModifying an EntryMoving an Entry on the TimelineDeleting an EntryConnecting Journal Activities to Individual ContactsViewing the JournalUsing Timeline ViewUsing Entry List ViewUsing Last Seven Days ViewUsing Phone Calls ViewCustomizing Journal ViewsDisplaying Item Labels on the Monthly TimelineShowing Week NumbersPrinting Journal ItemsSharing Journal InformationUsing the Journal EffectivelyMake 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
23. Notes and OneNote Integration
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 Another FolderChanging Note ColorAssigning Color Categories to NotesPrinting a NoteDate and Time Stamping NotesDeleting a NoteViewing NotesCreating New Notes FoldersOverview of OneNoteCopying Items from Outlook to OneNote
5. Customizing Outlook
24. Using Templates
Working with Email TemplatesCreating an Email TemplateUsing an Email TemplateUsing a Template with a Contact GroupUsing Other Outlook Template TypesAppointments and MeetingsContactsTasks and Task RequestsJournal EntriesEditing TemplatesSharing TemplatesUsing Templates Effectively
25. 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 PaneCustomizing the To-Do BarCustomizing the RibbonModifying Existing Items and TabsAdding New ItemsCreating Your Own Ribbon TabsSharing Your Customized RibbonResetting CustomizationsCustomizing the Quick Access ToolbarCustomizing the Outlook Today ViewConfiguring Outlook TodaySpecifying the Startup ViewSpecifying Folders to ShowSetting Calendar OptionsSetting Task OptionsUsing Styles
26. 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 ColumnsGrouping DataSorting DataApplying Filters to the ViewConfiguring Fonts and Other General SettingsCreating Rules for Conditional 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
27. Designing and Using Forms
Overview of Standard Forms, Item Types, and Message ClassesOutlook FormsOutlook Item TypesOutlook Message ClassesCreating Custom Forms from Standard FormsCompose vs. ReadOutlook FieldsItem Types and FieldsCreating Custom Forms from ScratchCreating Multipage FormsAdding and Arranging ControlsPropertiesDisplayLayoutValueValidationStandard ControlsAdding Graphics to FormsAdding User-Defined FieldsPublishing and Sharing FormsSaving FormsPublishing FormsChoosing FormsUsing Forms Effectively
28. Automating Common Tasks
Understanding Automation OptionsUnderstanding MacrosUsing MacrosCreating a Macro from ScratchRunning a MacroEditing a MacroStepping Through a MacroDeleting a MacroSharing Macros with OthersSetting Macro SecuritySpecifying Trusted SourcesSigning Your Macros to Avoid Security Warnings
6. Managing and Securing Outlook
29. Managing Outlook Folders and Data
Understanding Outlook FoldersWorking with the Folder ListUsing and Managing FoldersUsing a FolderCreating a FolderAdding a Folder Shortcut to the Navigation PaneWorking with Favorite Email FoldersWorking with Other Folder GroupsCreating Folder GroupsAdding Folders to a GroupRemove Folders from a GroupRenaming a FolderCopying and Moving a FolderDeleting a FolderSetting Folder PropertiesConfiguring General Folder PropertiesConfiguring Home Page Properties for a FolderConfiguring AutoArchive Properties for a FolderConfiguring Permissions for a FolderConfiguring Synchronization Properties for a FolderConfiguring Properties for a Contacts FolderUsing Home Pages with FoldersWhy Use Home Pages?Assigning a Web Page to a FolderRemoving a Web Page from a FolderUsing a Folder’s Home PageUsing Multiple Personal FoldersAdding a Personal FolderRemoving a Personal FolderManaging DataCopying and Moving Data to Other FoldersStoring Items in the Root of Your Mail Store
30. Archiving, Backing Up, and Restoring Outlook Data
Archiving Your Outlook DataArchiving Your Data ManuallyRestoring Data After a System Failure or a ReinstallationConfiguring Automatic ArchivingRun AutoArchive Every n DaysPrompt Before AutoArchive RunsDelete Expired ItemsArchive Or Delete Old ItemsShow Archive Folder In Folder ListSpecifying How Archived Items Are HandledApplying Settings to All FoldersUsing AutoArchive Settings for Individual FoldersSetting Retention PolicyBacking Up and Restoring DataBacking Up Your Outlook DataBacking Up Your Personal FoldersBacking Up Using File CopyBacking Up Using the Microsoft Backup UtilityRestoring Your DataUsing the Offline Folders Option
31. Moving Data in and out of Outlook with Import/Export
Exporting DataExporting Outlook Data to a .pst FileExporting AddressesExporting Data to a FileImporting DataImporting Data into OutlookImporting Internet Mail Account SettingsImporting Internet Mail and AddressesImporting a vCard FileImporting an iCalendar or a vCalendar FileImporting from Another Program File
32. Finding and Organizing Outlook Data
Using Instant SearchConfiguring Instant SearchTurning Instant Search On and OffChoosing Search OptionsControlling Which Data Files Are SearchedPerforming a SearchRefining Your SearchMaking Fields from Custom Forms AvailableConfiguring Indexing OptionsSearching for ContactsUsing Advanced FindThe Advanced Find Dialog BoxSpecifying Advanced Search CriteriaOrganizing DataOrganizing Your EmailSearch FoldersUsing FoldersUsing RulesUsing Color CategoriesUsing ViewsOrganizing Your Calendar, Contacts, Tasks, and NotesOrganizing Your Outlook Items Effectively
33. Security and Virus Protection
Providing Virus ProtectionImplementing Server-Side SolutionsImplementing Client-Side SolutionsVirus Protection in OutlookProtecting Against Viruses in AttachmentsProtected ViewLevel 1 AttachmentsLevel 2 AttachmentsConfiguring Blocked AttachmentsConfiguring Attachments in Exchange ServerUsing Outlook Security SettingsAttachment Security SettingsCustom Form Security SettingsConfiguring Security Using Group PolicySetting the Outlook Security ModeConfiguring Attachment Blocking Directly in OutlookRemoving Blocked File Types from the Level 1 ListAdding Blocked File Types to the Level 1 ListOpening Blocked AttachmentsAllowing Level 1 AttachmentsAllowing Level 2 AttachmentsProtecting Against Office Macro VirusesEnabling Applications to Send Email with OutlookConfiguring Programmatic AccessConfiguring Programmatic Access Using Group PolicyTrusting ApplicationsUsing Group Policy to Trust ApplicationsTips for Securing Your System
7. Collaboration
34. Delegating Responsibilities to an Assistant
Delegation OverviewAssigning Delegates and Working as an AssistantAdding and Removing DelegatesTaking Yourself Out of the Meeting Request LoopOpening Folders Delegated to YouScheduling on Behalf of Another PersonSending Email on Behalf of Another PersonGranting Access to FoldersConfiguring Access PermissionsAccessing Other Users’ FoldersSharing Folders with Invitations
35. Sharing Calendars
Sharing Your CalendarManaging Your Shared Calendar InformationUnderstanding 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 EmailSending a Link to Your Internet Free/Busy Information Through EmailChanging the Free/Busy Status of an ItemUsing Calendar Groups and Schedule ViewUsing the Built-In Calendar GroupsCreating a Calendar GroupCreating a Group from Existing CalendarsMoving/Removing Calendars and GroupsCreating Your Own Free/Busy Server
36. Integrating Outlook with Other Office Applications
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
37. Using Office Communicator and Outlook
Overview of OCS and Office CommunicatorConfiguring Office CommunicatorSetting Up the Server ConnectionConfiguring Online Presence and Status BehaviorSetting Access LevelsTurning on Conversation HistoryOrganizing Your ContactsUsing OCS and Office Communicator Features in OutlookViewing AvailabilitySending EmailReplying with an IMMaking a CallUsing Outlook Features from Office CommunicatorSending Email from CommunicatorScheduling a Meeting from CommunicatorAdding a Communicator Contact to OutlookUsing Conversation HistoryConfiguring History Behavior in CommunicatorWorking with the Conversation History Folder
38. Collaboration with Outlook and SharePoint
Overview of SharePointThe Foundations of SharePointExtending SharePoint with MOSS or SharePoint Server 2010Setting Up AlertsAlerts in WSS 3.0/MOSSAlerts in SharePoint Foundation/SharePoint Server 2010Add an Alert for an Entire List or LibraryAdding an Alert for a Single ItemWorking with Shared DocumentsUploading a Document—WSS 3.0/MOSSUploading a Document—SharePoint 2010Creating a Document from the SiteWorking with Existing Documents and Version ControlWorking with Shared Contacts in OutlookIntegrating Outlook and SharePoint CalendarsManaging SharePoint List Connections in OutlookConfiguring Alerts from OutlookAdding Alerts from OutlookEditing and Deleting Alerts from OutlookRules Based on AlertsUsing Outlook to Work with SharePoint Libraries and FilesConnecting a SharePoint Library to OutlookDownloading Individual 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 Email to Add a File to a SharePoint Library
8. Using Outlook with Exchange Server
39. Configuring the Exchange Server Client
Outlook as an Exchange Server ClientConfiguring General PropertiesConfiguring Advanced PropertiesConfiguring Security PropertiesConfiguring Connection PropertiesVerifying Connection StatusTesting AutoConfiguration
40. Using Outlook with Exchange Server
Sending MessagesAddressing MessagesChecking NamesControlling When Messages Are DeliveredSetting Messages to ExpireRecalling a Sent Message Before It Is 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
41. Working Offline and Remotely
Offline vs. RemoteEstablishing a Remote LAN ConnectionUsing HTTP to Connect (Outlook Anywhere)Working Offline with Outlook 2010 and Exchange ServerConfiguring Startup OptionsUsing Offline FoldersSynchronizing with the Exchange Server MailboxSynchronizing with Send/Receive GroupsUsing an Offline Address Book
9. Mobility
42. Accessing Your Outlook Items Through a Web Browser
Overview of Outlook Web AppOutlook Web App FeaturesWeb Browser OptionsAuthentication OptionsUsing Outlook Web AppConnecting to the ServerSending and Receiving MessagesSorting MessagesCopying and Moving MessagesDeleting MessagesWorking with Other FoldersRenaming and Deleting FoldersWorking with Calendar, Contacts, and Other ItemsCalendar FolderContacts FolderOther FoldersConfiguring the Out Of Office Assistant in Outlook Web AppConfiguring Other Options for Outlook Web App
43. Making Outlook Mobile
Why Mobility Is ImportantOverview of Mobility Features in Exchange ServerUsing Outlook Anywhere for Remote Access to Exchange ServerUsing Outlook Mobile Service AccountsAdding an Outlook Mobile Service AccountUsing the Mobile Address BookSending Text Messages to Mobile UsersForwarding Messages to Mobile DevicesForwarding Alerts and Messages to Your Mobile DevicesSetting Up Alerts for Exchange Server AccountsForward Calendar Alerts and Summaries from Exchange ServerForward Email MessagesSetting Up Client-Side Alerts and ForwardingForwarding Calendar Alerts and Summaries from OutlookSetting Up Mobile Reminders from OutlookSetting Up Email Forwarding to Mobile Devices from OutlookCreating Rules to Forward Messages to Mobile DevicesSetting Outlook Mobile Service OptionsUsing a Mobile Signature
Index
About the Author
Copyright

Content preview from Microsoft® Outlook® 2010 Inside Out

Chapter 30. Archiving, Backing Up, and Restoring Outlook Data

Archiving Your Outlook Data 759

Configuring Automatic Archiving 765

Backing Up and Restoring Data 769

OVER time, your Microsoft Outlook 2010 data store 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. What’s more, the more data in your data store, the larger your .pst file (if you’re using one) or your Microsoft Exchange Server mailbox. Many companies impose mailbox size limits to help manage disk use on the servers, so the size of your mailbox can become a problem.

This chapter focuses on managing your Outlook 2010 folders and their contents. You’ll learn ...

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Microsoft® Outlook® 2010 Inside Out

by Jim Boyce

Chapter 30. Archiving, Backing Up, and Restoring Outlook Data

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