Outlook 2007 For Dummies

382 Pages·2007·19.474 MB·English

by  Bill Dyszel

01_038306 ffirs.qxp 11/15/06 3:25 PM Page i
Outlook® 2007
FOR
DUMmIES
‰
by Bill Dyszel
01_038306 ffirs.qxp 11/15/06 3:25 PM Page ii
Outlook®2007 For Dummies®
Published by
Wiley Publishing, Inc.
111 River Street
Hoboken, NJ 07030-5774
www.wiley.com
Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana
Published by Wiley Publishing, Inc., Indianapolis, Indiana
Published simultaneously in Canada
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or
by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit-
ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written
permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the
Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, [phone], fax [phone].
Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing,
Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, [phone], fax [phone], or online at http://
www.wiley.com/go/permissions.
Trademarks:Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the
Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade
dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United
States and other countries, and may not be used without written permission. Microsoft and Outlook are
registered trademarks of Microsoft Corporation in the United States and/or other countries. All other
trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any
product or vendor mentioned in this book.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REP-
RESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CON-
TENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT
LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CRE-
ATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CON-
TAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE
UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR
OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A
COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE
AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION
OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FUR-
THER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFOR-
MATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE.
FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE
CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.
For general information on our other products and services, please contact our Customer Care
Department within the U.S. at 800-762-2974, outside the U.S. at 317-572-3993, or fax [phone].
For technical support, please visit www.wiley.com/techsupport.
Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may
not be available in electronic books.
Library of Congress Control Number: 2006934819
ISBN-13: 978-0-470-03830-7
ISBN-10: 0-470-03830-6
Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
1B/QY/RR/QW/IN
01_038306 ffirs.qxp 11/15/06 3:25 PM Page iii
About the Author
Bill Dyszelis a popular speaker and trainer, author of 18 books, and contrib-
utor to many leading national magazines, including PC Magazine.His speeches
and seminars aim to help people simplify their lives by using technology
wisely. Bill is also an award-winning filmmaker and an accomplished enter-
tainer. He sang with the New York City Opera for 14 years and still appears
regularly on the New York stage. His one-man movie musicals have been seen
from coast to coast as part of the 48 Hour Film Project.
01_038306 ffirs.qxp 11/15/06 3:25 PM Page iv
01_038306 ffirs.qxp 11/15/06 3:25 PM Page v
Author’s Acknowledgments
I’d like to thank all the wonderful people who helped me make this book
entertaining and useful to the reader, especially Tonya Cupp, Lee Musick,
Greg Croy, and the whole staff of Wiley Publishing, Inc. that makes this series
possible. Thanks also to my agent, Laura Lewin of Studio B Productions.
01_038306 ffirs.qxp 11/15/06 3:25 PM Page vi
Publisher’s Acknowledgments
We’re proud of this book; please send us your comments through our online registration form
located at www.dummies.com/register/.
Some of the people who helped bring this book to market include the following:
Acquisitions, Editorial, and Composition Services
Media Development
Project Coordinator: Erin Smith
Project Editor:Tonya Maddox Cupp
Layout and Graphics:Carl Byers,
(Previous Edition: Linda Morris) Lavonne Cook, Denny Hager,
Barbara Moore, Barry Offringa,
Acquisitions Editor:Greg Croy
Lynsey Osborn, Rashell Smith, Alicia South
Technical Editor:Lee Musick
Proofreaders: Christine Pingleton, Techbooks
Editorial Manager:Jodi Jensen
Indexer: Sherry Massey
Media Development Specialists:Angela Denny,
Kate Jenkins, Steven Kudirka, Kit Malone,
Travis Silvers
Media Development Manager:
Laura VanWinkle
Editorial Assistant:Amanda Foxworth
Sr. Editorial Assistant:Cherie Case
Cartoons:Rich Tennant
(www.the5thwave.com)
Publishing and Editorial for Technology Dummies
Richard Swadley,Vice President and Executive Group Publisher
Andy Cummings,Vice President and Publisher
Mary Bednarek,Executive Acquisitions Director
Mary C. Corder,Editorial Director
Publishing for Consumer Dummies
Diane Graves Steele,Vice President and Publisher
Joyce Pepple,Acquisitions Director
Composition Services
Gerry Fahey,Vice President of Production Services
Debbie Stailey,Director of Composition Services
02_038306 ftoc.qxp 11/15/06 3:25 PM Page vii
Contents at a Glance
Introduction.................................................................1
Part I: Getting the Competitive Edge with Outlook ..........9
Chapter 1: Fundamental Features: How Did You Ever Do without Outlook? ...........11
Chapter 2: Inside Outlook: Mixing, Matching, and Managing Information................21
Chapter 3: On the Fast Track: Drag ’til You Drop.........................................................37
Part II: Taming the E-Mail Beast .................................45
Chapter 4: The Essential Secrets of E-Mail....................................................................47
Chapter 5: E-Mail Tools You Can’t Do Without.............................................................67
Chapter 6: Conquering Your Mountain of Messages....................................................83
Part III: Managing Contacts, Dates, Tasks, and More...109
Chapter 7: Your Little Black Book: Creating Contact Lists........................................111
Chapter 8: The Calendar: How to Unleash Its Power.................................................139
Chapter 9: Task Mastery: Discovering All the Bells and Whistles...........................161
Chapter 10: For the Record: Outlook Notes and Journal Entries.............................187
Part IV: Beyond the Basics: Tips and Tricks
You Won’t Want to Miss............................................217
Chapter 11: Feeding on Blogs, Podcasts, and News with Outlook RSS...................219
Chapter 12: What You Need to Know to Use Outlook at Home................................229
Chapter 13: Supercharging Your Sales with Business Contact Manager.................237
Part V: Outlook at the Office.....................................251
Chapter 14: Big-Time Collaboration with Outlook.....................................................253
Chapter 15: Keeping Secrets Safe with Outlook Security .........................................279
Chapter 16: See It Your Way: Organizing and Customizing Outlook........................287
Chapter 17: Work from Anywhere with Outlook Web Access...................................309
Part VI: The Part of Tens...........................................333
Chapter 18: Top Ten Accessories for Outlook............................................................335
Chapter 19: Ten (Or So) Things You Can’t Do with Outlook ....................................339
Chapter 20: Ten Things You Can Do After You’re Comfy...........................................343
Chapter 21: Ten Shortcuts Worth Taking....................................................................349
Index.......................................................................349
02_038306 ftoc.qxp 11/15/06 3:25 PM Page viii
02_038306 ftoc.qxp 11/15/06 3:25 PM Page ix
Table of Contents
Introduction..................................................................1
About This Book...............................................................................................2
Foolish Assumptions.......................................................................................3
How This Book Is Organized...........................................................................3
Part I: Getting the Competitive Edge with Outlook............................3
Part II: Taming the E-Mail Beast............................................................4
Part III: Managing Contacts, Dates, Tasks, and More.........................4
Part IV: Beyond the Basics: Tips and Tricks
You Won’t Want to Miss.....................................................................5
Part V: Outlook at the Office.................................................................5
Part VI: The Part of Tens.......................................................................5
Conventions Used in This Book.....................................................................6
Dialog boxes............................................................................................6
Tabs and Ribbons...................................................................................7
Links.........................................................................................................7
Keyboard shortcuts...............................................................................7
Icons Used in This Book..................................................................................8
Where to Go from Here....................................................................................9
Part I: Getting the Competitive Edge with Outlook...........9
Chapter 1: Fundamental Features: How Did You Ever
Do without Outlook? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Easy Ways to Do Anything in Outlook.........................................................11
Reading E-Mail................................................................................................12
Answering E-Mail............................................................................................14
Creating New E-Mail Messages.....................................................................14
Sending a File..................................................................................................15
Entering an Appointment..............................................................................16
Checking Your Calendar................................................................................17
Adding a Contact............................................................................................17
Entering a Task...............................................................................................18
Taking Notes...................................................................................................19
Chapter 2: Inside Outlook: Mixing, Matching,
and Managing Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Outlook and Other Programs.......................................................................22
About Personal Information Management..................................................22