Microsoft Outlook 2003 Bible

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Packed with step-by-step instructions for using e-mail, scheduling times and tasks, keeping track of people and managing items and folders.
* Readers discover out to use Outlook to its full potential and allow them to work more efficiently.
* Coverage goes beyond the basics of mastering e-mail to include using Outlook as a Personal Information Manager, integrating it with other Office applications, and ...
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Overview

Packed with step-by-step instructions for using e-mail, scheduling times and tasks, keeping track of people and managing items and folders.
* Readers discover out to use Outlook to its full potential and allow them to work more efficiently.
* Coverage goes beyond the basics of mastering e-mail to include using Outlook as a Personal Information Manager, integrating it with other Office applications, and discovering advanced message development.
* The companion CD-ROM includes sample code from the book and valuable third-party tools to help integrate Outlook.
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Product Details

  • ISBN-13: 9780764539732
  • Publisher: Wiley
  • Publication date: 6/20/2003
  • Series: Bible Series , #39
  • Edition description: BK&CD-ROM
  • Edition number: 1
  • Pages: 816
  • Product dimensions: 7.40 (w) x 9.20 (h) x 1.70 (d)

Meet the Author

Rob Tidrow is a writer, Web site designer, trainer, and president of Tidrow Communications, Inc., a firm specializing in content creation and delivery. Rob has authored or co-authored over 30 books on a wide variety of computer topics, including Microsoft Windows, Microsoft Office, and Microsoft Internet Information Server. He is the Technology Coordinator for Union School Corporation, Modoc, IN and lives in Milton, IN with his wife Tammy and their two sons, Adam and Wesley. You can reach him on the Internet at rtidrow@infocom.com.

Brian Culp is the author or co-author of several computer books, including two in the Mike Meyer’s Passport series. He’s been a computer teacher for the past several years, and owns an administration firm called LANscape, Inc. He lives in Kansas City. You can reach him at either bculp@lanscapecomputer.com or at bculp23@hotmail.com.

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Table of Contents

Preface.

Acknowledgments.

Part I: Getting Started with Microsoft Outlook 2003.

Chapter 1: Outlook 2003 in a Nutshell.

Chapter 2: Installing Outlook 2003.

Chapter 3: A Guided Tour of Outlook 2003.

Chapter 4: Configuring Outlook 2003.

Part II: Mastering E-mail.

Chapter 5: E-mail Basics.

Chapter 6: Message Options and Attachments.

Chapter 7: Advanced E-mail Concepts.

Chapter 8: Processing Messages Automatically.

Part III: Information Manager.

Chapter 9: Managing Your Contacts.

Chapter 10: Managing Your Calendar.

Chapter 11: Scheduling Your Time.

Chapter 12: Tracking Tasks.

Chapter 13: Keeping Your Journal.

Chapter 14: Taking Notes.

Chapter 15: Organizing Information with Categories.

Chapter 16: Using Outlook Newsreader.

Part IV: Getting the Most Out of Outlook 2003.

Chapter 17: Customizing Outlook 2003.

Chapter 18: Using Folders Effectively.

Chapter 19: Integrating with Other Applications.

Chapter 20: Delegating Tasks to an Assistant.

Chapter 21: Using Windows SharePoint Services.

Part V: Managing Outlook Users.

Chapter 22: Supporting Roaming Users.

Chapter 23: Managing Security and Performance.

Chapter 24: Controlling Outlook (and Office) with Group and System Policies.

Chapter 25: Backing Up and Recovering User Data.

Chapter 26: Managing Exchange Server for Outlook Users.

Part VI: Basics of Microsoft Outlook 2003.

Chapter 27: Outlook 2003 Application Types.

Chapter 28: Creating a Simple Outlook Form.

Chapter 29: Controls in Outlook Forms.

Chapter 30: Utilizing Custom Fields.

Chapter 31: Adding Functionality to Outlook Forms.

Part VII: Advanced Messaging Development

Chapter 32: Working with Application Folders.

Chapter 33: Collaborative Messaging Basics.

Chapter 34: Using the Outlook 2003 Object Model.

Part VIII: Advanced Outlook Administration.

Chapter 35: Using Business Contact Manager.

Chapter 36: Using Outlook Web Access.

Chapter 37: Optimizing Outlook Installations.

Appendix: What’s on the CD-ROM.

Index.

End-User License Agreement.

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First Chapter

Outlook 2003 Bible


By Rob Tidrow

John Wiley & Sons

ISBN: 0-7645-3973-6


Chapter One

Outlook 2003 in a Nutshell

Microsoft performed a usability study during the Outlook 2002 beta. This study determined that most Office users spend at least 60 percent of their time in Outlook, and much of that time working with e-mail. If you were to ask a cross-section of Outlook users how they use the program, it would be a safe bet that most of them would immediately mention e-mail. Some users would probably also talk about using Outlook to keep track of their calendar and maybe their contacts, but that would likely be about all most people would think about. Very few people actually use Outlook as effectively as they could, in part because they don't know how much Outlook can do for them.

You don't have to use all the features of Outlook any more than you have to eat every type of food you might find at a buffet dinner. On the other hand, you'll probably find that knowing all the different things that are available may stimulate your appetite, so you'll want to try some new things. So maybe that's the way you should approach this chapter-as a "sampler tray" that whets your appetite about what Outlook can do for you.

Easy Messaging

You would not be alone if all you thought about doing with Outlook was sending and receiving e-mail messages. Messaging is really at the heart of Outlook, even though only using Outlook for e-mail would be similar to visiting a family gathering andignoring all the relatives because you were only interested in seeing your grandma's dog.

What is messaging?

In Outlook, messaging is synonymous with e-mail-electronic mail. E-mail has changed the way people communicate in a number of fundamental ways. Some of these changes include the following:

* Messages can be delivered almost instantly nearly anywhere in the world. Although this has been possible for voice messages sent over telephone lines for some time, e-mail encompasses additional types of messages such as document attachments. (It's also much cheaper than long-distance calls.) * Sending an e-mail message is generally much less expensive than other methods. You can, for example, send the entire text of a 500-page book over the Internet without paying a special delivery charge. Compare that to the cost of sending a 500-page printed document via an overnight air express service!

* Time zones are far less important when you can send a message, and the recipient can read it at his or her convenience. As a result, it may be far easier to collaborate on a project with someone half-way around the world than it used to be to collaborate with someone two time zones away.

* It's almost as easy to send a photo or a fully formatted document as it is to send a plain text message because messages can easily include attachments. This makes it far more likely that the sender and the recipient both understand the message in the same way.

E-mail has truly made the world a bit easier to reach, and has brought about many changes in the way people communicate on a daily basis.

Integrating with forms

Outlook forms are a method of standardizing the way you send and receive information. You use Outlook forms when you create and store contact information and when you create a new message. Forms make interacting with your computer far easier because forms are a visual method of presenting information.

You aren't limited to the standard forms Outlook provides for its purposes. As detailed in the latter chapters of this book, you can create your own forms for use with Outlook. You might, for example, create a form that members of your workgroup could use to report on their progress or to report problems with a project.

Outlook forms can effectively connect any other computer in the world into your Outlook information database. If you e-mail a message that contains the proper form, the information the recipient enters into the form can be automatically e-mailed back to your computer and used on your system. If you need this type of integration, read all about forms later in this book.

You can also use templates, which are nothing more than Outlook items (messages, contacts, and so on) saved to disk, to simplify repetitive tasks. For example, you might create a template to submit a monthly progress report or expense reimbursement report. You can use templates for non-messages items, as well. You might use a contact template to create multiple contacts with the same company information, for example. Or, you might use an appointment template to create appointments with the subject, label, and other properties already set. Whatever the case, you'll find more information about templates in Chapter 17.

Increased Productivity

Everyone has certainly heard the old saying, "time is money." In today's busy world, that old saying is probably even truer than ever. There just isn't enough time for everything you need to accomplish - unless you can get some good help, that is. Outlook can provide lots of that help so you can be more productive and get more done in the time you have available.

Outlook has many different ways to help you increase your productivity, including providing a common collection of contacts to use for e-mail, phone calls, and letters, as well as the ability to easily locate information associated with specific projects or contacts. You aren't likely to use all of them, but using even some of them can be effective. Figure 1-1 shows the Calendar folder with the Contacts folder opened in a second window.

Sharing information

Virtually no one works in actual isolation. Even if you were to go off to the top of a mountain to sit in a cave for the rest of your life, you'd still need to communicate with others once in a while-even if that meant creating a fire and sending out smoke signals. Fortunately for those of us with far more normal lives, Outlook is designed to make sharing information simple and straightforward. Outlook isn't likely to make your eyes water as much as smoke signals would, either!

Outlook offers several ways for you to share information. Here are a few possibilities for sharing information through Outlook:

* You can send information to other people in the form of e-mail messages. This is by far the simplest method, and will serve the needs of many users.

* You can use Outlook to schedule meetings-either online or face-to-face meetings-as the need arises. Meetings are an obvious method of sharing information, of course, but you may never have thought of using Outlook for this type of scheduling. To be effective, each of the meeting participants must keep his or her personal schedule in Outlook.

* You can publish information in public folders on an Exchange Server, which allows others to access the information. If you've been given the necessary permissions in a particular public folder, you can create additional folders and control the actions that others can take within the folder (create items, read 0 them, and so on). Users across the Internet can also access the items in public folders if the folders are configured as publicly available newsgroups by the Exchange Server administrator. Figure 1-2 shows a public folder opened in Outlook.

An Exchange Server administrator can also set up newsfeeds to pull public newsgroup messages to public folders, where they can be read and replied to by Outlook users from within Outlook. For more information on working with newsgroups, see Chapter 16.

* Exchange Server users can grant other users various levels of access to their Outlook folders. For example, you might set up a shared Contacts folder to enable everyone in your Sales department to access customer addresses. Unfortunately, it isn't practical to share a set of personal folders, but it can be done. Chapter 18 explains how.

With only a few exceptions, e-mail messages being the most notable, you'll have a difficult time sharing most Outlook information with anyone who doesn't also use Outlook. The items on your Calendar, for example, aren't readily usable for scheduling unless everyone in your workgroup is using Outlook. Some types of information, such as your contacts, can be shared indirectly by exporting the information to another format.

Getting organized

People have different definitions of what it means to be organized. For some people, it's enough that they're able to get up and get to work on time. Other people take organization to the extreme and aren't happy unless each pair of socks in their underwear drawer is lined up according to a color chart. Outlook's organization features are intended for people who fit somewhere between these two extremes.

Several of Outlook's capabilities may help you get organized. Depending on your personal definition of what it means to be organized, you many find some or all of these capabilities useful.

Keeping track of your schedule

Figure 1-3 shows the Outlook feature that probably comes to mind first when you're thinking about organization. The Outlook Calendar enables you to plan your schedule, plan for meetings, and even block out times when you don't want to be disturbed.

The Outlook Calendar may look somewhat like the paper calendar that may already sit on your desk, but the Outlook Calendar can do things no paper calendar ever could. It's easy to forget to look on your desk calendar to see what might be scheduled for that week when you're planning a vacation, but the Outlook Calendar won't allow you to "accidentally" be gone when you have that dental appointment.

In addition to notifying you about scheduling conflicts, the Outlook Calendar can also provide both visible and audible reminders of important events. With a little planning, you could even have Outlook greet you on your special day by playing Happy Birthday when you check your schedule.

Staying in contact

If you've ever tried to rely on one of those little pocket organizer books to keep track of your address list, you'll quickly come to appreciate the Outlook Contacts list. Gone are the problems of running out of space simply because you know too many people with a last name such as Smith or of virtually illegible entries that are the result of making too many corrections.

The Outlook Contacts list can store far more than the obvious e-mail addresses. As Figure 1-4 shows, the Outlook Contacts list has room for additional information such as mailing addresses, phone numbers, business information, and quite a bit more. If you need to keep track of information about someone, the Outlook Contacts list can likely accommodate your needs.

If you want to share contact information with people who may not be using Outlook, you might want to send the information as a vCard - an Internet standard for creating and sharing virtual business cards. (More on vCards in Chapter 9.)

Getting even more organized with the Journal

Outlook doesn't stop at organizing your schedule and your address book. Outlook also keeps track of how you use your computer. You may not realize it, but each time you work on a Microsoft Office document, Outlook can make a note about the document in the Journal, a special Outlook folder. There is an automatic record of not only when you opened each document but also how long you worked on it.

As Figure 1-5 shows, the Outlook Journal automatically tracks information about e-mail messages in addition to Access, Excel, PowerPoint, and Word documents. You can add your own categories such as phone calls to the Journal, too.

Entries in the Outlook Journal are organized by date, so you can scroll to any particular date, click the plus sign (+) in front of the entry type, and see which items are recorded in the Journal for that date. If you want more details about an item, all you need to do is double-click the item to view the Journal entry.

The Outlook Journal can be a valuable tool for tracking the time you spent working on a project - especially if you need to bill for projects based on time.

Using the Tasks folder

The Tasks list, contained in the Tasks folder, is another important Outlook organizational t0ool. The Tasks list is useful for organizing those projects you need to complete but which don't fit neatly on a calendar. For example, Figure 1-6 shows a Tasks list that includes a number of items. Some items have a specific due date; others simply need to be done at some point in time. What sets all of these items apart from standard Calendar entries is that tasks are generally somewhat difficult to schedule. It's easy, for example, to schedule a business trip because your flight will leave at a specified time whether you're there or not. It's much harder to schedule something such as finishing a manuscript because it's difficult to foresee any problems that might delay the completion. In addition, the task of finishing a manuscript is one that you could finish early; there's no penalty for being ahead of schedule for most task-type items.

Be sure to clean out old completed tasks from time to time so that it's easier to see what's left to be done. Select a completed task and click the Delete button to remove the task from the list.

Integrating with other applications

Increasing your productivity using Outlook isn't limited to the various tasks you can perform within Outlook itself. Much of the information that you create or store in Outlook is also useful in other applications. You might, for example, want to create a form letter in Word and then use your Outlook Contacts list to address those letters. Sure, you could just create a second address book, but why do all that extra work when Outlook already has just what you need? Besides, do you really want to try to keep two different address lists up to date?

One productive way to integrate Outlook with other applications is a slight variation on the old form letter process. You've probably used mail merge to create form letters, but did you realize that you could use mail merge to create a series of e-mail messages, too? If you've ever considered changing to a different Internet service provider (ISP) but decided that notifying all your contacts about your new e-mail address was just too much of a hassle, why not use Outlook and Word together to create an e-mail notification of your new e-mail address? That way, each message recipient will receive his or her personalized copy of your address change and will be far less likely to ignore the message.

Even if you never use mail merge, you'll probably find that Outlook has a certain amount of integration with the other Microsoft Office applications. For example, although Outlook has a rudimentary text editor that you could use to create e-mail messages, it's likely that you'll never actually use this simple editor.

Continues...


Excerpted from Outlook 2003 Bible by Rob Tidrow Excerpted by permission.
All rights reserved. No part of this excerpt may be reproduced or reprinted without permission in writing from the publisher.
Excerpts are provided by Dial-A-Book Inc. solely for the personal use of visitors to this web site.

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