Microsoft Outlook 98 Field Guide

Overview

Here's the fast way to find practical answers about Microsoft Outlook 98. With this handy reference and guide, accurate information about everything from tools to terms to techniques is always close at hand.

Experience Level: Beginner/ Intermediate

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Overview

Here's the fast way to find practical answers about Microsoft Outlook 98. With this handy reference and guide, accurate information about everything from tools to terms to techniques is always close at hand.

Experience Level: Beginner/ Intermediate

Read More Show Less

Product Details

  • ISBN-13: 9780641024887
  • Publisher: Microsoft Press
  • Publication date: 3/11/1998
  • Pages: 196

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OUTLOOK A-Z

Microsoft Internet Explorer

Outlook comes with a copy of Microsoft's Web browser, Internet Explorer. Using Internet Explorer, you can view Web pages and even access other Internet resources.

SEE ALSO Outlook Express

Microsoft Schedule+

Microsoft Schedule+ is another time-management components of the Exchange family of products. Using Schedule+, you can schedule appointments and meetings, keep a to-do list, and organize projects. Because you can do all of these things in Outlook as well, you don't need Schedule+. But you should know that if you used Schedule+ with Exchange and you're hooked on it, you can still use it as your main scheduling program. To do this, choose the Tools menu's Options command, click the Preferences tab, dick Calendar Options, and then select the Use Microsoft Schedule+ As My Primary Calendar check box.

Microsoft Word

If you have Microsoft Word 97, you can use Word as your e-mail editor and call on the power of Word to help you write your messages. To tell Outlook you want to use Word as your e-mail editor, choose the Tools menu's Options command. On the Mail Format tab, select Microsoft Word from the Send In This Message Format drop-down list box. The next time you open a New Message window, Outlook displays a little message box to alert you that it is opening Word as your e-mail editor. If you look carefully, you can see that the Message form now includes extra buttons on the toolbars. (You might recognize these buttons from Word.) You can use these buttons to edit and format your e-mail messages. MIME MIME stands for "multipurpose Internet mail extensions." MIME is a protocol that lets you attach binary files to e-mail messages and send these over the Internet. As long as the people to whom you send messages also have e-mail readers that support the MIME protocol and the mail servers you and your recipients use support the MIME protocol, others can extract and use the files you send them. For example, using MIME, someone can attach a Microsoft Word document to an e-mail message. If the recipient's e-mail reader supports MIME, the recipient can save the Word document in the e- mail message. If the recipient has a copy of Word for Windows, he or she can open and work with the document in Word.

While Outlook understands and supports the MIME protocol, not all e-mail clients and servers do. For this reason, sometimes you can't use MIME. Sometimes you need to use Uuencode.

NetMeeting

Microsoft Internet Explorer and the full installation of Outlook come with a conferencing program called NetMeeting. NetMeeting lets you audio-conference or video-conference with another person over the Internet. To make full use of NetMeeting, you need speakers, a microphone, and optionally, a video camera.

Using Outlook to Store NetMeeting Information

When you create contact items, you can enter NetMeeting information for the contact by clicking the Details tab of the Contact form. Enter the name of the directory server over which the Internet calls with the contact take place in the Directory Server text box. Enter the contact's e-maiL alias in the E-MaiL Alias text box.

To create a NetMeeting appointment in the Calendar, create an appointment item in the usual way and then select the This Is An Online Meeting check box. Click the Online tab to enter a server for the meeting location and the e-mail address of the meeting organizer. To organize an online meeting yourself and send meeting requests to other attendees, choose the Actions menu's New Online Meeting Request command.

Starting NetMeeting

You can place a NetMeeting call to a contact by selecting the contact in your Contacts folder and choosing the Actions menu's Call Using NetMeeting command. You can place a NetMeeting call to someone on one of your other Address Book lists by choosing the Go menu's Internet Call command and the Internet Call submenu's From Address Book command. You can also open NetMeeting by choosing the Go menu's Internet Call command and the Internet Call submenu's Internet Call command.

SEE ALSO Plan A Meeting Wizard

Network

SEE ALSO Internet; Intranet

Newsgroup SEE Newsreader

Newsreader

Outlook 98 comes with a program called Outlook Express News, which is an Internet newsreader. Newsreaders let you read e-mail messages that people have posted to newsgroups. (A newsgroup works like an electronic bulletin board.) Using Outlook Express News, you can also post your own messages to newsgroups.

Installing Outlook Express News

You install Outlook Express News at the same time that you install Outlook. To configure Outlook Express News so that it works with your Internet service provider's newsgroup server, you may need to run the Connection Wizard. Or, alternatively, you may need to get and then follow whatever configuration instructions your Internet service provider supplies.

Starting Outlook Express News

You can start Outlook Express News by choosing Microsoft Outlook Newsreader from your Programs menu. You can also start Outlook Express News from within Outlook by choosing the Go menu's News command.

Previewing a Newsgroup

To check out the messages posted to a newsgroup, follow these steps:

1 Select the server that stores the newsgroup from the list on the left.

2 Click the Newsgroups toolbar button. Outlook Express News displays the Newsgroups dialog box.

3 Scroll through the list of newsgroups on the server until you see one that interests you. Or type a keyword in the text box to shorten the list of available newsgroups to ones that include the keyword in their name.

4 Click Go To.

Subscribing to a Newsgroup

To add a newsgroup to your newsgroup list so that you can easily visit the newsgroup on future occasions, you need to subscribe to the newsgroup. Subscribing doesn't cost you anything; it just allows you to access the newsgroup more quickly. To subscribe to a newsgroup you are previewing, right-click its name and choose the shortcut menu's Subscribe To This Newsgroup command. To subscribe to a newsgroup that isn't displayed in your newsgroup list, follow these steps:

1 Select the server that stores the newsgroup from the list on the left.

2 Click the Newsgroups toolbar button to display the Newsgroups dialog box.

3 Double-click the newsgroup to which you want to subscribe. (You can subscribe to multiple newsgroups by repeating this step.)...

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Table of Contents

Environment 1
Outlook A to Z 15
Troubleshooting 159
Quick Reference 169
Index 187
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Introduction

What Is a Field Guide?

Sometime during grade school, my parents gave me a field guide to North American birds. With its visual approach, its maps, and its numerous illustrations, that guide delivered hours of enjoyment. The book also helped me better understand and more fully appreciate the birds in my neighborhood. And the small book fit neatly in my backpack. But I'm getting off the track.

This book works in the same way as that field guide. It organizes information visually with numerous illustrations. And it does this in a way that helps you more easily understand and enjoy working with Microsoft Outlook 98. For new users, the Field Guide provides the essential information necessary to start using Outlook. But the Field Guide isn't only for beginners. For experienced users, the Field Guide provides concise, easy-to-find descriptions of Outlook tasks, terms, and techniques.

When You Have a Question

Let me explain then how to find the information you need. If Outlook is new to you, you'll usually want to flip first to the Environment section, which is really a visual index. You find the picture that shows what you want to do or the task you have a question about. If you want to know how to send e-mail messages, you flip to pages 4 and 5, which talk about how you send an e-mail message over a network using Outlook.

Next you read the captions that describe the parts of the picture. Say, for example, that you want to attach a file to send along with your message. On page 4, there's a caption that describes what message attachments are.

You'll notice that some captions use boldface terms or are followed by additional boldface terms.These provide more information related to the caption's contents by referring to entries in the second section, Outlook A to Z.

Outlook A to Z is a dictionary containing right around 200 entries that define terms and describe tasks. (After you've worked with Outlook a bit or if you're already an experienced user, you'll often be able to turn directly to this section.) So if you have just read the caption in the Environment section that talks about message attachments, you'll see the term item in boldface, indicating a cross- reference. If you don't know what an Outlook item is, you can flip to the Items entry in Outlook A to Z.

When an entry in Outlook A to Z appears as a term within another entry, I'll often boldface it the first time it appears in that entry. For example, as part of describing what an Outlook item is, I might tell you that an appointment is an example of an Outlook item. In this case, the word appointment appears in bold letters - alerting you to the presence of another entry explaining appointments and how you create them using Outlook's Calendar. If you don't understand the term or want to do a bit of brushing up, you can flip to the Appointment entry for more information.

When You Have a Problem

The third section, Troubleshooting, describes problems that new and casual users of Outlook often encounter. Following each problem description, I list one or more solutions you can employ to fix the problem.

When You Wonder About a Command

The Quick Reference at the end of the Field Guide describes the Outlook menu commands and toolbar buttons. If you want to know what a specific command does, turn to the Quick Reference. Don't forget about the Index either. You can look there to find all references in this book to any single topic.

Conventions Used Here

I have developed a few conventions to make using this book easier for you. Rather than use wordy phrases such as "Activate the File menu, and then choose the Print command" to describe how you choose a menu command, I'm just going to say, "Choose the File menu's Print command."

Finally, I want to let you know about a couple of conventions I used when creating the figures for this book so that you won't get confused if the figures you see here look a little different than what you see on your screen. When I installed Outlook to create the figures for this book, I didn't upgrade from Outlook 97. This is why my Outlook Bar's buttons are called Outlook Shortcuts, My Shortcuts, and Other Shortcuts. If you upgraded from Outlook 97, your buttons may be called Outlook, Mail, and Other. But you have pretty much the same icons in each group as I do. The computer I used for creating the figures for this book is also part of a network. So I installed the Corporate or Workgroup version of Outlook If you installed the Internet Only or No E-Mail version of Outlook, your Address Book might look a little different and you will have fewer options in some dialog boxes. Finally, I performed the full installation of Outlook so that I could tell you about some of the features in that version. If you installed the Standard or Minimal version, you might not have all of the features I talk about.

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