Outlook 2000: The Complete Reference

Overview

Provides a glossary of e-mail and Outlook terms for easy reference. Offers in-depth explanations of Outlook's functions such as managing contacts and e-mail,scheduling meetings and tasks,and integrating documents with Office 2000. Contains CD-ROM with TEST YOURSELF software for the MOUS exam and practice files that correspond to exercises in the book.

The Ultimate Guide to the Best-Selling E-mail Program!

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Overview

Provides a glossary of e-mail and Outlook terms for easy reference. Offers in-depth explanations of Outlook's functions such as managing contacts and e-mail,scheduling meetings and tasks,and integrating documents with Office 2000. Contains CD-ROM with TEST YOURSELF software for the MOUS exam and practice files that correspond to exercises in the book.

The Ultimate Guide to the Best-Selling E-mail Program!

Take full advantage of the most popular and versatile e-mail and contact management tool ever created. Whether you're an end-user who wants to be more productive at work,or an IT professional seeking to maximize this powerful program,Outlook 2000: The Complete Reference is the resource for you. Learn to manage your e-mail,calendar,and contacts,schedule and conduct meetings,and integrate Outlook with other programs in the Office Suite. Plus,you can use the book and CD-ROM to study for the Microsoft Office User Specialist (MOUS) exam - use the skill reviews in the relevant chapters and the TEST YOURSELF questions on CD to determine if your skills meet the requirements for passing the exam.

  • Send,receive,and manage e-mail with ease
  • Stay on schedule with appointments,events,and reminders
  • Schedule meetings and resources quickly and efficiently using the Meeting Planner
  • Collaborate with other users across the network,the intranet,or even the internet
  • Keep track of to-do lists and projects with task management tools
  • Customize Outlook to suit your information management needs
  • Integrate Outlook with other Office applications to create letters,mail merge documents,and more
  • Personalize your e-mail with signatures,stationery,and advanced formattingtechniques
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Product Details

  • ISBN-13: 9780072124361
  • Publisher: McGraw-Hill Professional
  • Publication date: 8/16/2000
  • Series: Complete Reference Series
  • Edition description: BOOK & CD
  • Pages: 775
  • Product dimensions: 7.40 (w) x 9.13 (h) x 2.14 (d)

Read an Excerpt

Chapter 4: Reading and Replying to Messages

Is important as writing and sending e-mail is, the flip side of the coin-receiving and replying to incoming e-mail-is equally important. So much of today's communication, both personal and business, is conducted via e-mail that dealing with incoming e-mail is a skill everyone must master.

While it's true that receiving e-mail requires no effort if you're on a Microsoft Exchange Server network, and very little if you use an Internet e-mail account, there are quite a few things you can do with incoming e-mail after it lands in your Inbox. You can open it, read it, discard it, reply to it, store it, flag it, or even ignore it if you choose. That's what this chapter is all about: providing you with the skills to dispatch your incoming e-mail quickly and effectively.

Configuring the Inbox

The first thing you'll want to do is set up the Inbox to suit your work habits and needs. Fortunately, Outlook provides a number of options that enable you to customize the Inbox so that managing your incoming e-mail will be a breeze.

AutoPreview

For a sneak peek at the contents of each incoming message, you can turn on AutoPreview. It's a handy feature that displays, in the Information viewer, the first line or two of each message in addition to the usual header information. It's especially helpful if you're pressed for time and receive a lot of e-mail every day. You can take a quick look and decide for yourself the importance of the message, without even opening it.

To activate the AutoPreview feature, follow these steps:

1. Click the Inbox shortcut on the Outlook Bar to open the Inbox folder.
2. Choose View IAutoPreview from the Menu bar to enable AutoPreview.

You can also activate AutoPreview by right-clicking a blank spot (below the last message) in the Inbox Information viewer and selecting AutoPreview from the shortcut menu that appears.

3. Scroll through the Information viewer to scan the messages in the Inbox. The message contents appear with a blue background.

4. Choose View I AutoPreview a second time to turn off the AutoPreview feature.

The only downside to AutoPreview is that it utilizes a lot of Information viewer real estate. If you have a large number of incoming messages, you may find it easier to turn AutoPreview off and rely on the Subject line to determine the importance of each message.

Preview Pane

The Preview Pane offers another means of viewing the message contents without actually opening the message. Unlike AutoPreview, the Preview Pane displays the entire message, not just the first line or two. However, Preview Pane actually splits the Information viewer into two panes. The top pane retains the standard header information, while the bottom pane displays the message contents (see Figure 4-1).

Activating the Preview Pane is as simple as choosing View I Preview Pane from the Menu bar. This immediately splits the Inbox Information viewer into two panes, with the Preview Pane inhabiting the bottom pane. After the Preview Pane is activated, select a message in the Inbox Information viewer to display it in the Preview Pane. Scroll through the message to read the entire contents. If the message has one or more attachments, a paperclip icon appears on the right side of the header information (see Figure 4-1). Click the paperclip to display a list of attachments. Select an attachment from the list to open it. Of course, you must have the associated program installed to open the attached file.

Unless the sender uses Rich Text as the message format, the attachments themselves will not appear in the Preview Pane. To do anything except read the attachment in a non-Rich Text message, you'll have to open the message, right-click the attachment, and select the appropriate command from the shortcut menu that appears.

The Preview Pane is no different from other Outlook features in that it has several options you can set to customize the way it works. To change the Preview Pane settings, right-click the Preview Pane header and choose Preview Pane Options from the shortcut menu.

The available choices include hiding the Preview Pane itself, hiding the Preview Pane header information and setting Preview Pane options.

The Preview Pane options available in the Preview Pane dialog box shown in Figure 4-2 include the following:

  • Mark messages as read in preview window This option works in conjunction with the next option to give you a chance to preview messages or move quickly through them without necessarily marking them as read. Once you select this option you have the amount of time specified in the next option to display the message in the Preview Pane before it is automatically marked as read.
  • Wait seconds before marking item as read Only available if the preceding option is checked, this option indicates the amount of time a message can be viewed in the Preview Pane before it is marked as read. This is handy if you want to search for a particular message by skimming the contents of the Inbox, without marking each message as read...
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Table of Contents

Part I: Outlook Basics.

Part II: Communicating with e-mail.

Part III: Working with Contacts.

Part IV: Managing Time & Details.

Part V: The Microsoft Exchange Server Advantage.

Part VI: Getting More Out of Outlook.

Part VII: Building Outlook Applications.

Part VIII: Appendices.

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