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Sams Teach Yourself Microsoft Outlook 2000 in 10 Minutes
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UNDERSTANDING THE OUTLOOK CONFIGURATIONS
In this lesson you learn how to set up Outlook for Internet Only orCorporate email and how to configure these two different options.
Thechoices that you make during Outlook's initial installation will affect thefunctionality of the Outlook software and the features that are available toyou. However, don't be overly concerned with the preceding statement; you canreinstall components of Outlook at any time or change your installationdepending on your needs.
Outlook 2000 really comes in two flavors: Internet Only and Corporate (orWorkGroup) email service (actually a third installation option allows you toinstall Outlook with no electronic mail support). Which configuration youchoose revolves around whether you are connected to a corporate network orusing Outlook as your Internet email client. Each installation also has certainways of handling the sending and receiving of messages, the handling of faxes,and how collaboration with other users is conducted.
Whenyou begin the Outlook 2000 installation, you should be aware that any previousversion of Outlook will be replaced. Another inescapable result of the Outl ook2000 installation is that Internet Explorer 5 (or later version) will beinstalled replacing any previous versions of Microsoft Internet Explorer thatyou have on your computer. You don't have to use Internet Explorer 5 as yourdefault Web browser, but it must be installed on the computer for Outlook tohave full functionality.
The only major installation decision that you must make is whether you wantInternet Only email, Corporate email, or No email at all, as shown in Figure3.1. The following sections look at the first two possibilities separately.
FIGURE 3.1 You must select the type of electronic mail you will use with Outlook.
Ifyou select Internet Only email you probably connect to the Internet using amodem and an Internet Service Provider (ISP). Your ISP has supplied you with atypical Internet email account that uses Internet communication protocols likePOP3, IMAP, and SMTP. You use Outlook as your Internet email client to send andreceive messages using your account.
The other reason that you may choose Internet Only email is in cases whereyou are physically connected to a network at your place of business, but yourcompany does not operate a special network mail server with Microsoft ExchangeServer software installed on it or another corporate email server softwarepackage installed on it. And so your company uses Internet email for itscorporate communications. Again, you are taking advantage of Outlook's abilityto manage your email account and send and receive standard Internet email.
TIP: ISP (Internet Service Provider) A commercial, educa tional, or government institution that provides individuals and companies access to the Internet.
POP3 (Post Office Protocol version 3) A set of rules used todownload mail to your computer. Your ISP uses a POP3 host, or server, to getyour mail to you.
SMTP (Simple Mail Transfer Protocol) A set of rules used to transferInternet mail; your ISP goes through an SMTP host, or relay, server to get yourmail to you.
IMAP (Internet Message Access Protocol) A set of software rules usedby an email client to access email messages on a shared mail server as if themessages were stored locally.
The only features in Outlook that will be affected by your selection ofInternet Only email will be your mail service and your fax service. TheCalendar, Contacts, Notes, and Tasks features will operate the same. However,the way that you share Calendar and Contacts information with other users willbe different than it would be on a corporate network using Exchange Server.
One other point concerning the two different email configurations in Outlookis the different formats that are available to you for sending mail. TheInternet Only configuration allows you to send messages as Text Only and RichText (HTML). The Rich Text (HTML) format for the Internet Only configuration isreally just HTML, so do not be confused by the Rich Text reference. When yousend HTML messages, you can use special fonts, bold, underline, and other fontattributes. If the person receiving the message has an email client that canread HTML, that person will see your special formatting.
The Corporate configuration provides you with the Text Only format and theRich Text (HTML) forma t and adds a third format, Rich Text Format (RTF). ThisRich Text Format is normally used for messages sent locally on your corporatenetwork. Local mail networks at a company usually employ the same email client,and so each user can take advantage of this RTF format. This RTF format differsfrom the RTF (HTML) format because it is particular to proprietary emailpackages such as Microsoft Mail and was not really designed to be used formessages sent over the Internet. The term Rich Text really refers (in both theHTML and Rich Text formats) to the fact that the text in the message can beformatted using special text attributes such as bold, underline, and italic.
Whenyou start Outlook for the first time after the installation in which you choseInternet Only, you will be asked to configure your Internet email account. Ifyour previous version of Outlook (or other Internet email client, such asOutlook Express) was configured for an Internet email account, thisinformation is imported into Outlook 98 during the installation process (ascreen during preinstallation asks you to select the email client that you wantto import the information from).
If no previous configuration exists, the Internet Connection Wizard willwalk you through the process of creating an Internet email account as shown inFigure 3.2.
TIP: Install It Any Time You can install your Internet email account at any time using the Connection Wizard. Click Tools, Accounts. In the Accounts dialog box's Mail tab, click Add, and then select Mail.
FIGURE 3.2 The Internet Connection Wiza rd helps you configure your Internet email account.
The Internet Connection Wizard will ask you to provide your name, yourInternet email account address (probably email@example.com), and the namesof your POP3 or IMAP Server (for incoming mail) and your SMTP Server (foroutgoing mail). You need to get this information from your ISP or NetworkAdministrator.
You will also be asked your POP account name and password. This information,again, must be provided to you by your ISP or Network Administrator.
The Internet Connection Wizard will also ask you to provide a "friendly"name for the account you are creating. This is the name that will appear in theOutlook Services box.
The final step in the Internet email configuration is to select the way thatyou will connect to the Internet. You can connect using your phone line(Outlook will help you make the connection each time you send mail), or connectusing your corporate network as shown in Figure 3.3. A third choice isavailable if you want to manually connect to the Internet before attempting tosend or receive mail using Outlook.
The final step in the process asks you to select an existing dial-upconnection or create a new one to connect to the Internet (if you chose theConnect Using Your Phone Line option in the previous step).
FIGURE 3.3 Choose how you will connect to the Internet when you send and receive messages using your email account.
Dial-up connections dial the phone number of your service provider andconnect you to their Internet server using your modem. If you configure a newdial-up connection, you must know your username, password, and the phone numberfor your ISP's Inter net server.
TIP: Dial-Up Networking You must have the Windows 98/95 or NT Dial-Up Networking protocol installed to create new dial-up connections. See your operating system documentation to learn how to configure the Windows dial-up adapter.
After you configure your Internet email account, you are ready to send andreceive messages.
Outlookalso allows you to send and receive faxes. If you configure Outlook forInternet Only and choose to send and receive faxes, Semantics' WinFax Basicversion will be installed. WinFax can send faxes over your modem and answeryour phone to receive incoming faxes.
The WinFax service is automatically installed during the initialinstallation of Outlook (if you choose Internet Only fax support duringinstallation) and will appear as one of the accounts in the Accounts dialogbox. Sending and receiving faxes in Outlook is discussed in Lesson 25,"Managing Faxes with Outlook."
Evenif you are not connected to a corporate network that uses Microsoft ExchangeServer to share Outlook folder information, you can share your Calendar andContacts information with others by means of the Internet. Outlook 2000contains a feature called Net Folders. These special folders allow you to shareinformation on the Internet with anyone you can send Internet email to. NetFolders are discussed in Lesson 26, "Outlook 2000 and the Internet."
Ifyou select the Corporate email configuration for Outlook during theinstallation proc ess, chances are that you will be using Outlook as a corporateemail client over your company's network. If your company has a MicrosoftExchange server on the network, you will be using Outlook in an idealenvironment. However, even if Exchange server is not used at your company, youwill find that Outlook has been designed to work with other proprietary emailsystems such as Lotus cc:Mail.
Ifyou use corporate email, your network administrator will provide you with amail account. You may or may not be allowed to choose your own username andpassword for the account. Your corporate email account will be configured as anaccount that appears in the Account dialog box. Using the Corporate emailconfiguration allows you to take advantage of Outlook features such as themessage recall, where you can recall a mail message that has not been opened bythe recipient.
If you also want to send and receive Internet email using the corporateconfiguration, you must create an Internet email account. You can do thisadding Internet email as a service.
To add an Internet email account to the Corporate Outlook installation,select Tools, Services. In the Services dialog box, click the Add button. TheAdd Service to Profile dialog box appears. (See Figure 3.4.) Click InternetE-mail on the list of services and then click OK. The Mail Account Propertiesdialog box appears. Provide the necessary account information and also providethe names of the POP3 and SMTP servers on the Server tab (these names areusually the same because most ISPs use one server to handle POP and SMTP).After you have provided all the necessary information, click OK.
The new Internet E-mail account will be added to the list of services. ClickOK to close the Services dialog box. Outlook opens a message box to let youknow that the new service will not be available until you close Outlook andthen restart it.
FIGURE 3.4 You can add an Internet email account to the Corporate Outlook configuration.
Workingon a corporate network that uses Exchange Server enables you to publish contactlists or calendars to a Microsoft Exchange Server public folder. Collaborationis made easy in the Exchange Server environment, and when you use Outlook toschedule a meeting, the availability of all the participants can be checked androuted to you immediately. A number of third-party collaboration applicationsalso exist, making the Exchange Server environment ideal for employees usingOutlook as their collaboration client.
Using Outlook on an Exchange Server network enables a number of emailfeatures not available in the Internet Only email configuration. On a network,you can redirect replies, set message expirations, and even grant privileges toother users to monitor your email, calendar, contacts, and tasks.
Working on a corporate network also enhances your ability to shareinformation between users. Any folder on your computer can be set up as ashared resource. Shared folders can serve as discussion folders, whereindividuals on the corporate network can post and read messages (see Figure3.5).
FIGURE 3.5 Shared folders can be created on the network and used for group discussions.
Another plus of working on a network is that you can stay connected to thenetwork throughout the day. There need be no concern over connect time as thereis with an Internet dial-in account. Being connected to the network constantlynot only means that corporate email will be downloaded to your computerperiodically, but also that any incoming Internet email will also be downloadedthroughout the day.
TIP: Using Net Folders on a Corporate Network If you are on a corporate network, you can still take advantage of Net Folders to share information with people over the Internet. Add Internet Folders as an Outlook service by selecting Tools, Services.
Whilethe choice of Outlook installation will mainly be dictated by how you connectto electronic mail and other shared resources (Internet Only or Corporateinstallation), you do have the option of using either of the configurationseven if you only plan to connect to the Internet and use Internet email.
While the Internet Only configuration is best suited for Internet connectedusers, you may find that you want to use the Corporate installation so that youcan take advantage of the faxing capabilities of Microsoft Fax (remember,WinFax is installed with the Internet Only configuration and is not quite asflexible a fax tool as Microsoft Fax). Choosing the Corporate installation fora computer connecting to the Internet via a service provider would mean thatyou will want to set up the Internet Only service and forgo setting up anyother electronic mail services such as Exchange Server or Microsoft Mail.
Whichever installation you adopt, remember that this will give a certainlook and feel to the Outl ook configuration. For instance, the Internet Onlyconfiguration does not have a Services command on the Tools menu. You will alsofind that the Options dialog box (see Figure 3.6) will have more tabs availablethan the Internet Only installation because of the additional Outlook functionsprovided by the Corporate installation. For more information on configuringOutlook, see Lesson 24, "Customizing Outlook."
TIP: Reconfiguring Your Mail Support If you find that you've configured Outlook for one of the email configurations, such as Internet Only email, and would like to switch to the other configuration (Corporate), you can reconfigure your mail support without reinstalling Outlook. Select Tools, Options. On the Options dialog box that appears select the Mail Services tab. Then click the Reconfigure Mail Support button. The Outlook E-Mail Services screen opens. This is the same screen that appears the first time you start a new installation of Outlook (described in the "Installation Considerations" section of this lesson). Select the type of email installation you want to have and then follow the prompts to reconfigure your email setup for Outlook. You might need to place the Office 2000 or Outlook 2000 CD in your CD-ROM drive if prompted for installation files.
FIGURE 3.6 The Customization options available to you in Outlook depends on the type of installation you chose when initially setting up Outlook on your computer.
In this lesson you learned about the Internet Only and the Corporate emailconfigurations for Outlook 2000. In the next lesson, you learn the variousOutlook tool s such as the Outlook bar.