Sams Teach Yourself Microsoft Outlook 2000 in 24 Hours


Sams Teach Yourself Microsoft Outlook 2000 in 24 Hours covers how to install, use, and configure Microsoft Outlook 2000 with a minimum of fuss. The book is written in a friendly, approachable style that does not overwhelm you with too much information. Step-by-step lessons show you how to set up Outlook to send and receive email, automatically respond to email messages and filter out junk, and store and manage lists of all your business and personal contacts. You'll also learn to keep track of appointments and ...
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Sams Teach Yourself Microsoft Outlook 2000 in 24 Hours covers how to install, use, and configure Microsoft Outlook 2000 with a minimum of fuss. The book is written in a friendly, approachable style that does not overwhelm you with too much information. Step-by-step lessons show you how to set up Outlook to send and receive email, automatically respond to email messages and filter out junk, and store and manage lists of all your business and personal contacts. You'll also learn to keep track of appointments and tasks, send and receive faxes right from your computer, find buried contacts, messages, and other information, and make Outlook work with other Office 2000 applications.
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Product Details

  • ISBN-13: 9780672314490
  • Publisher: Sams
  • Publication date: 5/7/1999
  • Series: Sams Teach Yourself Series
  • Edition description: REVISED & UPDATED
  • Edition number: 1
  • Pages: 598
  • Product dimensions: 7.38 (w) x 9.12 (h) x 1.51 (d)

Table of Contents

(NOTE: Each chapter concludes with a Summary and Q&A.)


Hour 1. Introducing, Installing, and Configuring Outlook 2000.
What Is Outlook? What Do I Need to Run Outlook? What Can Outlook Do for Me? What Can't Outlook Do for Me? What Should I Do Before Installing Outlook? Deciding on the Installation Mode. Installing Outlook 2000. Setting Up Multiple Profiles (C/W Mode Only).

Hour 2. Taking the One-Hour Outlook Tour.
Starting and Exiting Outlook 2000. Personalized Menus and Toolbars. The Office Assistant. Using Shortcuts on the Outlook Bar. Outlook Today. Using the Inbox for Email. Keeping a Calendar. Working with Contacts. Assigning and Managing Tasks. Keeping a Journal. Using Outlook Notes. Managing Deleted Items. Closing Outlook 2000.

Hour 3. File and Folder Management with Outlook.
Working with Folders. Personalizing Outlook 2000. Establishing Other Options.

Hour 4. Finding Additional Help for Outlook.
Using the Office Assistant. The Help Toolbar. Using Help with Contents, Answer Wizard, and Index. Help Screen Options. What's This? Finding Out About Microsoft Outlook. Using the Internet to Get Help. Getting Help Via Faxback Services.


Hour 5. Contact Basics.
Putting Contacts into Action. Managing Your ContactsDatabase. Gaining More Control Over Your Contacts. Displaying Contacts in Different Views. Deleting an Outlook Folder.

Hour 6. Manipulating Contacts.
Creating a Contact Database. Adding the First Contacts. Add a Contact from the Same Company. Understanding Categories and Items. Providing Additional Information About a Contact. Manipulating the Contacts. Display Different Printing Options.

Hour 7. Customizing Contact Forms.
Why Customize a Form? The Two Steps to Form Customization. Building a New Contacts Database. Displaying the Contact Form. Learning New Concepts. Basic Form Modifications. Using the Field Chooser. Working with the Control Toolbox. Editing a Label or Caption. Adding Another Page to the Form. Arranging the Tab Order. Finishing the Form.


Hour 8. Email Basics.
What is the Inbox? Inbox Symbols. Customizing Your Inbox. Composing a Mail Message. Sending the Message. Checking for New Mail. Troubleshooting Email Messages. Attaching a File to Your Email Message. The Outlook Address Book. Formatting, Stationery, and Other Fancy Stuff.

Hour 9. Setting Up Special Email Services.
Installing and Configuring Outlook Services. Setting Up a Postoffice. Configuring Your Postal Services with Outlook. Adding Mail Accounts with ISPs. Using Other Mail Services.

Hour 10. Sorting Email.
Organizing Your Inbox. Setting Email Rules. Changing the Way Your Messages are Sorted. Previewing Your Messages. Filtering Information. Sorting Messages by Group.

Hour 11. Faxing from Outlook.
A Common Misconception About Faxing from Outlook. Installing and Configuring Microsoft Fax Software (Corporate/Workgroup Mode Only). Faxing with Microsoft Fax. Outgoing Faxes. Receiving Faxes. Annotating Faxes (Corporate/Workgroup Mode Only, Using Microsoft Fax).


Hour 12. Basic Calendar Features.
Overview of Features. Customizing Calendar. Appointments. Editing Appointments. Deleting an Appointment. Handling Events. Sending Events and Appointments to Others. Recurring Items and Events.

Hour 13. Managing Tasks.
What is a Task? Starting the Task Screen. Creating a Task. Mastering the Task Tool. Checking Task Status. Delegating and Tracking a Task.

Hour 14. Understanding Journaling.
Starting and Configuring Journal. Exploring the Journal Screen. Creating Journal Entries for Telephone Calls. Manually Entering Journal Items. Using the Journal. Other Journal Views.

Hour 15. The Notes Modules.
Mastering Notes. Organizing and Configuring Your Notes. Putting Notes in Their Places.


Hour 16. Finding Buried Contacts, Messages, and Other Missing Treasures.
Finding Outlook Items in Outlook Folders. Introducing Advanced Find. The Advanced Find Dialog Box. Types of Advanced Find Searches.

Hour 17. Customizing Toolbars and Menus.
Adaptive Toolbars and Menus. Tooling Around with Toolbars (or, Stupid Toolbar Tricks). Adding Tools and Commands to a Toolbar. Removing Tools and Commands from Toolbars. Adding Tools and Commands to Menus. Creating a New Menu. Removing Tools and Commands from Menus. Moving Tools and Commands Around.

Hour 18. Printing and Customizing Print Options.
Page Setup and Defining Styles. Printing Calendars. Printing Outlook Today. Printing Contacts. Printing Journal Entries. Printing Messages. Printing Notes. Printing Tasks.

Hour 19. Customizing Views.
Beyond the Organize Panel. Modifying Views. Customize Current View. Define Views. Other Ways to Control the View.

Hour 20. Integrating the Office 2000 Neighborhood.
Outlook and Word. Outlook and Access. Outlook and Excel. Outlook and PowerPoint.


Hour 21. Working with Groups.
Sharing Your Personal Calendar. Assigning and Reassigning Tasks. Responding to Requested Tasks. Checking Task Status. Online Meetings. Scheduling Online Meetings.

Hour 22. Taking Advantage of Your Internet Presence.
Using the Web Toolbar. Surfing with Outlook. A View from the Web. Net Folders with Flair.

Hour 23. Controlling and Securing Your Data.
Where are My Personal File Folders? Archiving 101. Microsoft Mail Shared Folders. Exporting Items. Saving Space.

Hour 24. Continuing to Learn About Outlook.
Finding Out About Your Version of Outlook. Finding Out More from Microsoft. A Brief Guide to Newsgroups and List Servers. Using Search Engines Effectively. Books.


Appendix A. What's New in Outlook 2000?
Folder Home Pages. Choice of Email Editor and Format. Switch Mail Formats. Standard Read Receipts. Personal Distribution Lists. Contact Activity Tracking. Find a Contact. Merge Contact Information. Enhanced Mail Merge. Resource Scheduling. Save as Web Page. Web Shortcuts in Outlook. Office Email. Microsoft NetMeeting. NetShow Services. Personalized Toolbars and Menus. Expanded Recognition of Other Email Programs.

Appendix B. Subscribing to an Internet Account.
Manual and Script Logon.

Appendix C. Installing Windows Messaging and Microsoft Fax.
Installing the Windows Messaging Service (WMS). Installing Microsoft Fax.

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First Chapter

[Figures are not included in this sample chapter]

Sams Teach Yourself Microsoft® Outlook® 2000 in 24 Hours

- 3 -
File and Folder Management with Outlook

Outlook 2000 is like a furnished house, apartment, or office. It comes to youready-to-go, for the most part. Oh, sure, you'll need to start off by sending a fewchange of address cards (setting up your various mail accounts), and perhaps by makingroom for existing furniture (importing existing data). By and large, however, Outlookcan be used right away.

If you're like most people, however, as you use Outlook you'll quickly discoverthat things aren't quite the way you want. Like in a new dwelling or office, do youreally want the chairs over there? Maybe you need eight chairs instead of six. Inlooking through the filing cabinets, are things organized the way you want? Are thereenough drawers in the desk, and is everything in a place that's logical and usefulto you?

Looking directly at Outlook 2000, is a single location called Inbox enough foryou? Are the fonts big enough? Are the colors right? Is the Calendar set up in away that's useful to you?

During this hour, you learn about the standard configuration of Outlookand how to modify it to fit your needs. You 'll learn about folders and how to fitthem for the way you work. Finally, you'll learn where to go to make additional changesto Outlook's look and feel. In-depth configuration will be covered in later hours.In this hour, you'll learn where the important controls are, and which hours coverconfiguration options in more detail.

NOTE: In the great scheme of things, almost every folder you encounter is already a subfolder--a subfolder being a subdivision of a larger folder. In this hour, the terms subfolder and folder are often used interchangeably. I'll differentiate the two terms only when necessary to make a point. For example, if you create a new item in your main Personal File Folders, I'll call that a folder. If you then create new items within an existing folder, I'll call those subfolders.

Working with Folders

In the Hour 2 tour, you learned to create basic units of information by usingvarious components of Outlook, including Notes, Tasks, and Contacts. As you use Outlookto create more and more tasks, notes, appointments, email messages, and other items,and as mail starts to arrive from others, you might find it useful to create otherfolders to better organize your information.

For example, you might want to organize data by project or by the type of contact.Sent Items is a useful concept. However, mail you sent to Aunt Jane probably doesn'tbelong in the same folder as mail you sent to the IRS.

NOTE: The data you enter into Outlook can be stored on your local hard drive, the network server, or elsewhere on a network in the case of shared folders. If you aren't s ure where it's stored, ask your system administrator if you are on a network. If you aren't on a network, your data is stored on your hard drive, usually in a file with a .pst extension. There'll be more about this along the way, especially in Hour 23.

You can create folders, change their names, arrange them in a different orderon the Outlook Bar, copy them, and even delete them. By learning to manipulate theOutlook folders on your hard drive, you will find it easier to organize your information.Figure 3.1 shows a sample view of a folder structure.

FIGURE 3.1 The Folder List view is displayed.

NOTE: Except where noted otherwise, for purposes of consistency, all screen shots were captured with the following settings:

Office Assistant turned off
Adaptive menus turned off
Advanced toolbar turned on

You learned how to make these adjustments in Hour 2, "Taking the One-Hour Outlook Tour." If you didn't make them, your screen will look different than the figures in this chapter.

There are several ways to display the folder structure:

1. Click the folder name button (for example, Inbox) at the top of the viewing pane. This drops down the folder list. Click the folder name again or press Esc to remove the folder list.

2. After clicking the folder name button, while the folder is displayed, click the push pin as indicated. The push pin is located where you would normally find the close box. When you click the push pin, it changes to the Close icon. The pane at the right resizes to display field headers correctly.

3. Choose View, Folder List.

4. Click the Folder List tool on the Advanced toolbar, shown in Figure 3.1.

In Figure 3.1, there are several folders within the main folder. These are calledsubfolders. The term subfolder is relational. When looking upward in the folder hierarchy,you might think of the Contacts folder, for example, as a subfolder. When lookingdownward, however, if Contacts is subdivided into other folders, you tend to thinkof Contacts as a folder. It might help to think of the Russian babushka dolls, inwhich each doll contains a smaller doll. Each doll is both container and contained.In the case of subfolders, one subfolder might be acting as a folder (container)for other subfolders. You can create subfolders that allow you to organize and subdivideyour Outlook data.

NOTE: The master container or folder for all of your Outlook data usually is a single file named Outlook.pst or Mailbox.pst. The folder structure you create within Outlook does not show up on your hard disk. The structure is completely internal to the .pst files. If you want to selectively copy contacts, messages, or other Outlook items from one place to another, you'll need to use Outlook rather than the Windows Explorer. You'll learn more about .pst files in later hours, particularly in Hours 22 and 23.

TIP (C/W): If you use Outlook in Corporate or Workgroup (C/W) mode, you can use profiles< /I> to establish different .pst files for different working modes and/or for different computer users. Many home users don't consider themselves as corporate or workgroups. However, the C/W mode often provides the best way for each family member who shares the same computer to establish his or her own independent Outlook data set. My wife and daughter have independent profiles on their computer, so each one's data is safe and separate.

NEW TERM: A profile is a group of settings that defines a specificcombination of Outlook services (email, fax, address books, personal folder files,and so on). Typically, you need only one profile. However, workgroups, families,and individuals often can use profiles to help further organize their use of Outlook.Profiles are available only in Corporate or Workgroup mode and are created by usingthe Mail icon in the Windows Control Panel.

Folder List Symbols

When the Folder List is displayed, as in Figure 3.1, notice that some of the foldershave minus signs, some have plus signs, and others have no symbol at all. The presenceof a plus or minus sign indicates that the folder contains subfolders. If the plussign is displayed, the subfolders are collapsed (not displayed). If the minus signis displayed, the subfolders are expanded (displayed). If there is no symbol nextto the folder name, the folder contains no subfolders. If you've used Windows Explorer,you're already familiar with the hierarchical use of - and + to indicate expandedand collapsed.

You can use the -/+ icons to control the level of folders displayed at any time.Clicking a minus icon collapses the folder; that causes all subfolders tobe hidden. The symbol changes to a plus to indicate there are subfolders that arenot displayed. Clicking a plus icon expands the folder, displaying the nextlevel of subfolders under that folder.

Creating a Subfolder

The purpose of the Folder List is to allow you to organize how your informationis stored so that you can access it quickly and efficiently. You can direct Outlookto store various types of information in specific folders.

There are several ways to create a subfolder. Choose a method that fits the wayyou work, at the time you need it. If the Folder List is displayed, select the folder(for example, Inbox) in which you want to create a subfolder:

1. Right-click the folder name for which you wish to create a subfolder, and choose New Folder.

2. Click the drop-down arrow to the right of the New button on the Standard toolbar and click Folder (note the shortcut key, Ctrl+Shift+E).

3. Choose File, New, Folder from the menu bar.

4. Choose File, Folder, New Folder from the menu bar.

In the next exercise, you'll get a chance to practice changing the view, expandingand collapsing folders, and creating a subfolder to store additional information.The skills you learn in the next few minutes will be ones that you will continueto use as your Outlook 2000 skills increase. We'll start by trying something thatdoesn't work.

To Do: Basic Skills for Managing

1. Open Outlook if it isn't already open.

2. If it isn't already selected, click the Inbox icon in the Outlook Bar. It doesn't matter if there are any messages in the Inbox.

3. Click the Inbox name in the folder banner (the title bar for the Inbox). The Folder List is displayed over the top of the Input window, as shown in Figure 3.2.

FIGURE 3.2 The Folder List appears temporarily.

TIP: By using this method, the Folder List is only temporarily displayed. To revert to the Inbox view, click the mouse anywhere outside the Folder List or press Esc.
4. Right-click the first level folder (it might be called Personal Folders, Outlook Today, Internet Folders, or another folder name). Nothing happens. That's because the current view of the Folder List view is just a drop-down list; it's for selecting a folder only. Click the push pin (using the left mouse button) to display a functional Folder List with which you can actually work. The push pin changes to a close box.

5. Right-click the Tasks icon in the Folder List. From the pop-up menu, choose New Folder. The Create New Folder dialog box is displayed, as shown in Figure 3.3.

FIGURE 3.3 Use the Create New Folder dialog box to create a subfolder inside an existing folder.
6. Click the drop-down menu on the right side of the Folder Contains text box. Notice that a folder can contain only one of six item types: Appointment, Contact, Journal, Mail, Note, or Task. Click the Task option. In the Name text box, type Outlook 2000 Tasks.

7. To change the folde r where the subfolder is attached, click a different position in the Select Where to Place the Folder display. In this case, choose the Tasks folder, and then click OK. If the Outlook Bar is displayed, the Add Shortcut to Outlook Bar? dialog box pops up, as shown in Figure 3.4. If you don't want to view this dialog box again, click the Don't Prompt Me About This Again option. In this case, you don't want a shortcut, so click No. If you say Yes, the shortcut will be added to the My Shortcuts group.

FIGURE 3.4 The Add Shortcut to Outlook Bar? dialog box is used to automatically add a folder shortcut to the My Shortcuts group on the Outlook Bar.
8. Click the Outlook 2000 Tasks folder icon in the Folder List. (If you click the right mouse button, a menu opens instead of displaying the new Task list.) The folder banner now reads Outlook 2000 Tasks. A new (currently empty) Task list shows up in the right window, as shown in Figure 3.5.
FIGURE 3.5 The Outlook 2000 Task list is displayed in the Folder List window.
9. Click in the Click Here to Add a New Task text box. Type Learn to copy a folder. Press Enter. The task appears in the Task list.

Copying or Moving a Folder

When you copy a folder from one place in the main folder to another, any itemsin the folder are also copied. When you move a folder, the items are also moved tothe new position. When you copy a folder, you end up with two folders (which takeup twice as much space as one). Moving a folder from one place to another means thatthe folder is no longer in the original location.

To move a folder, simply drag it from its current position into the new folder.For example, if you want it to be a subfolder of the Inbox folder, drag it onto theInbox icon. To copy a folder from one position to another, press Ctrl and drag thefolder to the new position. Alternatively, drag using the right mouse button andyou'll be prompted to Move, Copy, or Cancel.

TIP: If you move or copy a subfolder to a different folder, the original subfolder type and its contents remain intact. For example, if you drag the Outlook 2000 Tasks subfolder into the Journal folder, it remains a Task folder, even though it is now located in the Journal folder. While you cannot mix different types of items in the same folder, you can mix different types of subfolders in the same folder. Hence, for organizational purposes, you could create a folder called Jones Project, which might then contain subfolders for messages, tasks, contacts, notes, and calendar items. Moreover, the Jones folder could contain any one of the six different types of Outlook items as well.

You can also copy or move a folder by highlighting it and choosing Edit, Moveto Folder (Ctrl+Shift+V) or Edit, Copy to Folder.

If you use the Edit, Move to Folder or Edit, Copy to Folder method (fromOutlook's main menu), the Move (or Copy) Folder dialog box, shown in Figure 3.6,is displayed. Click the destination folder. The Move Folder dialog box, shown inFigure 3.6, is displayed. If you want to create an additional folder as the destinationfolder, click the New button.

Renaming a Fol der

The simplest way to rename an existing folder is to select the folder icon (thename appears blue) in the Folder List and press the F2 key. The folder name textbox is highlighted (selected). While the folder name is highlighted, any text youtype replaces the existing name. Or, you can press the left or right arrow key toclear the selection, and then use normal editing keys to modify the existing name.

FIGURE 3.6 The Move Folder dialog box is displayed when you choose the Move option from the Edit menu. If you choose the Copy option, the Copy Folder dialog box is displayed.

Adding a Folder to the Outlook Bar

In some cases, you might want to add a shortcut to the Outlook Bar. The easiestway to do that is to drag the folder icon onto the Outlook Bar. You can then dragit up or down to position it between existing icons or move it to the top or bottomof the Outlook Bar.

TIP: To add a shortcut to an Outlook Bar group that isn't currently displayed, drag the item onto the group name and hesitate a moment. The group will open. You can then finish dragging to the desired location.

Adding File System Shortcuts

The Outlook Bar can also be a container for shortcuts to file system items suchas files, folders, and URLs. Let's explore for a moment.

To Do: Adding File System Items to the Outlook Bar

1. If necessary, display the Outlook Bar, and click the Other Shortcuts group.

2. In the Outlook Bar, notice My Documents (or Personal in Windows NT) and Favorites. If you have files or shortcuts in either of those two folders, you can add those items to the Outlook Bar. Click Favorites. In the right pane (the far-right pane if your Folder List is still displayed), find an item you want in the Outlook Bar and drag it into the Other Shortcuts group.

3. Click My Computer. Notice that the file system is displayed, similar to what you see if you click My Computer on the desktop. From here, you can display any file or folder on your computer.

4. Right-click C: and observe the Add to Outlook Bar option. If you click this option, a shortcut to C: will be added to the Outlook Bar.

5. In the right pane, double-click any drive to display the contents of that drive. Double-click any displayed folder to display subfolders. Right-click any folder and select Open to open it in a new Outlook window. Double-click any file to open it just as you would in Windows Explorer. You can create shortcuts to any file or folder simply by dragging it to the Outlook Bar.

Deleting a Folder

To delete a folder from the Folder List, select the folder icon and press theDelete key, click the Delete button on the toolbar, or right-click and choose Delete"File Name". Outlook prompts for you to confirm the deletion and, in theprocess, reminds you that deleting sends the folder to the Deleted Items folder.

Remember, if the folder icon isn't selected, you won't be able to delete the folder(or do anything else with it).

CAUTION: Deleting the wrong thing is a real pain, so make sure the right pane is act ive. You can have items selected in both the Folder List pane and in the messages (or Tasks, Calendar, and so on) pane, as shown in Figure 3.7. Selected items in the active pane display with white text on a dark blue background. Selected items in the inactive pane display as black text with a gray background. The delete action is applied to the active pane. So, make sure you're actually deleting what you think you are. Even though you can recover deleted items--as shown in the next section--emptying the deleted items manually or choosing the automatic emptying option (Tools, Options, Other, Empty the Deleted Items folder upon exiting) can eliminate recovery options if you fail to notice the error soon enough.
FIGURE 3.7 Selected items in active and inactive panes are highlighted differently.

Recovering a Folder

Fortunately, if you accidentally delete a folder, all is not (usually) lost. Instead,deleted folders show up as subfolders in the Deleted Items folder, the shortcut forwhich is generally located at the bottom of the Outlook Bar. To recover a deleteditem, many users click the Deleted Items shortcut in the Outlook Bar. Notice, however,that the deleted folder does not show up! This has been known to induce heart failurein laboratory rats.

Instead, to access a complete list of deleted items, you need to use theFolder List. Expand the Deleted Items folder in the Folder List and drag the deletedfolder's icon back onto the folder where you want it placed. To restore a deletedfolder to the same level as Inbox and Sent Items, for example, drag it to the OutlookToday folde r.

TIP: Later in this hour, you learn to empty the Deleted Items folder on a regular basis, either manually or by having Outlook do it each time you exit. If you don't empty the Deleted Items folder, your .pst file can grow unmanageably large (which slows down Outlook).

To Do: Manipulating Folders

1. Right-click the Outlook 2000 Tasks folder in the Folder List, and choose Copy "Outlook 2000 Tasks." The Copy Folder dialog box is displayed.

2. Click the New button. Click the top level folder (usually Personal Folders, but not Microsoft Shared Folders). (You might have to scroll up to find the top level folder.) In the Name text box, type "Priority Tasks." Since the folder will contain tasks--which is already selected under Folder Contains--click OK to accept the selected options. Press Enter or click No to bypass the shortcut dialog box. Your Copy Folder dialog box should now resemble the one shown in Figure 3.8.

FIGURE 3.8 A folder named Priority Tasks has been added to the top level folder.
3. With Priority Tasks selected in the open Copy Folder dialog box, click OK to complete the copy operation. Back in the Folder List, the newly minted Priority Tasks folder now contains a plus icon to its left, indicating there are one or more subfolders that are not currently displayed. Click the plus icon. The copy of the Outlook 2000 Tasks folder is now visible.

4. Since we have two folders with the same name, change the na me of the copy. Click the Outlook 2000 Tasks folder in the Priority Tasks folder to select it, and then click another time to enter editing mode. Since the text is highlighted, type January Priority Tasks and press Enter.

5. Add the January Priority Tasks folder to the Outlook Bar by dragging it into position. Position it between the Inbox and the Calendar.

6. Close the Folder List. Click Outlook Today in the Outlook Bar. Click the January Priority Tasks shortcut in the Outlook Bar.

7. To delete the January Priority Tasks folder shortcut from the Outlook Bar, right-click the icon and choose Remove from Outlook Bar. Confirm the removal. Click the Calendar icon. Display the Folder List by clicking the Folder List icon on the Advanced toolbar. Notice that the January Priority Tasks folder itself was not deleted--only the shortcut in the Outlook Bar.

8. Right-click the January Priority Tasks folder icon. Choose Delete January Priority Tasks; click Yes to confirm the deletion. The folder is removed.

9. To recover the folder, in the Folder List click the Deleted Items plus icon. Drag January Priority Tasks back onto the Priority Tasks folder. The deleted folder is now restored.

Changing Folder Properties

Each folder has specific properties. For example, a folder may be identified ascontaining Message, Calendar, or Task items. The folder name and its location arealso properties. To display the properties for any given folder, right-click thefolder name in the Folder List or in th e Shortcut Bar, and choose Properties. Alternatively,choose File, Folder, Properties for [folder name]. The currently displayedfolder's name appears in quotes in the menu item.

Each [folder name] Properties dialog box has from two to six tabs, dependingon the type of folder, how Outlook 2000 is installed, and whether or not a givenfolder has been shared. The properties for Outlook Today (Personal Folders) willcontain just two tabs: General and Home Page, as shown in Figure 3.9. Note that thefolder name displayed in the title bar is Personal Folders, rather than Outlook Today.Because Outlook Today does double duty as the master container for all folders inyour main .pst file, its properties controls pertain to the master containerfunction rather than to the Outlook Today feature (whose settings and propertiesare accessed by clicking Customize Outlook Today when Outlook Today is displayed).

FIGURE 3.9 Outlook Today's Properties displays as Personal Folders because Outlook Today is the top level folder for all personal folders in your .pst file.

The General tab for Personal Folders Properties has several useful features. ClickFolder Size to see how much disk space your .pst file occupies. The totalsize is shown as Total Size (Fld+SubFld). Click Close to close the Folder Size informationbox. Click Advanced to see, among other things, where your .pst file isstored. The location is displayed in the Path field, which can't be edited. You canalso set or change a password for your .pst file. See Hour 22 for informationabout changing the location of your .pst file and for using t hese and otheradvanced settings.

TIP: Most people don't need passwords for their personal folder files. If you do, make sure you keep your password(s) in a secure place and that you can access that list when and if you forget passwords you've assigned.

When Outlook is installed in Internet Only mode, properties for ordinary messagefolders will have three tabs: General, Home Page, and AutoArchive. If support forforms was installed, there will be a Forms tab. If Outlook is installed in Corporateor Workgroup (C/W) mode, there will also be an Administration tab, as shown in Figure3.10. If the folder has been shared, there will also be a Sharing tab.

FIGURE 3.10 Message folder properties dialog boxes have different numbers of tabs, depending on what's installed.

NOTE: The name field in the General tab cannot be modified for system folder names (for example, Calendar, Outlook Today, Contacts, Inbox, Sent Items, Deleted Items, Tasks, and Notes). You can, however, modify the names of user-created folders and subfolders.

Personalizing Outlook 2000

The key to personalizing Outlook 2000's look and feel is in Tools, Options andTools, Customize. You'll learn about using Tools, Customize to personalize menusand toolbars in Hour 17, "Customizing Toolbars and Menus." For now, let'slook at Tools, Options to see how to make Outlook 2000 work even harder for you.

Choose Tools, Options to display the Options dialog box shown in Figure 3.11.The Options dialog box will have differing numbers of tabs, depending on your installationmode. Figure 3.11 shows seven tabs that normally appear in C/W (Corporate/Workgroup)mode. Depending on your installation, you might see more or fewer tabs. For example,if you have Exchange Services installed, you'll have an eighth tab, Delegates. Ifyou don't have Internet E-mail installed, that tab will be missing.

Initially, you might find that most of the settings are acceptable. If you upgradea working version of Outlook 97 or 98, your existing configuration options will betransferred to Outlook 2000 automatically. In this section, only a few of the optionswill be covered. Others are seldom used. If you do need to use an option that isn'tcovered in this hour, consult the Outlook Help system, covered in Hour 4, "FindingAdditional Help for Outlook." Also, keep in mind that you can click the questionmark in the Options dialog box and then use the help pointer to click any item foran explanation.

FIGURE 3.11 The Options box is used to personalize Outlook to meet your needs--shown here in Corporate/Workgroup mode with Internet E-mail installed.

NOTE: The options for Outlook are so plentiful that it would take many hours to work through all of the permutations and possibilities. In some cases, you might have to ask your network administrator to help you decide on the specific settings. We won't cover them all, but we will take a look at the most important ways to personalize Outlook settings.

Personalizing Email Options

The E-mail options control the basic behavior of the Inbox and how you work withmessages. Choose Tools, Options, Prefere nces tab, and click E-mail Options (see Figure3.12). It is divided into two parts: Message Handling and On Replies and Forwards.The very first option controls what Outlook 2000 does after you move or delete anopen message. The choices are:

  • Open the previous item (default).
  • Open the next item.
  • Return to the Inbox.

After using Outlook for a while, you will get a feel for which of these behaviorsis most useful to you. Come back here later if the default behavior gets on yournerves.

FIGURE 3.12 E-mail Options lets you control how messages are handled (shown in Corporate/Workgroup mode).

Let's look at other Message Handling options:

  • Close original message on reply or forward (unchecked by default)--If you typically find that you don't need to look at the original message after you send a reply or forward, this option saves you the work of having to close the original. If, however, you usually find yourself having to reopen the original message, this option will be an annoyance.
  • Save copies of messages in Sent Items folder (checked by default)--In a work environment, you typically need to keep copies of most email you send, making this option essential. In a home environment, you might not want to keep email you send (but I do). If you do keep this option checked, you can always cull out sent items you don't want to keep or, better still, use the Rules Wizard (see Hour 10, "Sorting Email") to organize and delete outgoing (as well as incoming) messages.
  • D isplay a notification message when new mail arrives (unchecked by default)--With this option enabled, Outlook 2000 pops up a notification dialog box each time new mail arrives. If you get tons of mail, you will quickly tire of this option. On the other hand, if you're expecting something crucial, you might want to enable this option on an as-needed basis.
  • Automatically save unsent messages--This option automatically saves unsent messages in the Drafts folder (by default). This provides an insurance policy if Outlook crashes or if the lights go out. It also lets you save a message in mid-composition when you're not finished, for example, when it's time to shut down for the day or when you need to do additional research before completing a message. Click Advanced E-mail options to change the folder where unsent messages are saved, as well as how often Outlook automatically saves drafts in progress.

TIP: The notification option in the third option is unrelated to Windows' New Mail Notification sound item you see in the Control Panel. As an alternative to enabling a dialog box notification, you might consider recording a personalized mail notification message. I use a recording of my daughter saying "Hey, Daddy! You got mail!" I crank the volume way up when I'm expecting something important and can literally hear when new mail arrives--from anywhere in the house!
To use your own sound, use Windows' Sound Recorder to record and save a .wav file, noting the location of the saved file. Then choose Start, Settings, Control Panel, and open the Soun ds control. In the Events list, select New Mail Notification. Click Browse to locate the .wav file you recorded. Click OK, and then OK again. Back in Outlook, choose Tools, Options, Preference tab, E-mail Options, Advanced E-mail Options. Click to select Play a Sound. You're done!

You've already had a glimpse at the Advanced E-mail Options dialog box, shownin Figure 3.13. You might never need to change them, but they can be useful.

FIGURE 3.13 The Advanced E-mail Options dialog box allows you to further refine Outlook 2000's mail handling behavior (C/W mode).

Tracking lets you know when messages are delivered (but not necessarily when theyget read). By default, messages aren't tracked. Click the Tracking Optionsbutton to display the Tracking Options dialog box, shown in Figure 3.14.

FIGURE 3.14 The Tracking Options dialog box allows you to set the options for keeping track of items you have sent and received (C/W mode).

Looking at the lower half of the E-mail Options dialog box, you can control theappearance and content of forwarded mail and replies. Under When Replying or WhenForwarding, click the drop-down arrow to see the array of choices. You can also prefixeach line of an original message with a mark of your choice, as well as mark yourown comments with your initials or some other indicator.

Automatically Add People to Contacts

IMO: If you use Outlook in Internet Only mode, you will have an additionaloption at the bottom of the E-mail Options dialog box--Automatically Put People IReply to In, as shown in Figur e 3.15. Selecting this option automatically adds peopleto whom you send mail to your Contacts folder.

FIGURE 3.15 In Internet Only mode, you can choose to have correspondents automatically added to Contacts.

Choosing Calendar Options

The Calendar options allow you to establish the days and times that you work.Choose Tools, Options, Preferences tab. Note that you can set the default time forappointment reminders. If you typically find yourself resetting the reminder timeto an hour or some other time, change the setting here to save yourself work later.Click the Calendar Options button to display the dialog box shown in Figure 3.16.Since the options are fairly self explanatory, we'll leave it up to you to explorethem. Additionally, they are discussed further in Hour 12, "Basic Calendar Features."

FIGURE 3.16 The Calendar Options dialog box allows you to set your personal schedule.

Selecting Task Options

Choose Tools, Options, Preferences tab, and click Task Options to display thedialog box shown in Figure 3.17. Drop-down menus allow you to choose the colors forOverdue and Completed tasks. Choose the desired colors and click OK to return tothe main dialog box. Back in the main Options dialog box, Reminder Time lets youspecify the time that you will be reminded about tasks due each day.

FIGURE 3.17 The Task Options dialog box allows you to set the display colors for overdue and completed tasks.

Controlling Contacts Display

The Contact Options butto n is used to control the way contact names are displayedand the order in which contacts are filed or sorted. The Contact Options dialog box,shown in Figure 3.18, provides pull-down controls for choosing display and sortingoptions.

FIGURE 3.18 Contact Options lets you choose how names are displayed and filed.

Are you a first name person or a last name person? I'm a first name person. Theother day, a close relative of mine thought I was nuts because I file my contactsby first name rather than by last name. It seems kind of silly until you pause toconsider that many of the names in my contact list are family members (whom I neverthink of as even having last names), Girl Scouts, and karate class car pool contacts.I usually can remember one of my daughter's friends' first name weeks beforeI can remember the last name.

Perhaps you'd like to display names as First (Middle) Last but still sort namesby last name. Or, perhaps you'd prefer to sort by company name, or by a combinationof company name and contact name.

Controlling the Journal

Properly used, the Journal can automatically keep track of Outlook 2000 and Office2000 "events"--email messages, meeting activities, task activities, alongwith time spent working on Office 2000 documents. The Journal Options dialog boxis used to control which "events" Outlook 2000 keeps track of. See Hour15, "The Notes Modules," for information on how journaling works.

Setting the Options for Notes

The final option on the Preferences tab of the Options dialog box is controllingthe Notes feature--choose Tool, Options, Preferen ces tab, Note Options. Recallingthe Grande Tour from Hour 2, Outlook's Notes are like electronic yellow sticky notesyou can write as ideas occur to you. As shown in Figure 3.19, Notes Options letsyou control color, size, and font.

FIGURE 3.19 Control of the Notes feature is fairly limited. You can set the color, size, and font used.

Mail Services (Corporate or Workgroup Mode Only)

C/W: The Mail Services tab is displayed only when Outlook is installedin Corporate or Workgroup (C/W) mode. If C/W mode is installed on your system, chooseTools, Options, Mail Services tab to display the dialog box shown in Figure 3.20.The Mail Services tab lets you control which profile Outlook uses and which mailservices Outlook checks for mail.

FIGURE 3.20 Mail Services options provide corporate and workgroup users access to each of the services currently set up.

Suppose, for example, that you maintain several different Internet email accounts,but that one of your mail servers is not working right now. Each time Outlook checksfor email, the Deliver Messages dialog box, shown in Figure 3.21, will sit onscreenfor quite a while, and then you will receive an error message telling you that yourPOP server is not responding. While that mail server is out of commission, you canuse the Mail Services option to selectively deactivate that email account. Later,you can use the Mail Services tab to reactivate it.

Note the Reconfigure Mail Support button at the bottom of the Mail Services optionsdialog box. This button lets you switch between Internet Only and Corporate/Workgroupmodes. If yo u're set up in Internet Only mode, this button is located in the MailDelivery tab.

FIGURE 3.21 The Deliver Messages window tells you Outlook is trying to send and receive mail.

Mail Delivery (Internet Only Mode)

If you use Outlook 2000 in Internet Only mode, the Mail Delivery tab shows upin the Options tab instead of Mail Services. Shown in Figure 3.22, this dialog boxis divided into three sections:

  • Accounts Manager--Lets you select and define mail and directory service accounts.
  • Mail Account Options--Lets you control sending and receiving of email.
  • Dial-up Options--Lets you control Outlook's use of Dial-up Networking (which is set up through Start, Programs, Accessories, Communications, Dial-Up Networking).

NOTE: A number of options shown in the Mail Delivery tab in Internet Only mode are available in the Internet E-mail tab when set up in Corporate/Workgroup mode.

Note the Reconfigure Mail Support button at the bottom of the Mail Delivery optionsdialog box. This button lets you switch between Internet Only and Corporate/Workgroupmodes. If you're set up in C/W mode, this button is located in the Mail Servicestab.

FIGURE 3.22 The Mail Delivery tab is used in Internet Only mode.

Mail Format

The Mail Format Options dialog box, shown in Figure 3.23, is divided into threesections:

  • Message Format--This option group lets you choose among HTML, RTF (rich text formatting), and Plain Text. See &q uot;Formatting Your Message" in Hour 8, "Email Basics," for additional information on formatting.
  • Stationery and Fonts--This option group lets you specify the fonts for viewing email and--when using HTML or RTF--the fonts for sending email, as well. Note that font and signature settings are unavailable when Word is selected as the email editor.
  • Signature--This option lets you set up custom signatures to be added to messages you compose. See "Adding a Custom Signature to Your Message" in Hour 8 for additional information.
FIGURE 3.23 Mail Format Options lets you choose how email is formatted for sending and for display.

Setting the Options for Spelling

Spelling options can be set to reflect your personal preferences. They are shownin Figure 3.24. One option that is generally turned off that you will want to turnon is the command to always check spelling before sending a message.

FIGURE 3.24 The Spelling options are similar to those found in word processors, such as Microsoft Word (dialog box shown in C/W mode).

Security Options

For the most part, Security options are beyond the scope of this book. However,let's just take a quick look. As shown in Figure 3.25, the Security tab is dividedinto three areas:

  • Secure E-mail--Use these settings to establish settings for encryption, digital signatures, and certificates. Note that this section is not usable until you click Setup Secure E-Mail. You must have obtained a signing certific ate (digital ID) to use secure email.
  • Secure Content--Use these settings to establish and define security "zones." By default, Outlook 2000 uses a "medium" level of security for work over the Internet. This means that you will be prompted before running potentially unsafe content (for example, executable email attachments).
  • Digital IDs--These settings allow you to obtain and use digital signatures for your messages. Digital signatures provide a way for you to prove your identity when sending secure email.
FIGURE 3.25 The Secure E-mail section is grayed until you run Setup Secure E-Mail and install a security certificate.

For additional information on message security, take a look at Gordon Padwick'sSpecial Edition Using Outlook 2000 (Que, 1999).

Establishing Other Options

The Other tab is divided into three parts, as shown in Figure 3.26.

FIGURE 3.26 The Other tab of the Options dialog box allows you to control when the Deleted Items folder is emptied, the frequency of AutoArchive, and the look of the Preview pane (figure shown in Corporate/Workgroup mode).
  • General--Lets you tell Outlook to automatically empty the Deleted Items folder when exiting. Also provides access to Advanced options, which lets you set Outlook's startup folder, warning behavior when deleting, and other options. Click the Advanced Options button and explore the options and settings on your own.
  • AutoArchive--The AutoArchive button lets you specify Outlook's archiving behavior. Additional settings can be accessed by right-clicking a folder and choosing Properties, AutoArchive tab (except for Contacts and Outlook Today).
  • Preview Pane--The Preview Pane button lets you configure the appearance and behavior of the Preview pane. To turn the Preview pane on and off, use View, Preview Pane or use the Preview Pane button on the Advanced toolbar.

CAUTION: The one option that can be set from the Other tab is whether or not the Deleted Items folder is emptied (purged) each time you close Outlook. Once deleted items have been purged, they cannot be recovered. While you will need to establish a routine for emptying the Deleted Items folder to prevent it from growing out of control, you might find manual management safer.


In this hour, you learned to control the configuration of Outlook 2000. You learnedto create new folders, delete them, rename them, and move and copy them, and youexamined some of the available configuration options. In Hour 4 you'll get a chanceto use Outlook's Help features.

Q In this hour, we covered a lot of options. You also said that other options will be covered in later chapters. Does that mean all possible options will be explored in this book?
A Outlook can be as simple or as complex as you want it to be. A 400-page book takes the simpler approach. To cover all possible options would require thousands of pages. Outlook 2000 has options that we won't even begin to explore--such as integrating Visual Basic solutions, customizing forms and st ationery, and automatically cooking your breakfast. After you learn the basics, you may want to buy an advanced book to discover additional ways that Outlook can make your life easier. Okay, so I was kidding about breakfast (at least I think I was kidding).

Q Do I have to create special folders?
A No. Folders are simply a way of organizing your data. You can have as many or as few as you want. Of course, if you want to keep track of tasks, you must create a folder with the properties to handle task items.

Q I don't particularly like the Office Shortcut bar. Could I use the Outlook Bar as an Office Shortcut bar?
A Absolutely. Right-click any existing group and choose Add New Group; name it Office Shortcuts. In the Other Shortcuts group, choose My Computer and navigate to the Programs folder that contains existing Office Shortcuts. Drag the desired shortcuts to the Office Shortcuts group.

Q If I accidentally (or purposely) delete an item (rather than an entire folder), can I get it back, too?
A Certainly--unless the Deleted Items folder has been purged. Click the Deleted Items icon in the Outlook bar. All of the accessible deleted items will be displayed. Select the one you want to recover. Drag the icon back onto the folder where you want it restored. Be careful: If you set the Empty Deleted Items option to empty each time you quit Outlook, you must recover deleted items before exiting. Once the Deleted Items folder is emptied (whether manually or automatically), all data is erased and not r ecoverable.

Q You didn't talk about changing the size of the viewing panes (windows). Can you change their size?
A All you need to do is drag one of the window edges to the new position, just as you would do with any other window.

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