Outlook 2007 provides a broad range of capabilities to help you manage your entire workday. In fact, a growing number of Microsoft Office system users work in Outlook more than 60 percent of the time. An understanding of the Outlook 2007 capabilities and features is important not only for using the Microsoft Office system effectively but also for managing your time and projects. The following sections will help you learn to use the features in Outlook 2007 to simplify your
One of the key features Outlook 2007 offers is messaging. You can use Outlook 2007 as a client to send and receive e-mail through a variety of services. Outlook 2007 offers integrated support for the e-mail services covered in the sections that follow.
A client application is one that uses a service provided by another computer, typically a server.
Outlook 2007 integrates tightly with Microsoft Exchange Server, which means that you can take advantage of workgroup scheduling, collaboration, instant messaging, and other features
Outlook 2007 provides full support for Internet e-mail servers, which means that you can use Outlook 2007 to send and receive e-mail through mail servers that support Internet-based standards, such as POP3 and IMAP What’s more, you can integrate Internet mail accounts with other accounts, such as an Exchange Server account, in order to send and receive messages through multiple servers. For example, you might maintain an account on Exchange Server for interoffice correspondence and use a local Internet service provider (ISP) or other Internet-based e-mail service for messages outside your network. Or perhaps you want to monitor your personal e-mail along with your work-
For more information about messaging protocols such as POP3 and IMAP, see “ Understand ing Messaging Protocols ” on page 654 .
Outlook 2007 supports Hypertext Transfer Protocol (HTTP)-based e-mail services, such as Microsoft Hotmail. HTTP is the protocol used to request and transmit Web pages. This means that you can use Outlook 2007 to send and receive e-mail through Hotmail and other HTTP-based mail servers that would
Figure 22–9: HTTP-based mail servers such as Hotmail have traditionally required access through a Web browser.
You can use Outlook 2007 with your Hotmail account only if you have a paid Hotmail account, such as MSN Hotmail Plus or MSN Premium. You can’t use Outlook 2007 to access a free Hotmail account
Outlook 2007 includes a Fax Mail Transport provider, which allows you to send faxes from Outlook 2007 using a fax modem. In addition, third-party developers can provide Messaging Application Programming Interface (MAPI) integration with their fax applications, allowing you to use Outlook 2007 as the front end for those applications to send and receive faxes. Both Microsoft Windows 2000 and Microsoft Windows XP include built-in fax services that support sending and receiving faxes. The Fax Service in Windows 2000 also supports MAPI and Inbox integration with Outlook 2007 and is the only Microsoft-supplied fax service supported by Microsoft on the client side for Outlook 2007. The Windows 2000 Fax Service can deliver incoming faxes to an Outlook 2007 Inbox, as well as print them and deliver a copy to a file folder. The Windows XP Fax Service can deliver incoming faxes to a file folder or print them, but it does not support delivery to an Outlook 2007 Inbox.
Windows 2000 Fax Service is now the only fax support offered for Windows. Windows XP users need to purchase a third-party fax application
The Outlook 2007 design allows developers to support third-party e-mail services in Outlook 2007. Whatever your e-mail server type, Outlook 2007 provides a comprehensive set of tools for composing, receiving, and replying to messages. Outlook 2007 provides support for
Figure 22–10: Use Outlook 2007 to create rich-text and multimedia messages.
Scheduling is another important feature in Outlook 2007. You can use Outlook 2007 to track both personal and work-related meetings and appointments, as shown in Figure 22–11, whether you are at home or in the office-a useful feature even on a stand-alone computer.
Figure 22–11: Track your personal and work schedules with Outlook 2007.
Where the Outlook 2007 scheduling capabilities really
Organizing your schedule is also one of Outlook 2007’s strong
In addition to managing your own schedule, you can delegate control of the schedule to someone else, such as your assistant. The assistant can modify your schedule, request meetings, respond to meeting invitations, and otherwise act on your
Figure 22–12: You can easily publish your schedule to the Web.
Being able to manage contact information-
Figure 22–13: You can manage a wealth of information about each contact with Outlook 2007.
In addition to using contact information to address e-mail messages, you can initiate phone calls using the contacts list, track calls to contacts in the journal, add notes for each contact, use the contacts list to create mail merge documents, and perform other
For details about digital signatures and encryption, see “ Message Encryption ” on page 662 .
Managing your workday usually includes keeping track of the tasks you need to perform and assigning tasks to others. Outlook 2007 makes it easy to manage your task list. You assign a due date, start date, priority, category, and other properties to each task, which makes it easier for you to manage those tasks, as shown in Figure 22–14. As with meetings and appointments, Outlook 2007 keeps you informed and on track by issuing reminders for each task. You control whether the reminder is used and the time and date it’s generated, along with an optional, audible notification. You can
Figure 22–14: Use Outlook 2007 to manage tasks.
If you manage other people, Outlook 2007 makes it easy to assign tasks to other Outlook 2007 users. When you create a task, simply click Assign Task, and Outlook 2007 prompts you for the assignee’s e-mail address. You can choose to keep a copy of the updated task in your own task list and receive a status report when the task is complete.
Keeping track of events is an important part of managing your workday, and the Outlook 2007 journal makes it simple. The journal folder allows you to keep track of the contacts you make (phone calls, e-mail messages, and so on), meeting actions, task
Figure 22–15: Configure your journal using the Outlook 2007 options.
When you view the journal, you can double-click a journal entry to either open the entry or
With Outlook 2007, you can keep track of your thoughts and tasks by using the Notes folder. Each note can function as a stand-alone window, allowing you to view notes on your desktop outside Outlook 2007, as shown in Figure 22–16. Notes exist as individual message files, so you can copy or move them to other folders, including your desktop, or easily share them with others through network sharing or e-mail. You can also
Figure 22–16: Use notes to keep track of miscellaneous information.