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What's New in Outlook 2003As stated previously, with each new version of Outlook, new features are added, in addition to enhancements to already existing features. Following are some of the new features that users might find most beneficial. Understanding the New Outlook 2003 InterfaceThe new Outlook interface incorporates many changes that were requested by users. The new four-pane view is much more user -friendly, and the Preview pane allows for a great deal more space for previewing email than was available previously. The buttons in the Shortcut pane below the Folder pane provide a quick new way to access the different features of Outlook. Additionally, new features provide better ways to quickly view and organize email. Similarities with OWAThe new Outlook 2003 GUI is extremely similar to the GUI that Outlook Web Access users using Exchange Server 2003 experience. Outlook 2003 provides many more features than OWA does, but the similarities between the two provide the end user with a much greater comfort level; they also lessen the need for end user training in OWA usage. The similarities between the two products are the result of the close work between the two teams . Outlook Web Access is discussed in great detail in Chapter 26, "Everything You Need to Know About the Outlook Web Access Client." Methods for Highlighting Outlook ItemsAs stated before, with each iteration of Outlook, the methods for organizing and finding messages have been enhanced. This is because mail has become more of a way of sharing information, and the pure volume of mail that end users receive has increased. The newest version of Outlook provides even more methods for highlighting, flagging, alerting, and organizing mail than were available previously. Using Quick FlagsQuick flags have been enhanced in Outlook 2003. Now the end user can right-click on a message and assign a colored flag to a message, making it stand out from other messages and making grouping easier by arranging messages by flag color. Because the flag colors have no predetermined meaning, the user can then assign importance or categorization to each flag color . To assign a quick flag, do the following:
Another option is to configure a reminder on the flag. The options for the reminder include these:
After a message is flagged, the messages can be arranged by clicking on the arrow on the top of the flag column in the Inbox to arrange messages by flagging. Making Key Appointments Stand Out with ColorWithin the Calendar, this new feature allows the customization of appointments with colors, to make them stand out from their brethren. To choose a color and a label, follow these steps:
TIP The Calendar colors can also be accessed while in the Calendar area by clicking on the Calendar Colors button in the toolbar, or by right-clicking on the Calendar object before opening it and choosing Label. Viewing Information About Email QuicklyOutlook 2003 includes a quick pop-up box that provides information about the email, such as sender name , the size of the file, and the date/time the message was received. To view the quick summary, simply hold the mouse over a message; the pop-up box that provides this information appears. Proposing a New Meeting TimeA new feature for the Calendar is for meeting invitees, not just the meeting organizer, to be able to propose a new meeting time when they receive a meeting invitation . To propose a new time for a meeting, do the following:
Using the New Search FunctionalityOutlook 2003 greatly enhanced the searching functionality within Outlook. The user can now save searches: If they frequently complete the same search, they can save time by saving the search for future use. Additionally, the Search In functionality from the toolbar makes accessing the search capability even faster. Using the Search In FunctionalityThe Search In functionality is easily accessible from the top of the toolbar above the main panes. To perform a search, do the following:
Saving SearchesTo save a search, the search must be started from within the Folder list under Search Folders. The following steps should be followed:
TIP For saved searches to be accessed via Outlook Web Access (OWA), they must be created in Outlook 2003 first and then saved. Associating Items with Specific ContactsAny Microsoft Office document, as well as a mail message, Calendar item, or task, can be linked to a contact and then appears in the Activities tab of the contact. This is useful to keep track of all correspondence and information regarding the contact. To link an item to the contact, do the following:
Outlook maintains links in the Activities tab until they are removed manually by the end user. To remove a link to a contact, there is a different method, for an Outlook component and for a document. To remove a link for an Outlook component, do the following:
To remove a link for a document, do the following:
Managing Multiple Email Accounts from One PlaceOutlook 2003 allows the end user to access multiple email accounts from one Outlook box, including IMAP, POP3, and HTTP mail accounts. To configure Outlook to access multiple mailboxes, do the following:
TIP Additional mailboxes in user profiles can be enabled automatically upon installation by using the Custom Installation Wizard, which is discussed in the next section, "Customizing the End user Experience." |
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