Quick Reference | The Time Management Toolkit: MicrosoftВ® Office OutlookВ® 2007 Step by Step and Take Back Your Life (Step By Step (Microsoft))

1 Getting Started with Outlook 2007

To configure Outlook to connect to an e-mail account, page 3

On the Start menu, point to All Programs, click Microsoft Office, and then click Microsoft Office Outlook 2007 .
On the welcome page of the Outlook 2007 Startup wizard , click Next.
On the E-mail Upgrade Options page, select the Do not upgrade option, and then click Next.
On the E-mail Accounts page, with the Yes option selected, click Next.
On the Auto Account Setup page, enter your name, e-mail address, and password in the corresponding text boxes, and then click Next.

To manually configure your Exchange Server account settings, page 8

On the Start menu, point to All Programs, click Microsoft Office, and then click Microsoft Office Outlook 2007.
On the welcome page of the Outlook 2007 Startup wizard, click Next.
On the E-mail Upgrade Options page, select the Do not upgrade option, and then click Next.
On the E-mail Accounts page, with the Yes option selected, click Next.
On the Auto Account Setup page select the Manually configure server settings check box, and then click Next.
On the Choose E-mail Service page, select the Microsoft Exchange Server option, and then click Next.
On the Microsoft Exchange Settings page, enter the name or address of your Exchange Server and your user name, and then click the Check Name button. If the Connect to dialog box appears, enter your logon information, and then click OK.
After your name is underlined, click Next, and then on the final page of the wizard, click Finish.

To connect to an additional e-mail account, page 10

On the Tools menu, click Account Settings.
On the E-mail tab of the Account Settings dialog box, click the New button.
On the Choose E-mail Service page of the Add New E-mail Account wizard , with the Microsoft Exchange Server, POP3, IMAP, or HTTP option selected, click Next.
On the Auto Account Setup page, enter the account display name, the e-mail address, and the password of the account you want to add to your profile. Then click Next.
Click Finish to complete the account setup.

To create an additional Outlook profile, page 14

Exit Outlook if it is running.
Display Control Panel in Classic View, and then double-click the Mail icon. In the User Account Control dialog box, if you're logged on as an administrator, click Continue. Otherwise, enter an administrator password, and then click OK.
In the Mail Setup dialog box, click the Show Profiles button.
In the Mail dialog box, click the Add button.
In the Profile Name box, type a name to identify the new profile, and then click OK.
On the Choose E-mail Service page, with the Microsoft Exchange Server, POP3, or IMAP option selected, click Next.
On the Auto Account Setup page, enter the name, e-mail address, and password in the corresponding text boxes, and then click Next.
After Outlook connects to the e-mail account, click Finish.

To configure Outlook to prompt for a profile when starting, page 14

Display Control Panel in Classic View, and then double-click the Mail icon. In the User Account Control dialog box, if you're logged on as an administrator, click Continue. Otherwise, enter an administrator password, and then click OK.
In the Mail Setup dialog box, click Show Profiles.
In the Mail dialog box, select the Prompt for a profile to be used option, and then click OK.

2 Managing Contact Information

To import information from a SharePoint Contacts List to your Outlook contacts folder, page 31

Display the SharePoint site in your Web browser, and then display the SharePoint Contacts List you want to import.
On the Actions menu, click Link to Outlook.
In the Microsoft Office Outlook message box asking whether you want to connect the SharePoint Contacts List to Outlook, click Yes.

To create a contact record, page 40

With the Contacts pane displayed, on the Standard toolbar, click the New Contact button.
Enter the new contact information, and then on the Contact tab, in the Actions group, click the Save & Close button.

To edit a contact record, page 42

In the Contacts pane, double-click the contact record to open it, and then edit or add information to the record.
On the Contact tab, in the Actions group, click the Save & Close button.

To assign contact records to color categories, page 45

In the Contacts pane, double-click the contact record you want to assign to a category.
Do one of the following:
- On the Contact tab, in the Options group, click the Categorize button, and click a category. Then in the Actions group, click the Save & Close button.
- On the Options tab, click the Categorize button, and click All Categories to display the Color Categories dialog box. Then in the Name list, select any pertinent check boxes, and click OK.

To create a distribution list, page 47

In the New list, click Distribution List.
In the Name box, type a name for your list, and then in the Members group, click the Select Members button.
If the Select Members dialog box is displaying an address book other than your Contacts list, in the Address Book list, under Outlook Address Book, click Contacts.
In the Name list, click the names of the people you want to include, click the Members button, and then click OK.
On the Contact tab, in the Actions group, click the Save & Close button.

To modify a business card, page 50

In the Contacts pane, double-click the contact record to open it.
On the Contact tab, in the Options group, click the Business Card button.
In the Card Design area of the Edit Business Card dialog box, click Background Color.
In the Color dialog box, click a color you like, and then click OK.
To add or change an image, in the Card Design area, to the right of Image, click Change. Then browse to the folder containing the image, click the image, and click OK.
In the Image Area box, type or select the image area size.
In the Image Align list, click a type of alignment, and then click OK.

To share one or more address books with other people on your network, page 53

In the Contacts module Navigation Pane, under My Contacts, right-click the address book you want to share, and then click Share. Or if you want to share all your address books, in the Navigation Pane, click Share My Contacts folder.
In the To box of the Sharing invitation message, enter the names of people or distribution lists on your network with whom you want to share the address book.
If you are sharing your primary address book and want to request reciprocal permission, select the Request permission to view recipient's Contacts folder check box. If you are sharing a secondary address book and want to give the recipient full access, select the Recipient can add, edit, and delete items in this contacts folder check box.
Click Send.

To create a contacts folder, page 53

With the Contacts module displayed, in the New Contact list, click Folder.
In the Name box of the Create New Folder dialog box, type a name by which you want to identify the folder.
In the Folder contains list, click the type of folder you want to create.
In the Select where to place the folder list, click a location for the folder, and then click OK.

To export an address book, page 56

On the File menu, click Import and Export.
In the Choose an action to perform list, click Export to a file, and then click Next.
In the Create a file of type list, click Personal Folder File (.pst), and then click Next.
In the Select the folder to export from list, click the contacts folder you want to export, and then click Next.
Click Browse to the right of the Save exported file as box. Then In the Open Personal Folders dialog box, select the location where you want to save the file.
Type the file name, click OK, and then click Finish.

To sort contact records, page 59

➜ Click a column heading to sort the contact records in ascending order based on the column. Click the column heading again to reverse the sort.

To change how you view contact records, page 59

➜ Select an option from the Current View list.

To locate a contact record by using Instant Search, page 63

➜ At the top of the Contacts pane, click the Search box, and then type a search word.
➜ To return to previous search results, at the right end of the Search box, click the Show Instant Search Pane Menu button, point to Recent Searches, and then select the search you want to use from the list.

To print a phone list, page 66

Select Phone List in the Current View list.
On the Standard toolbar, click the Print button. Then in the Print range area of the Print dialog box, ensure that the All rows option is selected, and click OK.

To print an address card for a contact, page 68

Select Address Cards in the Current View list.
In the Contacts pane, click the contact record for which you want to print a card.
On the Standard toolbar, click the Print button.
In the Print dialog box, scroll the Print style list and click Card Style.
Under Print range, select the Only selected items option, and then click OK.

To print address cards for multiple contacts, page 70

In the Contacts pane, click a contact record to select it.
Hold down the key, and then click other contact records to add them to the selection.
On the Standard toolbar, click the Print button.
In the Print style list, be sure that Card Style is selected. Then in the Print range area, select the Only selected items option, and click OK.

To link one or more contact records to Microsoft Office OneNote, page 71

➜ In the Contacts pane, select the contact record (or records) you want to link. Then on the Standard toolbar, click the Open or create linked contact notes in OneNote button.

3 Sending E-Mail Messages

To check addresses, page 82

➜ If a message recipient's address is in your address book, type the person's name and either wait for Outlook to validate the name or press to immediately validate it.

To have Outlook search additional address books, page 82

On the Tools menu, click Address Book. Then in the Address Book window, on the Tools menu, click Options.
In the Addressing dialog box, click Add.
In the Add Address List dialog box, click the address list you want to add, click Add, and then click Close.
In the Addressing dialog box, click OK, and then in the Address Book window, click the Close button.

To send a courtesy copy of a message, page 82

➜ In the message window, enter an e-mail address in the Cc or Bcc box.

To display the Bcc field in an outgoing message, page 82

➜ In the message window, on the Options tab, in the Fields group, click the Show Bcc button.

To compose and send a new e-mail message, page 83

On the Standard toolbar, click the New Mail Message button.
In the To box of the message window, type an e-mail address.
In the Subject box, enter the main idea of your message.
In the message content area, type the body of the message.
When you finish, click Send.

To recall a message, page 88

In the Sent Items folder, open the message you want to recall.
On the Message tab, in the Actions group, click the Other Actions button, and then click Recall This Message.
Select the option to delete unread copies of the message or to replace them with a new message, and then click OK.

To attach a file to an e-mail message, page 89

Display the message window.
On the Message tab, in the Include group, click the Attach File button (not the arrow under the button).
Browse to the file you want to attach, click it, and then click Insert.

To send a business card, page 91

Display the message window.
On the Message tab, in the Include group, click the Insert Business Card button, and then in the list, click Other Business Cards.
In the Insert Business Card dialog box, select the card or cards you want to send, and then click OK.

To create a SmartArt diagram within an e-mail message, page 92

Click to place the insertion point in the message content area.
On the Insert tab, in the Illustrations group, click the SmartArt button.
In the SmartArt gallery, click the diagram you want to create, and then click OK.

To format the text of an e-mail message, page 102

➜ In the message content area, select the text you want to format. Then do one of the following:
- Click formatting buttons on the Mini toolbar.
- Click formatting buttons in the Basic Text group on the Message tab.

To apply a different theme to an outgoing e-mail message, page 104

In the message window, on the Options tab, in the Themes group, click the Themes button.
In the Themes gallery, click the theme you want.

To create a signature and insert it in all the new messages, page 107

On the Tools menu, click Options. On the Mail Format tab of the Options dialog box, click Signatures.
On the E-mail Signature tab of the Signatures and Stationery dialog box, click New.
In the New Signature dialog box, type a name for the signature, and then click OK.
In the signature content area, type a salutation, such as Regards, and a comma. Press the key once or twice, and then type your name.
Add any other information you want to include, such as a telephone number, legal disclaimer, or link to your organization's Web site, and format the text and paragraphs the way you want them to appear in messages.
In the Choose default signature area of the Signatures and Stationery dialog box, in the New messages list, click the name you gave your signature. Then click OK twice.

4 Handling E-Mail Messages

To mark messages as read after previewing them in the Reading Pane, page 116

On the Tools menu, click Options. On the Other tab of the Options dialog box, in the Outlook Panes area, click Reading Pane.
In the Reading Pane dialog box, select the check box corresponding to the way you want Outlook to handle messages viewed in the Reading Pane, and then click OK twice.

To manually mark an e-mail message as read or unread, page 116

➜ Right-click the message, and then click Mark As Read or Mark As Unread.

To preview and open a message attachment, page 118

In the Reading Pane, point to the Message button below the message header, and then point to the attachment to preview its name, type, and size.
Click the attachment, and then click the Preview file button.
In the Reading Pane, double-click the attachment. If Outlook prompts you to confirm that you want to open the file, click the Open button.

To reply to or forward messages, page 123

➜ In the message window, on the Message tab, in the Respond group, click the Reply, Reply to All, or Forward button.

To instruct Outlook to close original messages after you respond to them, page 123

On the Tools menu, click Options. On the Preferences tab, of the Options dialog box, click E-mail Options.
In the E-mail Options dialog box, select the Close original message on reply or forward check box, and then click OK twice.

To customize your desktop alert settings, page 127

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click E-mail Options.
In the E-mail Options dialog box, click Advanced E-mail Options.
In the Advanced E-mail Options dialog box, click Desktop Alert Settings.
In the Desktop Alert Settings dialog box, set the duration and transparency as you want, previewing your changes as necessary. When you finish, click OK in each of the open dialog boxes.

To customize where you want desktop alerts to appear, page 129

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click E-mail Options.
In the E-mail Options dialog box, click Advanced E-mail Options.
In the Advanced E-mail Options dialog box, click Desktop Alert Settings.
Click Preview, drag the sample desktop alert to where you want it to appear on the screen, and then click OK.

To turn off desktop alerts, page 129

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click E-mail Options.
In the E-mail Options dialog box, click Advanced E-mail Options.
In the Advanced E-mail Options dialog box, clear the Display a New Mail Desktop Alert check box, and then click OK.

To quickly access the Desktop Alert Settings dialog box, page 129

➜ When a desktop alert appears on your screen, click the Options button in the alert, and then click Desktop Alert Settings.

To mark a message as read through its desktop alert, page 130

➜ When a desktop alert appears on your screen, point to it to keep it active, click its Options button, and then click Mark as Read.

To delete a message through its desktop alert, page 130

➜ When the desktop alert appears on your screen, point to it, and then click its Delete Item button.

To specify a task due date other than the default when you flag a message, page 131

➜ In the Inbox, right-click the flag in the message header, and then click the due date.

Or

Right-click the flag, and then click Set Quick Click.
In the Set Quick Click dialog box, click the due date you want, and then click OK.

To create a task from an e-mail message, page 132

➜ In the Inbox, click the transparent flag at the right end of the message header.

To create an appointment based on a message, page 134

➜ Drag the message from your Inbox, and drop it on the Calendar button at the bottom of the Navigation Pane.

To convert an appointment to an event, page 135

➜ Open the appointment, and then select the All day event check box.

To convert an appointment to a meeting, page 135

Open the appointment.
On the Appointment tab, in the Actions group, click Invite Attendees.
In the To box that appears, type the e-mail addresses of the people you want to invite. Then click Send.

To set up a message for printing, page 136

In the message window, click the Microsoft Office Button, point to the Print arrow, and then click Print Preview.
In the Print Preview window, click the Page Setup button.
In the Page Setup: Memo Style dialog box, click the Paper tab to view and change the available options.
Click the Header/Footer tab, and then type the text you want to appear in the header and footer of the message.
To print the message, click Print.

5 Managing Your Inbox

To use Instant Search to locate a specific message, page 145

In the Search box at the top of the Inbox, type a word contained in the message.
To refine the search, click the Expand the Query Builder button to the right of the Search box, and supply additional information.
To expand the search to include all the folders in your mailbox, at the bottom of the Search Results pane, click Try searching again in All Mail Items.
To remove the search filter and view all messages, click the Clear Search button.

To change the display, arrangement, sort order, and grouping of messages, page 154

On the View menu, point to Arrange By, and then click the command you want; or
Click the column heading on which you want to sort messages. Click it again to reverse the order.

To expand or collapse groups, page 155

➜ On the View menu, point to Expand/Collapse Groups, and then click the collapse or expand view you want.

To filter the Inbox content, page 155

➜ On the View menu, point to Current View, and then click the view you want. Click Messages on the Current View list to remove the filter.

To add and remove fields, page 156

On the View menu, point to Current View, and then click Customize Current View.
In the Customize View dialog box, click the Fields button.
To add fields, in the Available fields list of the Show Fields dialog box, click the fields you want to add, and then click Add.
To remove fields in any list view, drag the column heading downward, and release the mouse button when a large black X appears over the heading.

To change the order of columns in any view, page 158

➜ Drag the column headings to the locations you prefer.

To restore the default Inbox settings, page 159

On the View menu, point to Current View, and then click Define Views.
In the Custom View Organizer dialog box, click Reset. In the Microsoft Office Outlook message box asking whether you want to reset the current view to its original settings, click OK.
Reset any customized views you want by clicking the view name and then clicking Reset. When you finish, click the Messages view, and then click Apply View.

To create a custom Search Folder, page 160

In the Navigation Pane, right-click the Search Folders folder, and then click New Search Folder.
In the New Search Folder dialog box, scroll the Select a Search Folder list to see the available options, select the option you want, and then click OK.

To make changes to the contents of an existing Search Folder, page 160

➜ Right-click the folder, and then click Customize this Search Folder.

To display the default color categories, page 162

➜ In the Inbox, click a message you want to categorize, and then on the Standard toolbar, click the Categorize button.

To rename categories, page 162

On the Standard toolbar, click the Categorize button, and in the Category list, click All Categories.
In the Color Categories dialog box, click the category (not the check box), and then click Rename.
Type the name you want, and then press .

To change the color associated with a category, page 163

On the Standard toolbar, click the Categorize button, and in the Category list, click All Categories.
In the Color Categories dialog box, click the category you want.
In the Color palette, click the icon of the color you want.

To create categories, page 163

On the Standard toolbar, click the Categorize button, and in the Category list, click All Categories.
In the Color Categories dialog box, click New.
In the Name box of the Add New Category dialog box, type the name you want to give the category. Then if you want, assign a color and a shortcut key.

To sort the Inbox contents by category, page 164

At the top of the Inbox, click the Arranged By bar, and then click Categories.
To the right of the Arranged By bar, click the command you want.

To create a folder, page 166

On the Standard toolbar, in the New list, click Folder.
In the Name box of the Create New Folder dialog box, type the folder name, and then click OK.

To move messages to a folder, page 167

➜ Drag the message to the desired folder in the Navigation Pane.

Or

Right-click the message, and then click Move to Folder.
In the Move Items dialog box, in the Move the selected items to the folder list, click the folder where you want to move the message, and then click OK.

To send the content of an e-mail message to OneNote, page 168

➜ Select the message, and then on the Standard toolbar, click the Send selected e-mail to OneNote button.

To set the default automatic archive options, page 169

On the Tools menu, click Options. On the Other tab of the Options dialog box, click AutoArchive.
Make the changes you want to your AutoArchive settings, then click OK in each of the open dialog boxes.

To manually archive a folder, page 172

Click the folder you want to archive. Then on the File menu, click Archive.
In the Archive dialog box, select the Archive this folder and all subfolders option, and then click OK.

To set the archive options for an individual folder, page 172

Right-click the folder in the Navigation Pane, and then click Properties.
On the AutoArchive tab of the Properties dialog box, set the archive options you want, and then click OK.

6 Managing Appointments, Events, and Meetings

To schedule an appointment, page 183

In the Calendar, display the date on which you want to schedule an appointment.
Click the desired time slot, type information about the appointment, and then press .
To change the end time for the appointment, drag the bottom border of the time slot down to the bottom of the end time.

To reschedule an appointment, page 183

➜ Drag the appointment to a different time slot on the calendar.

To make an appointment recurring, page 185

Open the appointment. Then on the Appointment tab, in the Options group, click the Recurrence button.
In the Recurrence pattern area of the Appointment Recurrence dialog box, select the option that corresponds to the desired recurrence, and then click OK.
On the Recurring Appointment tab, in the Actions group, click the Save & Close button.

To schedule an event, page 187

In the Date Navigator, click the date on which you want to schedule an event, and then in the Calendar pane, click the blank space below the day header and above the time slots.
Type the name of the event, and then press .

To make an event recurring, page 187

Double-click the event, and then on the Event tab, in the Options group, click the Recurrence button.
In the Recurrence pattern area of the Appointment Recurrence dialog box, select the option that corresponds to the recurrence you want, and then click OK.
On the Recurring Event tab, in the Actions group, click the Save & Close button.

To create and send a meeting request, page 190

In the Date Navigator, click the date on which you want the meeting to occur.
On the Standard toolbar, in the New Appointment list, click Meeting Request.
In the To box, type the e-mail addresses of the meeting attendees; in the Subject box, type the name of the meeting; and in the Location box, indicate where the meeting will take place.
On the Meeting tab, in the Show group, click the Scheduling button. Then set the meeting time, and click Send.

To manually respond to a meeting request, page 194

In the Date Navigator, double-click the scheduled meeting.
In the meeting request window, in the Reading Pane, click Accept, Tentative, or Decline.
Choose whether to send a standard response, a personalized response, or no response at all.

To propose a new time for a meeting, page 194

In the Reading Pane of the meeting request window, click Propose New Time.
In the schedule area of the Propose New Time dialog box, set the proposed meeting start and end times, and then click Propose Time.
In the meeting response window that opens, enter a message to the meeting organizer, and then click Send.

To instruct Outlook to automatically respond to meeting requests, page 195

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.
In the Calendar Options dialog box, click Resource Scheduling.
In the Resource Scheduling dialog box, select the Automatically accept meeting requests and process cancellations check box.
Select the Automatically decline conflicting meeting requests and/or the Automatically decline recurring meeting requests check boxes if you want Outlook to do this.
Click OK in each of the open dialog boxes.

7 Managing Your Calendar

To add the holidays of other countries to your calendar, page 203

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.
In the Calendar Options dialog box, click Add Holidays.
In the Add Holidays to Calendar dialog box, select the check boxes of the countries whose holidays you want to add, and then click OK in each open dialog box.

To remove holidays from your calendar, page 203

In Calendar view, on the View menu, point to Current View, and then click All Appointments.
On the View menu, point to Current View, and click Customize Current View. Then in the Customize View dialog box, click Group By.
In the Group By dialog box, clear the Automatically group according to arrangement check box if it is selected. Then in the Group items by list, click Location.
Ensure that all the Then by lists display (none), and then click OK in each of the open dialog boxes.
In the Calendar pane, collapse the displayed groups or scroll the pane until the Location group of the holidays you want to remove is visible. Then do the following:
- To remove a specific holiday, click it, and then press .
- To remove all the holidays of the displayed country, click the Location group header, and then press . If a Microsoft Office Outlook message box warns you that this action will apply to all items in the selected group, click OK.

To change your work week, page 204

Display your calendar in Week view, and at the top of the Calendar pane, select the Show work week option.
On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.
In the Calendar work week area of the Calendar Options dialog box, select or clear the check boxes of the days of the week.
Set the start and end times, and then click OK in the open dialog boxes.

To change the time zone, page 206

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.
In the Calendar Options dialog box, click Time Zone.
In the Time zone list, click the time zone you want. Then click OK in each of the open dialog boxes.

To simultaneously display two time zones in your Calendar, page 206

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.
In the Calendar Options dialog box, click Time Zone.
In the Time Zone dialog box, select the Show an additional time zone check box. Then in the second Time zone list, click the additional time zone you want to display.
Type a label for each time zone in its corresponding Label box, and then click OK in each of the open dialog boxes.

To preview and print your calendar, page 208

On the View menu, click Day.
On the Standard toolbar, click the Print button. Then in the Print dialog box, click Preview.
On the Print Preview toolbar, click the Print button to redisplay the Print dialog box.
In the Print style list, click the style of printing you want.
In the Print range area, set the first and last dates you want to print, and then click OK.

To save calendar information as a Web page, page 212

Display your calendar, and then on the File menu, click Save as Web Page.
In the Save as Web Page dialog box, enter the start and end dates for which you want to publish calendar information.
In the Options area, select whether to include appointment details or a background graphic.
In the Save as area, append a file name (the extension is unnecessary) at the end of the path shown in the File name box. If you want, change the title that will be displayed on the Web page and the location where Outlook saves it.
With the Open saved web page in browser check box selected, click Save.

To embed information about your schedule in an e-mail message, page 214

Display your calendar, and then in the Navigation Pane, under Other Calendars, click Send a Calendar via E-mail.
In the Send a Calendar via E-mail dialog box, in the Date Range list, click the command you want.
In the Detail list, click the option you want.
Click Advanced, set any options you want, and then click OK.

To link one or more calendar entries to OneNote, page 216

➜ Select the calendar item (or items) you want to link. Then on the Standard toolbar, click the Open or create linked notes in OneNote button.

To link to an Internet calendar, page 217

In the Calendar module Navigation Pane, scroll the All Calendar Items list to the Other Calendars section, and then click Search Calendars Online.
On the Internet Calendars page, scroll to the Subscribe to a Free Internet Calendar section, and then click the Internet calendar you want.
If an Internet Explorer Security message box prompts you to allow Outlook to open Web content, click the Allow button.
In the Microsoft Office Outlook message box asking whether you want to add the calendar to Outlook and subscribe to updates, click Yes.

To view multiple calendars side by side and as a composite, page 219

In either the My Calendars or Other Calendars list in the Navigation Pane, select the check box for at least one other calendar.
On the title bar tab of a secondary calendar, click the View in Overlay Mode button.
Click either Calendar tab to display that calendar on top of the other calendar.
On either of the overlaid calendars, click the View in Side-By-Side Mode button to return to the standard display.

To delegate control of your calendar so that meeting requests can be created and responded to on your behalf, page 220

On the Tools menu, click Options. On the Delegates tab of the Options dialog box, click Add.
In the Add Users dialog box, click the person you want to delegate control to, click Add, and then click OK.
In the Delegate Permissions dialog box, in the Calendar list, click the level of permission you want to delegate.
Select the Automatically send a message to delegate summarizing these permissions check box, and then click OK in each of the open dialog boxes.

8 Tracking Tasks

To create a folder that can contain tasks, page 231

On the Standard toolbar, in the New list, click Folder.
In the Create New Folder dialog box, enter the name and select the location of the folder.
In the Folder contains list, click Task Items, and then click OK.

To create a task, page 234

➜ On the To-Do Bar, click the Type a new task box, type a description of your task, and then press .

To update a task, page 234

To assign a completion time, in the To-Do Bar Task List, right-click the flag following the task, and then click the timeframe you want.
To assign the task to a category, right-click the Category bar following the task, and then click the category you want.
To change the task text, double-click the task in the Tasks pane, and in the content pane, type the new text. Then save and close the task.
To change the status, double-click the task in the Tasks pane, and in the Status list, click the option that applies to the task. Then in the % Complete box, change the completion percentage of the task, and save and close the task.

To delegate a task to another Outlook user, page 238

On the To-Do Bar, double-click the task you want to delegate.
In the task window, on the Task tab, in the Manage Task group, click the Assign Task button.
In the To box that appears, type the e-mail address of the person you want to assign the task to.
If you want Outlook to display a reminder for the task, in the Options group, click the Follow Up button.
Click Send. If a message box appears to notify you that the task reminder has been turned off, click OK.

To update the status of tasks assigned to you by other people, page 240

To change the percentage of the project you estimate as complete, open the task, and then in the % Complete list, type or select (by clicking the arrows) the percentage.
To manually change the task status, open the task, and then in the Status list, click the status you want.

To send a status report about a task, page 240

In the Tasks pane, double-click the task, and then on the Task tab, in the Manage Task group, click the Send Status Report button.
Address the message to the people you want to send the report to, and click Send.

To mark a task as complete, page 241

➜ In the Tasks pane, double-click the task, and then on the Task tab, in the Manage Task group, click the Mark Complete button.

To stop a reminder from appearing, page 242

In the To-Do Bar Task List, right-click the task, point to Follow Up, and then click Add Reminder.
Clear the Reminder check box, and then click OK.

To delete a task, page 243

➜ In the To-Do Bar Task list, click the task, and then press .

9 Gathering Information

To subscribe to an RSS feed, page 247

In the Navigation Pane, under your primary mailbox, click the RSS Subscriptions folder.
Scroll the Outlook Syndicated Content (RSS) Directory page to the Partner Feeds section.
Click one of the feed links.
In the Microsoft Office Outlook message box asking whether to add the RSS feed to Outlook, click Yes.

To remove an RSS feed, page 249

On the Tools menu, click Account Settings.
In the Account Settings dialog box, click the RSS Feeds tab.
In the Feed Name list, click the name of the feed you want to remove.
Click Remove. Then in the Microsoft Office Outlook message box asking whether to remove the RSS feed from Outlook, click Yes.

To change the default note color, size, or font, page 252

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Note Options.
Change the settings you want, and then click OK twice.

To create a note, page 252

➜ In the Notes pane, on the Standard toolbar, click the New Note button. Then type the note titles, press , type the note text, and click the Close button.

To link a note to a contact, page 254

Open a note in the Notes pane, click the Note icon in its upper-left corner, and then click Contacts.
In the Contacts for Note dialog box, click Contacts.
In the Select Contacts dialog box, with Contacts selected in the Look in list, click the contact you want to link to in the Items list. Then click OK.
In the Contacts for Note dialog box, click Close. Then close the note.

To access a note from a contact record, page 255

In the Contacts pane, open the contact record. Then on the Contact tab, in the Show group, click the Activities button.
In the Show list, click Notes.

To display the Journal, page 256

➜ On the Go menu, click Journal.

To add the Journal button to the Navigation Pane, page 256

In the lower-right corner of the Navigation Pane, click the Configure buttons button.
Point to Add or Remove Buttons, and then click Journal.

To record activities automatically, page 256

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Journal Options.
In the Journal Options dialog box, in the Automatically record these items box, select the check boxes for the activities you want to record.
In the For these contacts box, select the check boxes for the contacts whose items you want to record.
In the Also record files from box, select the check boxes for the programs whose files you want to record, and then click OK in the open dialog boxes.

To forward a note, page 257

Right-click a note in the Notes pane, and then click Forward.
In the To box, type the e-mail address of the person you want to send the note to, and then click Send.

To save a note as a file, page 257

Open the note, click its Note icon, and then click Save As.
In the Save As dialog box, browse to the folder where you want to save the file.
In the Save as type list, click the file type you want to create.
In the File name box, change the file name if you want it to be something other than the current note title, and then click Save.

To open a received note, page 258

In your Inbox, click the message with the note attached to it.
In the Reading Pane, right-click the attached note, and then click Open.

10 Collaborating with Other People

To allow another person on your Exchange Server network to access a folder, page 263

In the Navigation Pane, right-click the folder, and then click Change Sharing Permissions.
On the Permissions tab of the Properties dialog box, click Add.
In the Add Users dialog box, double-click the name of the person with whom you want to share this folder, and then click OK.
With the person's name selected on the Permissions tab, in the Permission Level list, click the level you want.
In the Properties dialog box, click Apply.

To create a document workspace from a message, page 269

In a new message window, enter the addresses of the people you want to invite to the document workspace and a subject.
On the Message tab, in the Include group, click the Attach File button. Then in the Insert File dialog box, browse to and select the file(s) you want to share through a document library, and click Insert.
Click the Include Dialog Box Launcher. Then under Send attachments as in the Attachment Options task pane, select the Shared attachments option.
In the Create Document Workspace at box, enter the address of your collaboration site, and then press the key.
Send the message invitation that appears in the content area.

To create a group schedule, page 271

Display your calendar, and then on the Actions menu, click View Group Schedules.
In the Group Schedules dialog box, click New. In the Create New Group Schedule dialog box, type a name for the schedule, and then click OK.
In the scheduling window, add members to the group by clicking in the Group Members list and then typing a name or an e-mail alias, or by clicking Add Others and then selecting group members from your address book.

To get a local copy of document library contents, page 272

On your organization's collaboration site, display the document library.
On the Actions menu, click Connect to Outlook. If an Internet Explorer Security alert appears, click Allow.
In the Microsoft Office Outlook message box asking you to confirm that you want to connect the SharePoint document library to Outlook, click Yes. If a Connect dialog box appears, prompting you for your site credentials, enter your user name and password, and then click OK.
To preview downloaded items, click them; to open a read-only version, double-click it.

11 Working Away from Your Office

To configure Outlook to connect to an Exchange account by using Outlook Anywhere, page 279

On the Tools menu, click Account Settings.
On the E-mail tab of the Account Settings dialog box, in the Name list, click your Microsoft Exchange account, and then click Change.
In the Change E-mail Account dialog box, click More Settings.
In the Microsoft Exchange dialog box, click the Connection tab.
In the Outlook Anywhere area, select the Connect to Microsoft Exchange using HTTP check box.
Click the Exchange Proxy Settings button that becomes active.
In the Microsoft Exchange Proxy Settings dialog box, in the Connection settings area, in the https:// box, type your organization's Exchange proxy address.
Click OK in the Microsoft Exchange Proxy Settings dialog box and the Microsoft Exchange dialog box. Then in the message box that appears, click OK to acknowledge that the change will not take effect until you restart Outlook.
In the Change E-mail Account dialog box, click Next, and then click Finish.
Close the Account Settings dialog box, and then quit and restart Outlook.
In the Connect to dialog box, enter your user name and password, and click OK.

To set up a VPN connection from a computer running Windows Vista, page 281

In the right pane of the Start menu, click Connect To.
In the Connect to a Network dialog box, click Set up a connection or network.
Scroll the Choose a connection option list, click Connect to a workplace, and then click Next.
Under Do you want to use a connection that you already have?, select No, create a new connection, and then click Next.
Under How do you want to connect?, click Use my Internet connection (VPN) option.
Under Type the Internet address to connect to, type the Internet address you want to connect to in the Internet address box. In the Destination name box, type a name for the VPN connection, select any options that you want, and then click Next.
Under Type your user name and password, type your user name and password (the domain name is optional), and then click Connect.

To set up a VPN connection from a computer running Windows XP, page 282

On the Start menu, if the Connect To menu appears on the right side, click Connect To, and then click Show all connections. Otherwise, open Control Panel in Classic view, and then click Network Connections.
In the Network Connections window, on the Network Tasks menu, click Create a new connection.
On the first page of the New Connection wizard, click Next.
On the Network Connection Type page, select the Connect to the network at my workplace option, and then click Next.
On the Network Connection page, select the Virtual Private Network connection option, and then click Next.
In the Company Name box, type a name by which you will identify the connection. Then click Next.
If the wizard displays the Public Network page, select the Do not dial the initial connection option to indicate that you will always connect to the Internet before starting the VPN connection. Then click Next.
On the VPN Server Selection page, type the URL of your organization's VPN server in the Host name box, and then click Next.
If your system includes a SmartCard reader, the wizard displays the Smart Cards page. If you don't need to use your SmartCard to log in to this particular connection, select the Do not use my smart card option, and then click Next.
On the Connection Availability page, select the My use only option, and then click Next.
On the Completing page, click Finish.
In the User name box of the Connect dialog box, type your domain\username, and in the Password box, type your domain password.
Select the Save this user name check box and the Me only or Everyone option. Then click Connect.

To make the contents of a folder available for Offline use, page 285

➜ In the Navigation Pane, click the folder. Then on the Tools menu, point to Send/Receive, point to Send/Receive Settings, and then click Make This Folder Available Offline.

To manually update your Offline address book, page 286

On the Tools menu, point to Send/Receive, and then click Download Address Book.
In the Offline Address Book dialog box, with the Download changes since last Send/Receive check box selected, select the Full Details option, and then click OK.

To configure Outlook to automatically reply to incoming messages, page 288

On the Tools menu, click Out of Office Assistant.
In the Out Of Office Assistant dialog box, select the I am currently Out of the Office option.
In the AutoReply only once to each sender with the following text box, type the text of the auto-reply message you want to send, click OK, and then click the notification to close it.

To set up a rule to auto-forward messages to another e-mail address, page 289

On the status bar, click Out of Office. Then on the Out of Office menu, click Out of Office Assistant.
In the Out of Office Assistant dialog box, click Add Rule. Then in the Edit Rule dialog box, click Advanced.
In the Received area, specify the start date, end date, or any date range you want.
To set the importance of the message, select the Importance check box, select the option you want in the Importance list, and then click OK.
In the Edit Rule dialog box, under Perform these actions, select the Forward check box. Then in the To box, type the e-mail address to which you want to forward messages.
In the Method list, click the forwarding option you want. Then click OK.

To turn off Out Of Office auto-reply messages, page 291

➜ Click the Out of Office icon on the status bar, and then click Turn off Out of Office auto-replies.

To automatically reply to messages during a future time period (applies only to Exchange Server 2007 accounts), page 292

On the Tools menu, click Out Of Office Assistant.
In the Out of Office Assistant dialog box, select the Send Out of Office auto-replies option.
Select the Only send during this time range check box. Then set the Start time and End time settings as you want.
On the Inside My Organization tab, in the message box, type the text of the message you want to send, and then click OK.

To send a different auto-reply message to people outside your organization (applies only to Exchange Server 2007 accounts), page 294

Display the Out Of Office Assistant dialog box, and click the Outside My Organization tab.
Select the Anyone outside my organization option.
In the message box, type the text of the message you want to send to people outside your organization, and then click OK.

12 Customizing and Configuring Outlook

To add a button to the Quick Access Toolbar, page 299

At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button, and then click More Commands.
In the Editor Options window, on the Customize page, in the Choose commands from list, click the tab from which you want to choose a command.
In the tab's command list, click a command you want to add to the toolbar, and then click Add.
Click the Move Up and Move Down buttons to position the command where you want on the toolbar, and then at the bottom of the Customize page, click OK.

To customize Outlook, page 301

Click the Microsoft Office Button, and then in the lower-right corner of the Office menu, click Editor Options.
In the Editor Options window, in the page list in the left pane, click the page you want, make your changes, and then click OK to save your changes.

To add a button to a toolbar, page 306

Click the Toolbar Options button at the right end of any toolbar, point to Add or Remove Buttons, and then click Customize.
In the Customize dialog box, click the Commands tab. In the Categories list, click the category containing the command you want to add.
In the Commands list, locate the command you want to add. Then drag the command from the list to the position where you want it to appear on the toolbar.

To rearrange the commands on a toolbar, page 306

Click the Toolbar Options button, point to Add or Remove Buttons, and then click Customize.
In the Customize dialog box, on the Commands tab, click Rearrange Commands.
In the Rearrange Commands dialog box, under Choose a menu or toolbar to rearrange, select the Toolbar option. Then in the Toolbar list, select the toolbar or menu bar you want to rearrange.
In the Controls list, click the command you want to reposition, click Move Up or Move Down as many times as necessary to position the command where you want it, and then click Close.

To remove a custom button from a toolbar, page 307

Click the Toolbar Options button, point to Add or Remove Buttons, and then click Customize.
In the Customize dialog box, on the Commands tab, click Rearrange Commands.
In the Rearrange Commands dialog box, under Choose a menu or toolbar to rearrange, select the Toolbar option, and then in the list, click the toolbar containing the button you want to remove.
In the Controls list, click the button you want to remove. Click Delete, and then click Close.

To reset a toolbar to its default state, page 307

➜ Click the Toolbar Options button, point to Add or Remove Buttons, and then click Customize. Then in the Customize dialog box, on the Toolbars tab, click the toolbar you want to restore to its default settings, and then click Reset.

To create a rule to process incoming messages that meet specific criteria, page 308

On the Tools menu, click Rules and Alerts. Then in the Rules and Alerts window, on the E-mail Rules tab, click New Rule.
In the Rules wizard, in the Select a template list, under Start from a blank rule, click Check messages when they arrive, and then click Next.
In the Select condition(s) list, select the conditions you want to apply to your new rule.
In the Edit the rule description box, click the underlined term specific words.
In the Search Text dialog box, in the Specify words or phrases to search for in the subject box, type the words you want to search for, click Add, and click OK. Then in the Rules wizard, click Next.
Scroll the Select action(s) list to review and select the actions Outlook can perform on incoming items meeting the criteria you specify, and click OK. Then in the Rules wizard, click Next.
Select any exceptions you want to set for your rule, and then click Next.
Select the Run this rule now on messages already in "Inbox" check box, and then click Finish. Then in the Rules and Alerts dialog box, click OK.

To create a Personal Folders file, page 314

On the File menu, point to New, and then click Outlook Data File.
If you run Microsoft Outlook 2002 or an earlier version on a different computer and you might want to open this Personal Folders file in that version, click Outlook 97–2002 Personal Folders File in the New Outlook Data File dialog box. Otherwise, select Office Outlook Personal Folders File, and then click OK.
In the Create or Open Outlook Data File dialog box, in the Favorite Links list, click the type of link you want.
In the File name box, type the name of your personal folder file, and then click OK.
In the Create Microsoft Personal Folders dialog box, replace the suggested name with a new name or accept it, and click OK.

To move messages or folders to your Personal Folders file, page 316

In the Navigation Pane, expand the Inbox to display its folder list.
Drag the messages or folders from your Inbox to your personal folder.

To copy messages and folders to your Personal Folders file, page 316

In the Navigation Pane, expand the Inbox to display its folder list.
Hold down the right mouse button, and drag the messages or folders from your Inbox to your personal folder. When you release the mouse button, click Copy.

To open and close data files from within Outlook, page 316

On the File menu, point to Open, and then click Outlook Data File.
In the Open Outlook Data File dialog box, browse to the location of your data file, and then double-click it.

To digitally sign all outgoing messages, page 317

On the Tools menu, click Trust Center, and in the page list, click E-mail Security. Then on the E-mail Security page, select the Add digital signature to outgoing messages check box.
If all your message recipients don't have Secure Multipurpose Internet Mail Extensions (S/MIME) security, select the Send clear text signed message when sending signed messages check box, and then click OK.

To obtain a digital ID to sign or encrypt documents and messages, page 318

On the Tools menu, click Trust Center, and then in the page list, click E-mail Security.
On the E-mail Security page, click Get a Digital ID.
On the Microsoft Office Marketplace Web page, click the link at the end of a provider's description to display the provider's Web site.
Follow the instructions on the Web site to register for a digital ID.

To export or import a digital ID, page 319

On the Tools menu, click Trust Center, and then in the page list, click E-mail Security.
On the E-mail Security page, click Import/Export.
In the Import/Export Digital ID dialog box, select whether you want to import or export your digital ID, fill in the information, and then click OK.

To digitally sign an individual e-mail message, page 319

➜ On the Message tab, in the Options group, click the Digitally Sign Message button.

To encrypt all outgoing messages, page 320

On the Tools menu, click Trust Center, and then in the page list, click E-mail Security.
On the E-mail Security page, select the Encrypt contents and attachments for outgoing messages check box.
To receive verification that a message recipient received an encrypted message in its encrypted format, select the Request S/MIME receipt for all S/MIME signed messages check box, and then click OK.

To encrypt an individual message, page 320

➜ On the Message tab, in the Options group, click the Encrypt Message Contents and Attachments button.

To receive all messages in plain text format, page 321

On the Tools menu, click Trust Center, and then in the page list, click E-mail Security.
On the E-mail Security page, select the Read all standard mail in plain text check box, and then click OK.

To prevent message recipients from forwarding, printing, or copying a message, page 322

➜ With a message open, on the Message tab, in the Options group, in the Permissions list, click Do Not Forward.

To view the blocked content in an individual e-mail message, page 322

➜ In the message header, click the InfoBar, and then click Download Pictures.

To change the way Outlook handles external content:, page 323

On the Tools menu, click Trust Center, and then in the page list, click Automatic Download.
Select the check boxes for the options you want, and then click OK.

To apply spam filtering options provided by the Junk E-Mail Filter, page 324

On the Actions menu, point to Junk E-mail, and then click Junk E-mail Options.
In the Junk E-mail Options dialog box, on the Options tab, select a level of protection.
If you want Outlook to automatically delete suspected junk e-mail, select the Permanently delete suspected Junk E-mail instead of moving it to the Junk E-mail folder check box.
Click the Safe Senders tab, add any e-mail addresses you want included in the Safe Senders List, or specify that e-mail received from a particular domain is safe.
Click the Safe Recipients tab, and add any addresses or domains to your Safe Recipients List.
Click the Blocked Senders tab, and add any addresses or domains to the Blocked Senders List.
Click the International tab, and set options to block messages from country-specific domains or messages containing specific language text encoding, and then click OK.

To save message drafts more frequently, page 327

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click E-mail Options. Then in the E-mail Options dialog box, click Advanced E-mail Options.
In the Save messages area of the Advanced E-mail Options dialog box, select the AutoSave items every check box, and enter a number in the minutes box. Then click OK in each of the open dialog boxes.

To specify what happens when a message arrives, page 329

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click E-mail Options. Then in the E-mail Options dialog box, click Advanced E-mail Options.
In the Advanced E-mail Options dialog box, in the When new items arrive in my Inbox area, select the options for how you want to be notified when a new message arrives. Then click OK in each of the open dialog boxes.

To set options for sending messages, page 329

On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click E-mail Options. Then in the E-mail Options dialog box, click Advanced E-mail Options.
In the Advanced E-mail Options dialog box, in the When sending a message area, set the options you want to apply to the messages you send. Then click OK in each of the open dialog boxes.