Glossary | Microsoft Office Outlook 2003 Step by Step (Step By Step (Microsoft))

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address book: A collection of names, e-mail addresses, and distribution lists used to address messages. An address book might be provided by Microsoft Outlook, Microsoft Exchange Server, or Internet directory services, depending on how you have set up Outlook.
address card: Contact information displayed in a block that looks like a paper business card.
All Mail Folders: The list that displays the folders available in your mailbox. If the Folder List is not visible, on the Navigation Pane, click Folder List.
appointment: An entry in your Outlook Calendar that does not involve inviting other people or resources.
archiving: Moving old or expired items out of your Inbox and other message folders to an alternate location for storage.
attachment: A file that accompanies an e-mail message.
AutoArchive: An Outlook feature that archives messages automatically at scheduled intervals, clearing out old and expired items from folders. AutoArchive is active by default.
AutoPreview: A view which displays the first three lines of each message in your Inbox, making it easy to scan for your most important messages.
Cached Exchange Mode: A feature of Outlook that creates local copies of your mailbox and address book on your computer and keeps them synchronized. Cached Exchange Mode monitors your connection status and speed and optimizes data transfer accordingly.
Calendar: The scheduling component of Outlook that is fully integrated with e-mail, contacts, and other Outlook features.
category: A keyword or phrase that you assign to Outlook items so that you can easily find, sort, filter, or group them.
client rules: Rules that are applied to messages stored on your computer.
contact: A person, inside or outside of your organization, about whom you can save information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs, in an entry in your Contacts folder in Outlook.
Date Navigator: The small calendar that appears next to the appointment area in the Outlook Calendar. The Date Navigator provides a quick and easy way to change and view dates.
Day view: The Calendar view displaying one day at a time, separated into half-hour increments.
delegate: A person given permission to read, reply to and delete your messages in one or more folders.
desktop alert: A notification that appears on your desktop when a new e-mail message, meeting request, or task request appears in your Inbox.
dial-up networking: A component of Windows with which you can connect your computer to a network server through a modem.
digital ID: A private key that stays on the sender’s computer and a certificate that contains a public key. The certificate is sent with digitally signed messages.
digitally signing: Proving one’s identity by attaching a digital certificate to an e-mail message. The certificate is part of the sender’s digital ID.
directory server: A computer on which a directory is stored.
distribution list: A collection of e-mail addresses combined into a single list name. All members of the list receive the e-mail message sent to the list name.
downloading: Moving or copying items from a server to a local computer.
draft: A message that has not yet been sent.
e-mail: Electronic mail.
e-mail address: The information that identifies the e-mail account of a message recipient, including the user name and domain name separated by the @ sign. For example, someone@microsoft.com.
e-mail server: A computer, on a network, that routes and stores e-mail messages.
encrypting: Encoding data to prevent unauthorized access. An encrypted message is unreadable to all but the recipient, who has a public key that will decrypt it.
event: An Outlook Calendar entry for an activity that lasts 24 hours or longer.
filtering: A way to view only those items or files that meet conditions you specify.
Folder List: The list that displays the folders available in your mailbox. If the Folder List is not visible, on the View menu, click Folder List.
follow-up flag: An icon associated with a message indicating a need to act on the message.
form: The feature in Outlook in which the user can define how items will be displayed. For example, the Outlook Message form defines how messages are displayed on the screen.
Global Address List: An address book, provided by Microsoft Exchange Server, that contains all user and distribution list e-mail addresses in your organization. The Exchange administrator creates and maintains this address book.
HTML: Hypertext Markup Language, the authoring language used to create Web pages and other documents on the Internet.
HTML format: The default format for Outlook e-mail messages. This format supports text formatting, numbering, bullets, alignment, horizontal lines, pictures (including backgrounds), HTML styles, stationery, signatures, and Web pages.
HTTP: HyperText Transfer Protocol, a protocol used to access Web pages from the Internet.
IMAP: Internet Message Access Protocol, a protocol that organizes messages on the server and you choose messages to download by viewing their headers.
import: The action of reading and using data produced by a different program.
importance: The urgency of a message. Messages can be of High, Normal, or Low importance.
Inbox: The default message folder in Outlook. Typically, incoming messages are delivered to the Inbox.
instant messaging: A method of communication in which you send electronic messages that appear on the recipient’s screen immediately.
Internet mail: A type of e-mail account that requires that you connect to the e-mail server over the Internet. POP3, IMAP, and HTTP (for example, Hotmail) are examples of Internet mail accounts.
Internet Service Provider (ISP): A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web.
Journal entry: An item in the Journal folder that acts as a shortcut to an activity that has been recorded. You can distinguish a Journal entry from other items by the clock that appears in the lower left corner of the icon.
label: A color and short text description you can apply to meetings and appointments to organize your Calendar.
live attachments: See shared attachments.
local area network (LAN): A network that connects computers in a relatively small area, typically a single building or groups of buildings. Generally, all computers in an organization are connected to a LAN. Organizations might have multiple LANs that are connected to each other.
meeting request: An e-mail message inviting its recipients to a meeting.
message header: Summary information that you download to your computer to determine whether to download, copy, or delete an entire message from the server. The header can include the subject, the sender’s name, the received date, the importance, the attachment flag, and the size of the message.
Microsoft Exchange Server: An enterprise-level e-mail and collaboration server.
Microsoft Office Internet Free/Busy Service: A Web-based service that you can use to publish your schedule to a shared Internet location.
Month view: The Calendar view displaying five weeks at a time.
NetMeeting: A program that enables Internet teleconferencing.
news server: A computer, in your organization or at your Internet service provider (ISP), which is set up specifically to host newsgroups.
newsgroup: A collection of messages related to a particular topic posted to a news server.
newsreader: A program used to read messages posted to a newsgroup.
notes: Outlook items that are the electronic equivalent of paper sticky notes.
offline folder: A folder you use to access the contents of a server folder when you are not connected to the network. It is important to update the folder and its corresponding server folder to make the contents of both identical.
Out of Office Assistant: An Outlook feature that helps you manage your Inbox when you’re out of the office. The Out of Office Assistant can respond to incoming messages automatically, and it enables you to create rules for managing incoming messages.
Outlook Rich Text Format (RTF): A format for Outlook e-mail messages that supports a host of formatting options including text formatting, bullets, numbering, background colors, borders, and shading. Rich Text Format is supported by some Microsoft e-mail clients, including Outlook 97, Outlook 2000, Outlook 2002, and Outlook 2003.
Personal Address Book: An address book for personal contacts and distribution lists, rather than work-related contacts. The e-mail addresses and distributions lists in this address book are stored in a file with a .pab extension
Personal Folders file: A data file in which Microsoft Outlook saves messages, appointments, tasks, and journal entries on your computer.
Plain Text: A format for Outlook e-mail messages that does not support any text formatting but is supported by all e-mail programs.
POP3: A common protocol used to retrieve e-mail messages from an Internet e-mail server.
print style: A combination of paper and page settings that determines the way items are printed. For most items, Outlook provides a set of built-in print styles, and you can create your own.
private: A property of an appointment or meeting that prevents other users from seeing its details even if they have permission to view your calendar.
private store: A database for storing public folders in an Exchange sever.
profile: A group of e-mail accounts and address books configured to work together in Outlook.
Reading Pane: One of the ways you can read an e-mail message. In this pane you can view a message without opening it.
recurring: Describes items that occur repeatedly. For example, an appointment or task that occurs on a regular basis, such as a weekly status meeting or a monthly haircut, can be designated as recurring.
reminder: A message that appears at a specified interval before an appointment, meeting, or task, announcing when the activity is set to occur. Reminders appear any time Outlook is running, even if it isn’t your active program.
Rich Text: See Outlook Rich Text Format.
rules: A set of conditions, actions, and exceptions that process and organize messages.
scripts: A list of commands executed without user interaction.
search folder: A virtual folder that contains a view of all e-mail items matching specific search criteria.
Secure Multipurpose Internet Mail extensions (S/MIME): A standard specification for authenticating and encrypting e-mail.
security zone: A feature that you can use to assign a Web site to a zone with a suit able security level.
sensitivity: A security setting of an e-mail message that indicates whether a message should be treated as normal, personal, private, or confidential.
server rules: Rules that are applied to messages as they are received or processed by the Exchange server.
shared attachments: Attachments saved on a SharePoint Document Workspace Web site, where a group can collaborate to work on files and discuss a project. Also called live attachments.
signature: Text and/or pictures that are automatically added to the end of an outgoing e-mail message.
spam: Electronic junk mail.
stationery: A preset or automatic format for e-mail messages that specifies fonts, bullets, background color, horizontal lines, images, and other design elements.
synchronizing: Copying changed items between a mailbox or address book on a server and it corresponding offline folder so that both are up-to-date.
task list: A list of tasks that appears in the Tasks folder and in the TaskPad in Calendar.
TaskPad: The list of tasks that appears on the right side of the Outlook Calendar window.
tasks: Personal or work-related activities you want to track through to completion.
theme: A set of unified design elements and color schemes used to automatically format e-mail messages. Themes offer more formatting options than stationery.
Uniform Resource Locator (URL): Represents the address of Web pages and other resources available on the Internet.
vCard: A standard text-based format for storing contact information.
virtual folders: Folders that that look like and link to an original folder.
Web browser: A program that retrieves web pages over the World Wide Web and dis plays the pages as hypertext, with embedded images.
Week view: The Calendar view displaying one full week at a time.
Windows SharePoint team Services: Microsoft’s server application for team Web sites that are used for information sharing and document collaboration.
work week: The days you are available for work-related appointments and meetings each week. Outlook displays the days outside your selected work week as shaded, to indicate that you are normally not available on those days.
Work Week view: The Calendar view displaying only the work days of one week in columnar format. You can define your work week as whatever days and hours you want.

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