01_038306 ffirs.qxp 11/15/06 3:25 PM Page i Outlook® 2007 FOR DUMmIES ‰ by Bill Dyszel 01_038306 ffirs.qxp 11/15/06 3:25 PM Page ii Outlook®2007 For Dummies® Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 www.wiley.com Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit- ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. 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Library of Congress Control Number: 2006934819 ISBN-13: 978-0-470-03830-7 ISBN-10: 0-470-03830-6 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 1B/QY/RR/QW/IN 01_038306 ffirs.qxp 11/15/06 3:25 PM Page iii About the Author Bill Dyszelis a popular speaker and trainer, author of 18 books, and contrib- utor to many leading national magazines, including PC Magazine.His speeches and seminars aim to help people simplify their lives by using technology wisely. Bill is also an award-winning filmmaker and an accomplished enter- tainer. He sang with the New York City Opera for 14 years and still appears regularly on the New York stage. His one-man movie musicals have been seen from coast to coast as part of the 48 Hour Film Project. 01_038306 ffirs.qxp 11/15/06 3:25 PM Page iv 01_038306 ffirs.qxp 11/15/06 3:25 PM Page v Author’s Acknowledgments I’d like to thank all the wonderful people who helped me make this book entertaining and useful to the reader, especially Tonya Cupp, Lee Musick, Greg Croy, and the whole staff of Wiley Publishing, Inc. that makes this series possible. Thanks also to my agent, Laura Lewin of Studio B Productions. 01_038306 ffirs.qxp 11/15/06 3:25 PM Page vi Publisher’s Acknowledgments We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Composition Services Media Development Project Coordinator: Erin Smith Project Editor:Tonya Maddox Cupp Layout and Graphics:Carl Byers, (Previous Edition: Linda Morris) Lavonne Cook, Denny Hager, Barbara Moore, Barry Offringa, Acquisitions Editor:Greg Croy Lynsey Osborn, Rashell Smith, Alicia South Technical Editor:Lee Musick Proofreaders: Christine Pingleton, Techbooks Editorial Manager:Jodi Jensen Indexer: Sherry Massey Media Development Specialists:Angela Denny, Kate Jenkins, Steven Kudirka, Kit Malone, Travis Silvers Media Development Manager: Laura VanWinkle Editorial Assistant:Amanda Foxworth Sr. Editorial Assistant:Cherie Case Cartoons:Rich Tennant (www.the5thwave.com) Publishing and Editorial for Technology Dummies Richard Swadley,Vice President and Executive Group Publisher Andy Cummings,Vice President and Publisher Mary Bednarek,Executive Acquisitions Director Mary C. Corder,Editorial Director Publishing for Consumer Dummies Diane Graves Steele,Vice President and Publisher Joyce Pepple,Acquisitions Director Composition Services Gerry Fahey,Vice President of Production Services Debbie Stailey,Director of Composition Services 02_038306 ftoc.qxp 11/15/06 3:25 PM Page vii Contents at a Glance Introduction.................................................................1 Part I: Getting the Competitive Edge with Outlook ..........9 Chapter 1: Fundamental Features: How Did You Ever Do without Outlook? ...........11 Chapter 2: Inside Outlook: Mixing, Matching, and Managing Information................21 Chapter 3: On the Fast Track: Drag ’til You Drop.........................................................37 Part II: Taming the E-Mail Beast .................................45 Chapter 4: The Essential Secrets of E-Mail....................................................................47 Chapter 5: E-Mail Tools You Can’t Do Without.............................................................67 Chapter 6: Conquering Your Mountain of Messages....................................................83 Part III: Managing Contacts, Dates, Tasks, and More...109 Chapter 7: Your Little Black Book: Creating Contact Lists........................................111 Chapter 8: The Calendar: How to Unleash Its Power.................................................139 Chapter 9: Task Mastery: Discovering All the Bells and Whistles...........................161 Chapter 10: For the Record: Outlook Notes and Journal Entries.............................187 Part IV: Beyond the Basics: Tips and Tricks You Won’t Want to Miss............................................217 Chapter 11: Feeding on Blogs, Podcasts, and News with Outlook RSS...................219 Chapter 12: What You Need to Know to Use Outlook at Home................................229 Chapter 13: Supercharging Your Sales with Business Contact Manager.................237 Part V: Outlook at the Office.....................................251 Chapter 14: Big-Time Collaboration with Outlook.....................................................253 Chapter 15: Keeping Secrets Safe with Outlook Security .........................................279 Chapter 16: See It Your Way: Organizing and Customizing Outlook........................287 Chapter 17: Work from Anywhere with Outlook Web Access...................................309 Part VI: The Part of Tens...........................................333 Chapter 18: Top Ten Accessories for Outlook............................................................335 Chapter 19: Ten (Or So) Things You Can’t Do with Outlook ....................................339 Chapter 20: Ten Things You Can Do After You’re Comfy...........................................343 Chapter 21: Ten Shortcuts Worth Taking....................................................................349 Index.......................................................................349 02_038306 ftoc.qxp 11/15/06 3:25 PM Page viii 02_038306 ftoc.qxp 11/15/06 3:25 PM Page ix Table of Contents Introduction..................................................................1 About This Book...............................................................................................2 Foolish Assumptions.......................................................................................3 How This Book Is Organized...........................................................................3 Part I: Getting the Competitive Edge with Outlook............................3 Part II: Taming the E-Mail Beast............................................................4 Part III: Managing Contacts, Dates, Tasks, and More.........................4 Part IV: Beyond the Basics: Tips and Tricks You Won’t Want to Miss.....................................................................5 Part V: Outlook at the Office.................................................................5 Part VI: The Part of Tens.......................................................................5 Conventions Used in This Book.....................................................................6 Dialog boxes............................................................................................6 Tabs and Ribbons...................................................................................7 Links.........................................................................................................7 Keyboard shortcuts...............................................................................7 Icons Used in This Book..................................................................................8 Where to Go from Here....................................................................................9 Part I: Getting the Competitive Edge with Outlook...........9 Chapter 1: Fundamental Features: How Did You Ever Do without Outlook? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Easy Ways to Do Anything in Outlook.........................................................11 Reading E-Mail................................................................................................12 Answering E-Mail............................................................................................14 Creating New E-Mail Messages.....................................................................14 Sending a File..................................................................................................15 Entering an Appointment..............................................................................16 Checking Your Calendar................................................................................17 Adding a Contact............................................................................................17 Entering a Task...............................................................................................18 Taking Notes...................................................................................................19 Chapter 2: Inside Outlook: Mixing, Matching, and Managing Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21 Outlook and Other Programs.......................................................................22 About Personal Information Management..................................................22