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7966FM_new.qxd 2/15/07 3:31 PM Page iii Outlook 2007 Tony Campbell, Jonathan Hassell 7966FM.qxd 2/27/07 9:58 AM Page iv Outlook 2007: Beyond the Manual Copyright © 2007 by Tony Campbell All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage or retrieval system, without the prior written permission of the copyright owner and the publisher. ISBN-13 (pbk): 978-1-59059-796-5 ISBN-10 (pbk): 1-59059-796-6 Printed and bound in the United States of America 9 8 7 6 5 4 3 2 1 Trademarked names may appear in this book. Rather than use a trademark symbol with every occurrence of a trademarked name, we use the names only in an editorial fashion and to the benefit of the trademark owner, with no intention of infringement of the trademark. Lead Editor: Jim Sumser Editorial Board: Steve Anglin, Ewan Buckingham, Gary Cornell, Jason Gilmore, Jonathan Gennick, Jonathan Hassell, James Huddleston, Chris Mills, Matthew Moodie, Dominic Shakeshaft, Jim Sumser, Matt Wade Project Manager: Kylie Johnston Copy Edit Manager: Nicole Flores Copy Editor: Kim Wimpsett Assistant Production Director: Kari Brooks-Copony Production Editor: Ellie Fountain Compositor: Dina Quan Proofreader: Lori Bring Indexer: Michael Brinkman Cover Designer: Kurt Krames Manufacturing Director: Tom Debolski Distributed to the book trade worldwide by Springer-Verlag New York, Inc., 233 Spring Street, 6th Floor, New York, NY 10013. Phone 1-800-SPRINGER, fax 201-348-4505, e-mail orders-ny@springer-sbm.com, or visit http://www.springeronline.com. For information on translations, please contact Apress directly at 2560 Ninth Street, Suite 219, Berkeley, CA 94710. Phone 510-549-5930, fax 510-549-5939, e-mail info@apress.com, or visit http://www.apress.com. The information in this book is distributed on an “as is” basis, without warranty. Although every precaution has been taken in the preparation of this work, neither the author(s) nor Apress shall have any liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the information contained in this work. 7966FM_new.qxd 2/15/07 3:31 PM Page v This book is dedicated to my wife, Sharon. Love you, babe. —Tony To my wife, Lisa. Thanks for everything. Oh, and thanks to the cats and dog for keeping things interesting. —Jon 7966FM_new.qxd 2/15/07 3:31 PM Page vii Contents at a Glance About the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvi Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii CHAPTER 1 What’s New and What’s Improved in Outlook 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 CHAPTER 2 Messaging . CHAPTER 3 Message Organization CHAPTER 4 Contacts and Address Books CHAPTER 5 Calendaring . CHAPTER 6 Notes and Journals . . . . . . . . . . . . . . . . . . . . . . . . . 91 CHAPTER 7 Task Management. . . . . . . . . . . . . . . . . . . . . . . . . . 105 CHAPTER 8 Storage Management . CHAPTER 9 Color Categories CHAPTER 10 Customization CHAPTER 11 Security and Backup . CHAPTER 12 Outlook Outside the Office (or Home) . CHAPTER 13 Forms and Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 . . . . . . . . . . . . . . . . . . . . . . . 41 . . . . . . . . . . . . . . . . . . 59 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 . . . . . . . . . . . . . . . . . . . . . . 121 . . . . . . . . . . . . . . . . . . . . . . . . . . 135 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 . . . . . . . . . . . . . . . . . . . . . . . 161 . . . . . . . . . . 185 . . . . . . . . . . . . . . . . . . . . . . . . . 191 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 vii 7966FM_new.qxd 2/15/07 3:31 PM Page ix Contents About the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvi Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii CHAPTER 1 What’s New and What’s Improved in Outlook 2007 . . . . . . . . . . . . . . 1 What’s New in Outlook 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Outlook System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Exploring the New Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Subscribing to RSS Feeds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Setting Up a POP3 Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Sending, Receiving, and Responding to Email . . . . . . . . . . . . . . . . . . . . . . 13 Using Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 CHAPTER 2 Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Using Helpful Sending and Receiving Tools . . . . . . . . . . . . . . . . . . . . . . . . 23 Automatically Sending All Email to a Specified Recipient . . . . . . . . . . . . . 24 Using Templates to Facilitate More Versatile Email Distribution . . . . . . . . . . 25 Assigning Expiration Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Using the Out Of Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Preventing Recipients from Using Reply to All . . . . . . . . . . . . . . . . . . . 28 Being Your Own SMTP Server (Windows XP Only) . . . . . . . . . . . . . . . . . . . . 31 Integrating with Windows Live Messenger . . . . . . . . . . . . . . . . . . . . . . . . 33 Using Windows Fax and Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Sending Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Receiving Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Faxing in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Using Outlook Anywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 ix 7966FM_new.qxd 2/15/07 3:31 PM Page x x CONTENTS CHAPTER 3 Message Organization Using Search Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Using Rules to Sort Your Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Using the Junk Mail Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Using Send/Receive Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Understanding Remote Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Setting Up Send/Receive Groups . . . . . . . . . . . . . . . . . . . . . . . . . . 56 CHAPTER 4 Contacts and Address Books. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Using the Contacts Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Adding a New Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Creating New Contacts from the Same Company . . . . . . . . . . . . . . . . . 62 Using Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Sending Email and Creating Calendar Appointments . . . . . . . . . . . . . . . 64 Phoning a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Assigning Tasks, Viewing Web Pages, and Locating Addresses . . . . . . . . . . 65 Modifying Business Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Viewing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Customizing the Contacts View . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Adding Contacts from Emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Multiple Contact Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Sharing Contacts with Other Users . . . . . . . . . . . . . . . . . . . . . . . . . 69 Working with Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Adding a Mobile Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Configuring the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Creating Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 CHAPTER 5 Calendaring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Understanding the Logic of the Calendar Structure . . . . . . . . . . . . . . . . . . . . 77 Entering and Managing Calendar Data . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Categorizing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Searching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 7966FM_new.qxd 2/15/07 3:31 PM Page xi CONTENTS Sharing Your Calendar with Others . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Sharing via Microsoft Exchange Server . . . . . . . . . . . . . . . . . . . . . . . 82 Sending via Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Publishing to Office Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Saving and Subscribing to Internet Calendars . . . . . . . . . . . . . . . . . . . 87 Connecting SharePoint Calendars to Outlook . . . . . . . . . . . . . . . . . . . . . . 87 Customizing the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Personalizing the Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Adding Holidays and Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Displaying 12-Hour or 24-Hour Time . . . . . . . . . . . . . . . . . . . . . . . . 90 CHAPTER 6 Notes and Journals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Working with Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Customizing Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Using Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Assigning Contacts to Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Assigning Categories to Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Working with the Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Configuring the Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Using the Journal Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Recording Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Using Journal Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 CHAPTER 7 Task Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Reviewing the History of the Task Structure . . . . . . . . . . . . . . . . . . . . . . . 105 Entering Task Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Using the To-Do Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Viewing Existing Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Scheduling for Tasks on the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Categorizing and Searching for Your Tasks . . . . . . . . . . . . . . . . . . . . . . . . 113 Connecting SharePoint Task Lists to Outlook . . . . . . . . . . . . . . . . . . . . . . 114 Synchronizing OneNote Tasks with Outlook . . . . . . . . . . . . . . . . . . . . . . . 116 Discussing Subtasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Using Tasks Effectively . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 xi 7966FM_new.qxd xii 2/15/07 3:31 PM Page xii CONTENTS CHAPTER 8 Storage Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Introducing Personal Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Adding New PST Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Removing PST Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Attaching an Existing PST File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Introducing Offline Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 OST Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Cached Exchange Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Using OST Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Exploring the Message Delivery Options . . . . . . . . . . . . . . . . . . . . . . . . 130 Backing Up and Restoring Personal Folders . . . . . . . . . . . . . . . . . . . . . . . 132 CHAPTER 9 Color Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 Using the Color Categories List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Adding, Modifying, and Using Categories . . . . . . . . . . . . . . . . . . . . . . . . 137 Adding and Modifying Categories . . . . . . . . . . . . . . . . . . . . . . . . 138 Removing Category Assignments . . . . . . . . . . . . . . . . . . . . . . . . . 139 Assigning Quick Click . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Using Category Search Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 CHAPTER 10 Customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Using Command-Line Switches to Start Outlook . . . . . . . . . . . . . . . . . . . . 143 Using Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Using RUNAS with outlook.exe . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Customizing Outlook Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Using Outlook Today . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Using Advanced Techniques for Customizing Views . . . . . . . . . . . . . . . . . . . 156 Configuring Outlook Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158 Email Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Calendar Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Tasks Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Contact Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Journal Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Note Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Search Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 7966FM_new.qxd 2/15/07 3:31 PM Page xiii CONTENTS xiii CHAPTER 11 Security and Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 Introducing the Trust Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 Trusted Publishers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Setting Add-in and Macro Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Introducing Privacy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 Setting Up Email Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Obtaining a Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Certificate Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Configuration in the Trust Center . . . . . . . . . . . . . . . . . . . . . . . . . 173 Processing Signed or Encrypted Messages . . . . . . . . . . . . . . . . . . . . 173 Signing and Encrypting Emails . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Making Attachments Secure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179 Enabling Automatic Download and Content Blocking . . . . . . . . . . . . . . . . . . 181 Setting Up Information Rights Management . . . . . . . . . . . . . . . . . . . . . . . 183 CHAPTER 12 Outlook Outside the Office (or Home) . . . . . . . . . . . . . . . . . . . . . . 185 Using Offline Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185 Using RPC Over HTTP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Using Cached Exchange Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189 CHAPTER 13 Forms and Macros. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191 Understanding Outlook Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192 Adding the BCC Field to the Message Form . . . . . . . . . . . . . . . . . . . 193 Using Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Building Forms with Custom Controls . . . . . . . . . . . . . . . . . . . . . . . 198 Sharing Forms with Other Users . . . . . . . . . . . . . . . . . . . . . . . . . . 201 Understanding Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 Creating a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 Running a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204 Getting More Information About VBA . . . . . . . . . . . . . . . . . . . . . . . . . . 205 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 7966FM_new.qxd 2/15/07 3:31 PM Page xv About the Authors TONY CAMPBELL is an experienced Microsoft consultant specializing in the architecture and design of secure, Microsoft-centric business solutions. He also has vast experience in many other industry niches such as networking, collaboration, security, business logic, and disaster recovery and resilience. Tony has been involved with all sizes of businesses, from the very small to the very large, and has successfully delivered secure, reliable, robust solutions to more than 150,000 clients in his 18 years in the business. Tony started his career back in the 80s as a “green-screen” mainframe programmer for the British Meteorological Office, finally arriving after a long journey in his current role as a self-employed IT consultant and author. Tony is a regular contributor to a variety of journals distributed across the globe and has been involved in the production of software manuals, user guides, white papers, hardware manuals, and training courses for many of his clients in the past decade. His love of writing has led to the publication of his fiction in a variety of small presses and magazines. JONATHAN HASSELL is an author, consultant, and speaker on a variety of IT topics. His published works include RADIUS (O’Reilly, 2002), Hardening Windows, Second Edition (Apress, 2005), Using Microsoft Windows Small Business Server 2003 (Apress, 2006), and Learning Windows Server 2003 (O’Reilly, 2006). His work appears regularly in such periodicals as Windows IT Pro magazine, PC Pro, and TechNet Magazine. He also speaks worldwide on topics ranging from networking and security to Windows administration. He is currently an editor at Apress. xv