Outlook 2010 For Dummies E-Book

Bill Dyszel

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Sprache: Englisch
• Veröffentlichungsjahr: 2010

Seitenzahl: 433

Beschreibung

Get up to speed on the new features of Outlook 2010 with this fun and friendly guide Although Microsoft Outlook is the number one most popular e-mail and productivity tool, many utilize only a fraction of its true potential. This easy-to-understand guide walks you through an abundance of often-overlooked tips and tricks so that you can take advantage of all that Outlook has to offer. Outlook 2010 For Dummies introduces you to the user interface, and explains how to use the To-Do bar, filter junk email, and make the most of Outlook's anti-phishing capabilities. Before you know it, you'll be managing e-mail folders; sharing your calendar; using RSS support; integrating tasks with OneNote, Project, Access, and SharePoint Services; accessing data with two-way sync and offline access; and more. * Shares invaluable advice for taking advantage of the newest version of the most popular e-mail and productivity tool: Outlook 2010 * Reveals little-known tips and tricks of underused features of Microsoft Outlook * Presents information in the beloved fun and friendly For Dummies style, showing you how to manage your e-mail, share your calendar, use RSS support, access data, and more * Describes how to manage your day by filtering junk e-mail, using the To-Do bar, taking advantage of anti-phishing capabilities, and much more This helpful guide shows you how to work smart with Outlook 2010!

Leseprobe

Outlook® 2010 For Dummies®

Table of Contents

Introduction

About This Book

Foolish Assumptions

How This Book Is Organized

Part I: Getting the Competitive Edge with Outlook

Part II: Taming the E-Mail Beast

Part III: Managing Contacts, Dates, Tasks, and More

Part IV: Beyond the Basics: Tips and Tricks You Won’t Want to Miss

Part V: Outlook at Work

Part VI: The Part of Tens

Conventions Used in This Book

Dialog boxes

Ribbons and tabs

Keyboard shortcuts

Icons Used in This Book

Part I: Getting the Competitive Edge with Outlook

Chapter 1: The Outlook Features You Really Need to Know

Why Do So Many People Use Outlook?

Easy Ways to Do Anything in Outlook

E-Mail: Basic Delivery

Reading e-mail

Answering e-mail

Creating new e-mail messages

Sending a File

Quick Calendar Keeping

Entering an appointment

Managing your schedule

Adding a Contact

Entering a Task

Taking Notes

Chapter 2: Inside Outlook: Mixing, Matching, and Managing Information

Outlook and Other Programs

There’s No Place Like Home: Outlook’s Main Screen

Looking at modules

Finding your way with the Navigation pane

The Information Viewer: Outlook’s hotspot

The To-Do bar

Navigating the Folder list

Tying It All Together: The Ribbon

Viewing ScreenTips

Using the New Items button

Finding Things in a Flash with Instant Search

Getting Help in Outlook

Chapter 3: On the Fast Track: Drag ‘til You Drop

Dragging

Dispatching Tasks in a Flash

Making Time Stand Still with Calendar Wizardry

Keeping Friends Close and Enemies Closer Quicker

Creating Instant E-Mail Messages

Creating from a name in your Contacts list

Creating from an appointment

Expanding Your Outlook Workspace

Zen of the Right Button

Part II: Taming the E-Mail Beast

Chapter 4: The Essential Secrets of E-Mail

Front Ends and Back Ends

Creating Messages

The quick-and-dirty way

The slow, complete way

Setting priorities

Setting sensitivity

Setting other message options

Adding an Internet link to an e-mail message

Reading and Replying to E-Mail Messages

Previewing message text

Sending a reply

Using a Web link from your e-mail

Don’t get caught by phishing

That’s Not My Department: Forwarding E-Mail

Blind Copying for Privacy

Deleting Messages

Saving Interrupted Messages

Saving a Message as a File

Chapter 5: E-Mail Tools You Can’t Do Without

Nagging by Flagging

One-click flagging

Setting flags for different days

Changing the default flag date

Adding a flag with a customized reminder

Changing the date on a reminder

Saving Copies of Your Messages

Setting Your Reply and Forward Options

Adding Comments to a Reply or Forward

Sending Attachments

Creating Signatures for Your Messages

Chapter 6: Conquering Your Mountain of Messages

Organizing Folders

Creating a new mail folder

Moving messages to another folder

Organizing Your E-Mail with Search Folders

Setting up a search folder

Using a search folder

Deleting a search folder

Using the Reading Pane

Playing by the Rules

Creating a rule

Running a rule

Filtering Junk E-Mail

Fine-tuning the filter’s sensitivity

Filtering your e-mail with sender and recipient lists

Filtering domains

Archiving for Posterity

Setting up AutoArchive

Setting AutoArchive for individual folders

Activating the archive process manually

Finding and viewing archived items

Closing the archive data file

Arranging Your Messages

Viewing conversations

Ignoring conversations

Cleaning up conversations

Simplifying Tasks Using Quick Steps

Creating and managing quick steps

Part III: Managing Contacts, Dates, Tasks, and More

Chapter 7: Your Little Black Book: Creating Contacts Lists

Storing Names, Numbers, and Other Stuff

The quick-and-dirty way to enter contacts

The slow, complete way to enter contacts

Viewing Contacts

Sorting a view

Rearranging views

Using grouped views

Flagging Your Friends

Using Contact Information

Searching contacts in the Contacts module

Finding a contact from any Outlook module

Using the Activities page

Forwarding a business card

Contact Groups

Creating a Contact group

Editing a Contact group

Using a Contact group

Adding pictures to contacts

Chapter 8: The Calendar: How to Unleash Its Power

Getting around the Outlook Calendar

Meetings Galore: Scheduling Appointments

The quick-and-dirty way to enter an appointment

The complete way to enter an appointment

Not this time: Changing dates

Not ever: Breaking dates

We’ve got to keep seeing each other: Recurring dates

Getting a Good View of Your Calendar

Printing Your Appointments

Adding Holidays to Your Outlook Calendar

Handling Multiple Calendars

Creating multiple calendars

Managing multiple calendars

Chapter 9: Task Mastery: Discovering All the Bells and Whistles

The To-Do Bar

Adding a new item to the To-Do bar

Minimizing the To-Do bar

Entering New Tasks in the Tasks Module

Adding an Internet link to a task

Editing Your Tasks

The quick-and-dirty way to change a task

The regular way to change a task

Deleting a task

Managing Recurring Tasks

Creating a regenerating task

Skipping a recurring task once

Marking Tasks Complete

Picking a color for completed or overdue tasks

Viewing Your Tasks

Tasks in the Calendar

Chapter 10: For the Record: Notes and Journal Entries

Writing a Note

Finding a Note

Reading a Note

Deleting a Note

Changing a Note’s Size

Viewing Your Notes

Icon view

Notes List view

Last Seven Days view

Printing Your Notes

Changing Your Default Options for New Notes

Changing the size and color

Turning the date and time display on or off

Forwarding a Note

Keeping a Journal for Tidy Recordkeeping

Don’t Just Do Something — Stand There!

Recording an Outlook item in the Journal manually

Printing Your Journal

Viewing the Journal

The Entry List view

Last Seven Days view

Phone Calls view

Timeline

It’s All in the Journal

Part IV: Beyond the Basics: Tips and Tricks You Won’t Want to Miss

Chapter 11: Social Media Magic with Outlook RSS

Social Media Basics

Subscribing to a YouTube Channel in Outlook

Subscribing to Blogs in Outlook

Subscribing to Podcasts via Outlook

Reading Feeds

Sharing Feeds

Using the Outlook Social Connector

Adding a LinkedIn Connection to Outlook

Avoiding Social Mistakes

Chapter 12: Powering Your Home Office with Outlook

Investigating an ISP

Picking a Provider

Setting Up Internet E-Mail Accounts

Dealing with Multiple Mail Accounts

Chapter 13: Mail Merge from Outlook to Microsoft Word

Mailing Label Magic

Form Letter Formalities

Merging from Selected Contacts

Printing Envelopes

Merging to E-Mail

Going Pro with Hosted Mailing Services

Part V: Outlook at Work

Chapter 14: Big-Time Collaboration with Outlook

Collaborating with Outlook’s Help

Organizing a meeting

Responding to a meeting request

Checking responses to your meeting request

Taking a vote

Tallying votes

Assigning tasks

Sending a status report

Collaborating with Outlook and Exchange

Giving delegate permissions

Opening someone else’s folder

Viewing Two Calendars Side by Side

Setting access permissions

Viewing two accounts

About Address Books

Using SharePoint Team Services

Joining a SharePoint team

Linking Outlook to SharePoint data

Accessing SharePoint data from Outlook

Chapter 15: Keeping Secrets Safe with Outlook Security

Getting a Digital ID

Sending Digitally Signed Messages

Receiving Digitally Signed Messages

Encrypting Messages

Antivirus Software

Chapter 16: Seeing It Your Way: Customizing Outlook

Customizing the Quick Access Toolbar

Customizing the Ribbon

Enjoying the Views

Table/List view

Icon view

Card views

Calendar views

Playing with Columns in Table or List View

Adding a column

Moving a column

Widening or narrowing a column

Removing a column

Sorting Items

Sorting from Table view

Sorting from the Sort dialog box

Grouping Items

Viewing grouped items

Viewing headings only

Saving Custom Views

Using Categories

Assigning a category

Renaming a category

Changing a category color

Assigning a category shortcut key

Chapter 17: Telecommuting with Outlook Web Access

Understanding Outlook Web Access

Logging on and off

The Outlook screen

Web E-Mail Basics

Reading messages

Sending a message

Flagging messages

Setting individual message options

Tracking Tasks while Traveling

Organizing Contacts

Viewing your contacts

Adding contacts

Using Your Calendar

Entering an appointment

Moving an appointment

Viewing the Calendar

Mobile Collaboration

Inviting attendees to a meeting

Respond to a meeting request

Exploring Your Options

Out of Office message

Creating a signature

Part VI: The Part of Tens

Chapter 18: Ten Accessories for Outlook

Smartphones

Microsoft Office

A Business-Card Scanner

Mozy Backup

Xobni

Microsoft SharePoint

Microsoft Exchange

Windows Live

Text Messaging Services

Dymo LabelWriter

Chapter 19: Ten Things You Can’t Do with Outlook

Custom-Sort Folders

Go Back to the Old Menus

Insert a Phone Number into Your Calendar

Open a Message from the Reading Pane

Perform Two-Sided Printing

Search and Replace Area Codes

Embed Pictures in Notes

Calculate Expenses with Journal Phone Call Entries

Create a Distribution List from a Single E-Mail

Back Up Outlook Data

Ten More Things Outlook Can’t Do for You

Chapter 20: Ten Things You Can Do after You’re Comfy

Customizing the Quick Access Toolbar

Wising Up Your Messages with Smart Art

Translating Your E-Mail Messages

Adding Charts for Impact

Using Symbols in E-Mail

Opening Multiple Calendars

Superimposing Calendars

Viewing Unusual Numbers of Days

Selecting Dates as a Group

Pinning a Contact Card

Chapter 21: Ten Shortcuts Worth Taking

Using the New Items Tool

Sending a File to an E-Mail Recipient

Sending a File from a Microsoft Office Application

Taking a Note

Finding Something

Undoing Your Mistakes

Using the Go to Date Command

Adding Items to List Views

Sending Repeat Messages

Resending a Message

Outlook® 2010 For Dummies®

by Bill Dyszel

Outlook® 2010 For Dummies®

Published byWiley Publishing, Inc.111 River StreetHoboken, NJ 07030-5774www.wiley.com

Copyright © 2010 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 permitted 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, [phone], fax [phone]. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, [phone], fax [phone], or online at http://www.wiley.com/go/permissions.

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Library of Congress Control Number: 2010923567

ISBN: 978-0-470-48771-6

Manufactured in the United States of America

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About the Author

Bill Dyszel is the author of 19 books and a regular contributor to national publications including PC Magazine. Bill is also an award-winning filmmaker and an accomplished entertainer. He sang with the New York City Opera for 14 years and still appears regularly on the New York stage. He has produced scores of short films and currently ranks as the most prolific contributor to the 48-Hour Film Project, an international filmmaking competition. Many of his short, comedic films can be seen on YouTube.

About the Contributor

Daniel A. Begun is freelance technology journalist and consultant who has worked in the tech industry for nearly 20 years. He has written for CNET, PC Magazine, Computerworld, Laptop magazine, Computer Shopper, and the PC enthusiast site HotHardware.com, among others. Daniel is the former Labs Director for CNET, where he ran CNET’s product testing labs.

Dedication

This book is dedicated to everyone with a love for lifelong learning.

Author’s Acknowledgments

Thanks so much to the extraordinary team at Wiley that made this edition a reality — to Katie Mohr for her persistent focus on the project’s outcome, to Mark Enochs for his wise editorial guidance, to John Edwards for his relentless attention to detail, and to Lee Musick for his enthusiastic focus on features.

Daniel Begun wins my endless gratitude for bringing his world-class technological expertise and experienced editorial judgment to the task of revising a significant portion of this edition for me in a period of unusually heavy deadlines. A first-rate technologist, crackerjack journalist, and veteran editor in his own right, Daniel’s keen professional eye helped make this book more accurate, readable, and fun. He also helped keep the project on schedule through a complex and unpredictable process. Above all, Daniel is a wonderful colleague and a terrific guy in general, which turns a challenging task like this one into an absolute pleasure. Thank you, Daniel!

Publisher’s Acknowledgments

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Cartoons: Rich Tennant (www.the5thwave.com)

Composition Services

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Indexer: Cheryl Duksta

Publishing and Editorial for Technology Dummies

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Composition Services

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Introduction

Microsoft Outlook is now a teenager. I covered its first prerelease versions back in 1996, when nobody anywhere knew what it was. Today hundreds of millions of people use Microsoft Outlook every single day to send e-mail, make appointments, and speed up their work. Microsoft Outlook has become the world’s principal tool for getting work done.

There’s probably no program that’s more essential to success in business today than Microsoft Outlook. I’ve had the pleasure of training literally thousands of people on all the different ways Outlook can improve their workflow and simplify their life. People are often surprised to discover how much faster they can work when they learn to use Outlook effectively.

Microsoft Outlook was designed to make organizing your daily information easy — almost automatic. You already have sophisticated programs for word processing and number crunching, but Outlook pulls together everything you need to know about your daily tasks, appointments, e-mail messages, and other details. More important, Outlook enables you to use the same methods to deal with many different kinds of information, so you have to understand only one program to deal with the many kinds of details that fill your life, such as