Every business professional faces challenges in managing their time to be as efficient and productive as possible. Information management has become an important everyday task in helping manage these challenges successfully, and Microsoft Outlook is the gold standard to help users stay organized. Outlook not only helps manage contacts, appointments, and tasks, it also serves as the e-mail and fax client. Outlook 2007 has been redesigned and improved with a new user interface, electronic business cards, RSS support, smart scheduling, anti-phishing capabilities, junk e-mail filter, and more. Case study sections called "Improving Your Outlook" illustrate how to apply the information learned in real-world situations. Troubleshooting sections in each chapter illustrate common problems that occur when using Outlook, followed by a detailed solution. With this book, you learn the latest features and improvements in Outlook by focusing on user productivity through real-world techniques in real-world environments.

Introduction

I Setting Up and Configuring Outlook

1 What?s New in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2 Getting Started and Getting Help . . . . . . . . . . . . . . . . . . . 25

3 Managing Outlook Folders . . . 39

4 Creating Views and Print Styles . . . . . . . . . . . . . . . . . . . . . 79

5 Customizing Command Bars . . 117

II Outlook as a Personal Information Manager

6 Managing Personal Information

Using Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

7 Creating and Using Categories . . . . . . . . . . . . . 145

8 Customizing Outlook Today . . . 161

9 Creating Contacts . . . . 179

10 Working with Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

11 Address Books and Directory Services . . . . . . . . . . . . 247

12 Using the Outlook Calendar . . . . . . . . . . . . . . . . . . . . . . . 257

13 Collaborating with Calendars . . . . . . . . . . . . . . . . . . . . . . 301

14 Working with Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321

15 Staying Organized with the Outlook Journal . . . . . 349

16 Using Outlook Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367

III Outlook as a Mail Client

17 Working with Mail Accounts . . . . . . . . . . . . . . . . . . . . . . . 379

18 Creating New Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407

19 Receiving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 435

20 Using Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463

21 Setting Outlook Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475

22 Finding and Organizing Outlook Items . . . . . . . . . . . . 511

23 Importing, Exporting, and Backing Up

Outlook Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 537

24 Compacting and Archiving Items . . . . . . . . . . . . . . . . . . 561

25 Using Outlook Securely . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583

IV Outlook as the Client for Exchange Server

26 Using Outlook as an Exchange Client . . . . . . . . . . . . . 621

27 Creating and Using Rules . . . . . . . . . . . . . . . . . . . . . . . . . . 651

28 Advanced Exchange Options . . . . . . . . . . . . . . . . . . . . . . 683

29 Exchange Public Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . 695

30 Working Remotely with Exchange Server . . . . . . . . . 721

31 Advances with Outlook and Exchange

Server 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 747

V Programming and Advanced Outlook Topics

32 Creating and Using Custom Forms . . . . . . . . . . . . . . . . 757

33 Using VBA in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795

34 Advanced Outlook Programming Topics . . . . . . . . . . 819

35 Business Contact Manager . . . . . . . . . . . . . . . . . . . . . . . . . 833

36 Reading RSS Feeds in Outlook . . . . . . . . . . . . . . . . . . . . 879

VI Appendices

A Installing Outlook 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 897

B Using the Office Resource Kit . . . . . . . . . . . . . . . . . . . . . . 907

C Outlook?s Files, Folders, and Registry Keys . . . . . . . 915

D Outlook?s Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 921

E Working with the Windows Registry . . . . . . . . . . . . . . 927

F Outlook Shortcut Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 939

G Outlook Fields and Equivalent Properties . . . . . . . . 951

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 961

9 4 Creating Views and Print Styles ...79 5 Customizing Command Bars . . 117 II Outlook as a Personal Information Manager 6 Managing Personal Information Using Outlook ...139 7 Creating and Using Categories ...145 8 Customizing Outlook Today ...161 9 Creating Contacts ...179 10 Working with Contacts ...207 11 Address Books and Directory Services ...247 12 Using the Outlook Calendar ...257 13 Collaborating with Calendars ...301 14 Working with Tasks ...321 15 Staying Organized with the Outlook Journal ...349 16 Using Outlook Notes ...367 III Outlook as a Mail Client 17 Working with Mail Accounts ...379 18 Creating New Messages ...407 19 Receiving Messages ...435 20 Using Templates ...463 21 Setting Outlook Options ...475 22 Finding and Organizing Outlook Items ...511 23 Importing, Exporting, and Backing Up Outlook Information ...537 24 Compacting and Archiving Items ...561 25 Using Outlook Securely ...583 IV Outlook as the Client for Exchange Server 26 Using Outlook as an Exchange Client ...621 27 Creating and Using Rules ...651 28 Advanced Exchange Options ...683 29 Exchange Public Folders ...695 30 Working Remotely with Exchange Server ...7

21 31 Advances with Outlook and Exchange Server 2007 ...747 V Programming and Advanced Outlook Topics 32 Creating and Using Custom Forms ...757 33 Using VBA in Outlook ...795 34 Advanced Outlook Programming Topics ...819 35 Business Contact Manager ...833 36 Reading RSS Feeds in Outlook ...879 VI Appendices A Installing Outlook 2007 ...897 B Using the Office Resource Kit ...907 C Outlook's Files, Folders, and Registry Keys ...915 D Outlook's Resources ...921 E Working with the Windows Registry ...927 F Outlook Shortcut Keys ...939 G Outlook Fields and Equivalent Properties ...951 Index ...961

Every business professional faces challenges in managing their time to be as efficient and productive as possible. Information management has become an important everyday task in helping manage these challenges successfully, and Microsoft Outlook is the gold standard to help users stay organized. Outlook not only helps manage contacts, appointments, and tasks, it also serves as the e-mail and fax client. Outlook 2007 has been redesigned and improved with a new user interface, electronic business cards, RSS support, smart scheduling, anti-phishing capabilities, junk e-mail filter, and more. Case study sections called "Improving Your Outlook" illustrate how to apply the information learned in real-world situations. Troubleshooting sections in each chapter illustrate common problems that occur when using Outlook, followed by a detailed solution. With this book, you learn the latest features and improvements in Outlook by focusing on user productivity through real-world techniques in real-world environments.

Introduction

I Setting Up and Configuring Outlook

1 What?s New in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2 Getting Started and Getting Help . . . . . . . . . . . . . . . . . . . 25

3 Managing Outlook Folders . . . 39

4 Creating Views and Print Styles . . . . . . . . . . . . . . . . . . . . . 79

5 Customizing Command Bars . . 117

II Outlook as a Personal Information Manager

6 Managing Personal Information

Using Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

7 Creating and Using Categories . . . . . . . . . . . . . 145

8 Customizing Outlook Today . . . 161

9 Creating Contacts . . . . 179

10 Working with Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

11 Address Books and Directory Services . . . . . . . . . . . . 247

12 Using the Outlook Calendar . . . . . . . . . . . . . . . . . . . . . . . 257

13 Collaborating with Calendars . . . . . . . . . . . . . . . . . . . . . . 301

14 Working with Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321

15 Staying Organized with the Outlook Journal . . . . . 349

16 Using Outlook Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367

III Outlook as a Mail Client

17 Working with Mail Accounts . . . . . . . . . . . . . . . . . . . . . . . 379

18 Creating New Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407

19 Receiving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 435

20 Using Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463

21 Setting Outlook Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475

22 Finding and Organizing Outlook Items . . . . . . . . . . . . 511

23 Importing, Exporting, and Backing Up

Outlook Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 537

24 Compacting and Archiving Items . . . . . . . . . . . . . . . . . . 561

25 Using Outlook Securely . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583

IV Outlook as the Client for Exchange Server

26 Using Outlook as an Exchange Client . . . . . . . . . . . . . 621

27 Creating and Using Rules . . . . . . . . . . . . . . . . . . . . . . . . . . 651

28 Advanced Exchange Options . . . . . . . . . . . . . . . . . . . . . . 683

29 Exchange Public Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . 695

30 Working Remotely with Exchange Server . . . . . . . . . 721

31 Advances with Outlook and Exchange

Server 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 747

V Programming and Advanced Outlook Topics

32 Creating and Using Custom Forms . . . . . . . . . . . . . . . . 757

33 Using VBA in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795

34 Advanced Outlook Programming Topics . . . . . . . . . . 819

35 Business Contact Manager . . . . . . . . . . . . . . . . . . . . . . . . . 833

36 Reading RSS Feeds in Outlook . . . . . . . . . . . . . . . . . . . . 879

VI Appendices

A Installing Outlook 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 897

B Using the Office Resource Kit . . . . . . . . . . . . . . . . . . . . . . 907

C Outlook?s Files, Folders, and Registry Keys . . . . . . . 915

D Outlook?s Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 921

E Working with the Windows Registry . . . . . . . . . . . . . . 927

F Outlook Shortcut Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 939

G Outlook Fields and Equivalent Properties . . . . . . . . 951

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 961

Patricia DiGiacomo didn?t plan on spending her life working with computers. She graduated

from the University of California, Davis, with a degree in Environmental Sciences, but

every job she has ever had has involved computers. Finally, in 1996, she stopped fighting

the inevitable and took a job as an IT manager for a telecommunications company in

Sacramento, California. In 2001, Microsoft awarded Patricia Most Valuable Professional

status for Microsoft Outlook. She spent the majority of her professional career thus far

working for a box company as an IT Manager, and finally in 2005 she took a job with

Microsoft as a technical writer.

Patricia has authored numerous articles about Exchange and Outlook for various online

technical journals and wrote Special Edition Using Microsoft Office Outlook 2003. She?s a

gadget geek and enjoys beta testing the latest Microsoft Mobile devices.

Patricia lives in Seattle, Washington. In her spare time she watches a lot of TV and movies,