by Jennifer Fulton and Karen S. Fredricks

WILEY

Wiley Publishing, Inc.

Table of Contents

Introduction. «...

/

About This Book 2

Conventions Used in This Book 3

Foolish Assumptions 4

How This Book Is Organized 4

Book I: Getting Started 4

Book II: E-Mail Basics 5

Book III: Uber E-Mail 5

Book IV: Working with the Calendar 5

Book V: Managing Contacts 5

Book VI: Tracking Tasks, Taking Notes, and

Organizing Life with OneNote 5Book VII: Working with Business Contact Manager 6Book VIII: Customizing Outlook 6

Book IX: Managing All Your Outlook Stuff 6

Book X: Out and About: Taking Outlook on the Road 6

Icons Used in This Book 6

Where to Go from Here 7

Book 1: Getting Started 9

Chapter 1: An Insider's Look at the Outlook Interface 11

What Can Outlook Do for Me? 11

New Features 12

Outlook Modules 12

Heeeerrre's Outlook! 14

A Ribbon in the Sky 16

Backstage pass 16

The Ribbon 17

Getting Around with the Navigation Pane 19

Finding your way around the Navigation pane buttons 21

Building better buttons in the Navigation pane 22

Playing hide and seek with the Navigation pane 22

Getting turned off by the Navigation pane 24

Having Fun with the Folder List 24

Viewing Mail with the Reading Pane 25

Previewing with AutoPreview 28

Staying connected with the People pane 28

Sneaking a peek at attachments 31

XU Outlook 2010 MUn-One For Dummies

Your Week in a Nutshell: The To-Do Bar 33Getting a Snapshot of Your Day with Outlook Today 35

Minimizing Outlook to a Taskbar Icon 37

Taking a Shortcut to Your Pet Folders 38

Chapter 2: Outlook, Quick and Dirty 41

Creating Outlook Items: The Common Factors 41

Wow! There's a New button! 41

Using forms to create items 42Editing an item 44Deleting an item 45

Adding a Quick Contact 46Sending a Fast E-mail 47Reading and Replying to Incoming Messages 48

Creating a Simple Appointment 50

Adding a Quick Task 53

Taking a Note 54

Learning the Quick Step 55

Changing your Quick Step 57Creating baby Quick Steps 59

Dragging and Dropping, and How It Saved My Life 60

Understanding how drag-and-drop works 60Creating Outlook items with drag-and-drop 61

Reorganizing Outlook items with drag-and-drop 64

Chapter 3: Setting Up Your E-Mail Accounts 67

Understanding the E-Mail Process 67

Obtaining an e-mail account 68

Knowing the e-mail flavors 68Configuring Your E-Mail Accounts 70

Having Outlook do the heavy lifting 70Configuring your e-mail account manually 72

Maintaining Your E-Mail Accounts 76Fixing a lost password 76Setting the default account 78Changing your account information 78Changing your connection type 79

Chapter 4: Importing Data into Outlook 83

Importing E-Mail Data from Outlook's Cousins 84

Importing Outlook Express/Windows Mail messages 84

Grabbing Outlook Express/Windows Mail account info 85Synching Windows Live Mail with Outlook 87

Importing E-Mail Data from Eudora 89Importing Contacts 90Importing Other Data 92

«<t«

Table of Contents Kill

Book 11: E-Mail Basics 95

Chapter 1: Creating New Messages: Beyond the Basics 97

Creating a Message, Step by Step 97

Step 1: Display the message form 97

Step 2: Address the e-mail 98

Step 3: Send extra copies of the message 101

Step 4: Enter a subject and a message 101Step 5: Send it off 103

Retrieving Your Mail 104

Going through the mail 105Fast ways to review mail 106

Working with Address Books 108

Attaching a new address book to Outlook 109

Choosing which address book is the boss 113

Resolving to Find the Right E-Mail Address 114

Understanding how Outlook verifies addresses 114

Searching for an address in your address books 116

Sending Carbon Copies (Cc's) and Blind Carbon Copies (Bee's) 118

Formatting Text to Make Your Messages Stand Out 119

Understanding message formats: HTML, RTF, and plain text 120

Applying formatting to a message 121

Attaching a File to a Message 123

Best practices for working with attachments 123Attaching files 125

Saving a Message So You Can Send It Later 127Saving a draft 127Changing the Drafts folder 127

Chapter 2: Reading and Replying to E-Mail 129

Finding the Messages You Want to Read: Changing the View 129Dealing with Long Conversations : 133

Dealing with E-Mails That Use Pictures 137

Opening E-Mail Attachments 138

Saving E-Mail Attachments 139

Replying versus Replying to All 141

Controlling how text is quoted in a reply 143

Adding your name to a reply 146

Letting MailTips Save Your Grateful Backside 147

Forwarding an E-Mail 149

Resending an E-Mail Message 149

Chapter 3: Making Your E-Mail Look Professional and Cool 151

Checking Your Ignorance at the Door with Spelling and GrammarChecking 152

Checking spelling 153Checking grammar 156

Outlook 2010 AINn-One For Dummies

Using Stationery to Add Flair 158

Taking a stationery out for a test run 159

Selecting your everyday stationery 160

Applying a Word Theme 161

Applying a Color, Font, or Effects Set 163

Creating a custom set of colors or fonts 164

Customizing your look 166

Simply Colorizing the Background 166

Color is a solid choice 167

Why not try a gradient, texture, pattern, or image? 168

Inserting an Image 169

Illustrating Your Point 172

Tabling the notion 172

Charting the way 173

Getting your message to take shape 174

Getting smart with SmartArt 175

Showing exactly what you mean 177

Manipulating Objects 178

Selecting, resizing, and other basic techniques 178

Formatting objects and playing around 179

Arranging objects 182

Removing an image's background 183

Linking to the Outside World 185

Inserting an Outlook Item 187

Playing with Text 188

Adding headings and other styles 189

Dealing with bulleted and numbered lists 190

Placing text exactly where you want it with a text box 191

Chapter 4: Repeating Yourself Easily with Signaturesand Templates. 193

Adding Your Signature 193

Creating a signature 194

Adding the signature to e-mail messages 197

Repeating the Same Stuff Over and Over 198

Saving reusable text and images as a Quick Part 199

Inserting a Quick Part into an Outlook item 200

Using a Template to Create a Reusable Message 201

Book 111: Uber E-Mail.. 205

Chapter 1: Controlling the Sending and Receiving of Messages ...207

How Can I Tell Whether You Read This? 207

Making what you send look really important 208

Flagging messages for yourself 210

Tracking when messages are delivered and read 212

Table of Contents #V

Getting Out the Vote 213

Controlling Message Delivery 217

Delaying when messages are sent 217

Setting messages to expire after a certain date 218

Recalling and replacing messages 219

Changing how Outlook tells you e-mail has arrived 221

Stopping a Long E-Mail Download 224

Chapter 2: When You Have to Know Now: Instant Messaging 227

Understanding the Magic 227

Using Instant Messaging 228

Compatible 1M Services 228

Adding IM contacts 229

Initiating an IM through Outlook 230

Viewing someone's online status 232

Controlling your online status 233

Using SMS Text Messages 235

Choosing an Outlook Mobile Service provider 235

Controlling your online status 237

Adding mobile phone numbers 237

Sending a text message through an Outlook Mobile Service

provider 238Other cool things to do with an Outlook Mobile Service

provider 239

Chapter 3: Getting the Latest News Delivered Right to Your Inbox.. .241

Adding News Feeds 242

Adding a news feed through Outlook's Account Settings 243

Adding a news feed through your Web browser 244

Changing or Removing a Feed 248

Reading News Feeds 249

Sharing News Feeds 251

Sharing a feed by e-mail 251

Importing/exporting a news feed list 252

Chapter 4: Sending Mass Mailings .255

Creating a Distribution List 255

Using a contact group to send e-mails 259

Making changes to a contact group 259

Creating a Mass Mailing in Word Using Your Contacts 260

Chapter 5: Managing Multiple E-Mail Accounts 265

Controlling Sending and Receiving 265

Creating Send/Receive groups 266

Now, go get that mail! 271

Selecting Your Default E-Mail Account 273

Changing the Order in Which Accounts Are Checked 274

Outlook 2010 All-in-One For bwmmies

Sending from a Specific E-Mail Account 275

Directing Incoming Mail to a Specific Folder 277

Directing Sent Messages to a Different Folder 280

Having Replies Sent to another Address 280

Dealing with Multiple People, Multiple Accounts, and One Little

OF Computer 282

Book IV: Working tilth the Calendar 285

Chapter 1: Getting Familiar with the Calendar 287

Appointments, Meetings, and Events — What's the Difference? 287

Understanding Calendar Views 288

Day view 291

Week, Work Week, and Next 7 Days views 293

Month view 295

Schedule view 297

Navigating around the Calendar 300

Creating a Complete Appointment 302

Dealing with a Reminder When It Rears Its Ugly Head 306

Planning an All-Day Event 307

Chapter 2: Going Further with the Calendar 311

Scheduling a Recurring Appointment, Meeting, or Event 311

Making Changes to a Recurring Item 314

Changing Appointments or Events 315

Changing an appointment/event without opening it 316

Changing an appointment/event by opening it 318

Removing an Appointment or Event 320

Adding Holidays to the Calendar 321

Creating Your Own Holiday List 322

Chapter 3: Calendar Collaboration 327

Sharing Your Calendar via Exchange 328

Sharing a calendar with everyone 329

Sharing a calendar with specific people 330

Changing permissions or stopping sharing 333

Viewing Someone Else's Calendar 334

Accessing someone's main Calendar folder 334

Accessing someone's custom calendar 337

Managing Your Time 338

Creating a Group Schedule 341

Working with group schedules 343

Forwarding Appointments to Others 343

Sharing a Calendar via E-Mail 346

Publishing a Calendar to Microsoft Office Online 349

Table of Contents JCf/H

Sharing a Calendar through Google 352

Exporting one of your calendars to Google Calendar 352

Importing a Google calendar 356

Subscribing to a Google calendar 358

Chapter 4: All About Meetings .361

Scheduling a Meeting 362

Scheduling a meeting on an Exchange network 362

Scheduling a meeting when you don't use Exchange 367

Changing a Meeting 369

Canceling a Meeting 373

Sending a Message to All Attendees 375

Dealing with Meeting Requests.... 376

Accepting, tentatively accepting, or declining a meeting 378

Proposing a new meeting time 380

Checking on Meeting Responses 382

Accepting or declining a time proposed by others 384

Automatically handling meeting responses 386

Preventing replies for a meeting request 386

Preventing time change proposals for a meeting request 388

Automatically Managing Resources 388

Chapter 5: Making the Calendar Your Own .391

Creating Multiple Calendars 392

Adding Internet Calendars 393

Displaying Multiple Calendars 396

Displaying a calendar in its own window 397

Overlaying calendars 397

Searching the Calendar to Create Custom Views 399

Customizing the Calendar 402

Establishing the work week and work days 402

Changing the time grid 404

Setting the default reminder time 408

Changing the calendar color 409

Customizing the Date Navigator 409

Book V: Managing Contacts 413

Chapter 1: Getting in Contact 415

Adding a Complete Contact : 415

Changing Contact Information 420

Basing a Contact on an Incoming E-Mail 422

Adding a Suggested Contact 423

Creating Another Contact from the Same Company 424

Getting Rid of Duplicate Contacts 425

XVUi Outlook 2010 All-in-One For Dummies

Chapter 2: Working with Your Contacts 429

Picking a View That Suits Your Needs 429

Locating a Contact 432

Viewing a Map to a Contact's Address 435

Browsing to a Contact's Web Page 437

Calling a Contact 438

Viewing Activity Associated with a Contact 442

Updating a contact through the People pane and its

social networks 443

Chapter 3: Dealing with Electronic Business Cards 445

Editing a Contact's Electronic Business Card 445

Creating a Reusable Electronic Business Card 449

Creating a new electronic business card template 449

Using a template to create a new contact 451

Applying a new template to an old contact 452

Sharing Electronic Business Cards and Contacts 453

Creating a Contact from an Electronic Business Card Sent to You 454

Using an electronic business card to add a contact 454

Using an Outlook file to add a contact 456

Displaying More Electronic Business Cards 457

Chapter 4: Contacts Collaboration 459

Sharing Your Contacts 459

Sharing contacts with everyone 460

Sharing contacts with specific people 462

Changing permissions or stopping sharing 464

Viewing Contacts Shared by Others 466

Accessing someone's main Contacts folder 466

Accessing someone's custom Contacts folder 467

Book (A: Tracking Tasks, Taking Notes, and

Organizing Life With OneNote 469

Chapter 1: Creating Simple To-Do Items 471

Using the To-Do Bar to Track To-Do Items 471

Turning an incoming e-mail into a To-Do bar item 473

Turning a contact into a To-Do bar item 475

Setting the Quick Click Flag 476

Changing the Flag You've Assigned a To-Do Item 477

Changing a To-Do Item's Name 478

Dealing with a To-Do Item You've Finished or No Longer Wantto Flag 479

Marking a To-Do item as finito 479

Removing a flag rather than marking it complete 479

Deleting a To-Do item 480

4

Table of Contents XW

Finding Flagged Messages 481

Customize the To-Do Bar 482

Creating a Task by Using the Daily Task List in the Calendar 485

Chapter 2: Dealing with More Complex Tasks 489

Creating a Detailed Task 489

Turning an e-mail into a task 492

Linking an appointment or meeting to a task 493

Scheduling a Recurring Task 494

Viewing Tasks 496

Working with Tasks 498

Changing the color of overdue tasks 499

Sorting and rearranging tasks 501

Updating what you've done on a task 501

Marking a task as complete 501

Setting an Automatic Reminder for Tasks 503

Chapter 3: Spreading the Joy: Task Assignments — 505

Assigning a Task to Someone Else 505

Reclaiming a Task You Tried to Reassign 508

Checking the Progress of an Assigned Task 510

Dealing with Task Assignments Sent to You 512

Accepting or declining a task 512

Sending a status report on an assigned task 514

Reassigning a reassigned task 515

Forwarding a Task Rather than Reassigning It 517

Sharing Your Tasks List 519

Sharing tasks with everyone 520

Sharing tasks with specific people 521

Changing permissions or stopping sharing 523

Viewing Tasks Shared by Others 525

Accessing someone's main Tasks folder, 525

Accessing someone's custom task folder 526

Chapter 4: Taking Notes 529

Creating a Complete Note 529

Organizing Notes with Categories 531

Selecting a Notes View 531

Making Notes Look the Way You Like 533

Sticking Notes to Your Desktop 534

Passing Notes 535

Chapter 5: Taking Notes in Overdrive: OneNote 537

Organizing in OneNote 538

Navigating in OneNote 540

Creating a Notebook 541

XX Outlook 2010 Atl'in-One For Dummies

Adding a New Page 544

Renaming, rearranging, or removing pages 545

Adding subpages 545

Adding a New Page by Using a Template 546

Adding a template to an existing page 548

Designating a favorite template 548

Adding a Section 548

Renaming, rearranging, or removing sections 550

Adding a Section Group 550

Taking a Note 551

Creating a Linked Note 552

Adding Links to Other Pages, Files, or the Internet 555

Linking to other notebook pages 555

Linking to files, documents, or Web pages 556

Inserting a Document or File 558

Inserting a Picture of a Document 559

Inserting an Image from a Scanner or Digital Camera 561

Creating a Quick Side Note from Any Program 562

Formatting Text 563

Creating a table 565

Adding space to a page 566

Updating the date or time 566

Writing and Drawing Notes by Hand 568

Set drawing options 569

It's touching 569

Adding rules to a page 570

Converting handwriting to editable text or an equation 570

Drawing Lines, Arrows, and Shapes 572

Inserting Images 573

Inserting a Screen Shot 575

Adding Audio or Video 577

Chapter 6: Maximizing the Power of OneNote 579

Inserting Details of an Appointment or Meeting on a Page 580

Creating an Outlook Task on a Page 581

Marking an Outlook Task as Done 582

Inserting an Outlook Contact or E-Mail on a Page 582

Sending a Page to Someone 584

E-mailing a OneNote or PDF Version 585

Sending Your Notes to Word 587

Sharing Some of Your Notes 587

Sharing Notebooks 589

Synchronizing changes 590

Reviewing changes 592

Dealing with different versions of a page 593

Using the Recycle Bin to restore a deleted page 594

Blogging Your Notes 595

Table of Contents XXI

Securing Your Notes 596

Unlocking a protected section 598

Removing the password protection 599

Changing the password 599

Reorganizing Your Notes 600

Selecting pages 600

Moving pages and notes 601

Moving sections 602

Tagging Important Information 603

Searching for Data 605

Using the Search Results pane 607

Finding tagged items 608

Book Vlh Working With Business Contact Manager 611

Chapter 1: Minding Your Business Contact Manager 613

Comparing BCM and Outlook 613

Knowing Who Should Use BCM 614

Getting Started in BCM 615

Creating a database 615

Opening a database 618

Finding your current database 619

Deleting a database 619

Importing Contacts into BCM 620

Determining your data type 620

Importing data 622

Moving contacts from Outlook 625

Chapter 2: Introducing the Basic Business

Contact Manager Elements 627

Working with Business Contacts 627

Adding a new Business Contact 628

Making changes to a Business Contact 630

Adding a Business Contact from an Account record 631

Getting the 411 on Accounts 632

Entering Accounts 634

Creating an Account from an existing Business Contact 636

Editing an existing Account 636

Linking Outlook to BCM Records 637

Linking existing Outlook activities to a BCM record 637

Linking a BCM record to a new Outlook item 639

Turning Your Business into a Major Project 640

Projecting your Business Projects 640

Chipping away at a Business Project 642

Tracking your project progress 643

Bidding your project adieu 643

ml Outlook 2010 All-in-One For Dummies

Chapter 3: Working with Opportunities 645

Creating a New Opportunity 645

Finding More Opportunity in Your Opportunities 647

Wrapping a ribbon around an opportunity 648

Editing an opportunity 648

Closing the deal 649

Deleting an opportunity 650

Adding Products and Services to an Opportunity 650

Editing or Deleting a Product or Service 653

Chapter 4: Reports and Dashboards 655

Knowing the Basic BCM Reports 655

Running a BCM Report 658

Giving Your Reports a Facelift 659

Modifying an existing report 660

Filtering out the bad stuff 662

Drilling for Dollars in Your Reports 663

Giving your reports a helping hand 664

Having a refreshing look at your report 664

Working with Dashboards 665

Book (/111: Customizing Outlook 669

Chapter 1: Organizing Items with Categories 671

Adding a Category to an Open Outlook Item 671

Adding a Category to an Item without Opening It 673

Assigning a Quick Click Category to an Item 674

Removing a Category from an Item 675

Managing Your Categories 676

Renaming a category 676

Assigning shortcut keys to categories 677

Assigning new colors to categories 678

Creating new categories 679

Removing a category 680

Chapter 2: Changing Your View on Outlook 683

Viewing Outlook in a Whole New Light 683

Changing views 684

Tweaking an existing view 685

Resetting a standard view 687

Changing the name of a view 687

Creating a view from scratch 688Deleting a custom view 690

4 A A

Table of Contents XXI11

Tabling the Table View 690

Adding a column to a table 690

Removing columns 691

Moving a column 691

Resizing a column 692

Arranging for a Different View in Outlook 692

Getting in with the in group 693

Sorting Your Data 695

Sort of sorting your column 695

What sort of sort do you want? 695

Reading Can Be a Pane 697

Reading is a turn-on 697

Reading in the Reading pane 698

Manually marking messages 698

Displaying All the Messages in a Folder 699

Chapter 3: Customizing Outlook Forms 701

Making Quick Changes to the Quick Access Toolbar 701

Adding a Quick Access toolbar command from the Ribbon 702

Yet another way to quickly add Quick Access toolbar

commands 703

Adding yet more Quick Access toolbar commands 703

Playing with Forms 705

Creating a new form by using existing fields 705

Form Beautification 101 709

Adding custom-defined fields 712

Using Custom Forms 714

Book IX: Managing AtI \!our Outlook Stuff. 717

Chapter 1: Finding a Place for Your Stuff 719

Developing an Outlook Filing System 719

Creating a new folder 720

Moving an item to another folder 721

Rearranging your folders 722

Giving folders the heave-ho 722

Moving an item to a different type of folder 723

Cleaning Up Your Mess 724

Cleaning up your folders 724

Giving Outlook a bit of spring cleaning 725

Emptying the trash 728

This is one for the archives 729

JPjWV Outlook 2010 Att'iti'Otie For Dummies

Chapter 2: Playing by the Rules 737

Making Up the Rules as You Go 737

Creating the basic game plan 737

Taking rules the whole nine yards 739

Adding bells and whistles to your rules 743

Bending the Rules 745

Running with the rules 745

Cheating with the Rules 747

Copying a rule 748

Importing and exporting a list of rules 748

Throwing your rules out the window 750

Chapter 3: Making Mincemeat Out of Spam 751

Maintaining Your Junk 751

Changing the level of protection in the junk e-mail filter 751

Giving senders your seal of approval 753

Ensuring that your recipients make the list 755

Blocking a name from your Inbox 756

Putting Junk in Its Place 757

Relegating a message to the junk pile 757

Sorting through your junk mail 758

Taking out the trash — permanently 759

Protecting Yourself from Phishing Attacks 760

Changing the phishing options 760

Enable or disable links in phishing e-mail messages 762

Giving Your Mail a Postmark 762

Chapter 4: Seek and Ye Shall Find 765

Getting Instant Gratification with Instant Searching 765

Enabling Instant Search 766

Fiddling with the Instant Search options 766

Searching instantly 768

Refining your Instant Search 769

Finding what you're looking for with Advanced Find 770

Searching through the Search Folders 772

Adding a predefined Search folder 773

Tweaking a Search folder 774

Deleting a Search folder 775

Searching 101 — Finding Names in the Address Book 776

Fiddling with the Folder List 777

Working with Quick Steps and Quick Step Groups 777

Tweaking a Quick Step 778

Creating your own Quick Steps 779

Arranging your Quick Steps 780

Table of Contents Wit

Chapter 5: Securing Outlook E-Mail 783

Working with Passwords 783

Trusting the Trust Center 785

Getting the lowdown on downloads 786

Guarding your privacy 786

Grappling with Macros 788

Handling a macro security warning 788

Changing the macro settings in the Trust Center 789

Help! Someone's Sending E-Mail on My Behalf 790

Answering the security warning 791

Preventing future security warnings 791

Kicking the HTML out of Your E-Mail 792

Sending via Certified E-Mail 794

Getting a digital ID from a certifying authority 794

Putting your digital ID to work 795

Exchanging e-mail certificates 796

Book X: Out and About: Taking Outlook on the Road... 799

Chapter 1: Managing Your Company E-Mail 801

Letting Automatic Replies Handle Mail While You're Gone 802

Turning Automatic Replies on or off 802

Letting rules control mail while you're away 805

Changing the rules 807

What to do if you only have a POP3 or IMAP e-mail account 809

Assigning a Delegate to Handle E-Mail and Appointments While

You're Gone 814

Assigning a delegate 814

Changing a delegate's permission levels 818

Managing Someone Else's E-Mail and Calendar 819

Displaying somebody else's folders 820

Dealing with meetings and tasks as a delegate 824

Dealing with e-mail as a delegate 827

Dealing with appointments as a delegate 829

Chapter 2: Turning Your E-Mail Accounts into Roadies 831

Getting Personal E-Mail on the Road 832

Problem one 832

Problem two 833

Solutions for a Modern World: Using Windows Live 834

Adding a Windows Live Mail account to Outlook 835

Outlook contacts and Windows Live Mail 837

Importing Outlook Contacts into a Web-Based E-Mail Account 838

fflVi Outlook 2010 AlNn-One For Dummies

Controlling E-Mail 840

Getting e-mail messages on a second computer without

deleting them 841

Downloading only message headers 843

Working with message headers 844

Taking Microsoft Exchange on the Road 846

Downloading the Offline Address Book 847

Changing the Cached Exchange mode settings to download

only headers 850

Chapter 3: Printing Your Stuff and Taking It with You 853

Printing Items and Any Attached Documents 854

Printing a List of Items 864

Printing a Blank Calendar 866

Index.. 869