John wiley sons microsoft office outlook 2003 bible

Because Microsoft Outlook 2003 Bible covers virtually every aspect of Outlook 2003, this book is intended to help beginning, intermediate, and advanced users.. effi-Yes, if you want to d

Master the new user interface and other Outlook enhancements Boost your productivity and tame your e-mail with customized Outlook settings Harness advanced collaboration tools and other power user features

brand-Rob Tidrow, et al.

“Almost everybody will find something in this book that will make them a more powerful and

effective Outlook user.”

—Ben M Schorr, MVP-OneNote, CNA, MCPx4

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More than 600MB of Office-compatible bonus software and eBooks included on the CD!

effective Outlook user.”

—Ben M Schorr, MVP-OneNote, CNA, MCPx4

Office 2003 Super Bible — the ultimate eBook in our exclusive

Bible series — consists of over 500 pages of specially selected

chapters from our Office 2003-related Bibles, along with original

content on topics such as Microsoft Publisher Read how Microsoft

Office components work together and with other industry products

This eBook not only introduces you to the most-used features of each

Office component, but it also teaches you how to maximize the

interoperability features of Office for effective project collaboration

Additional Super Bible eBook

More than 200 bonus software applications and demos including:

• Shareware versions of Capture Express, Macro Express, and other products from Insight Software Solutions to help automate and organize your computer tasks

• 4TOPS Word Link and Excel Link add-ins to integrate Microsoft Access into other Office applications

• Evaluation versions of Camtasia Studio and SnagIt screen recording and capturing software from TechSmith Corporation

• Charting, data-related, and other time-saving add-ins like Spreadsheet Assistant from Macro Systems

• Trial versions of Synergration’s AccessBooks and Xbooks for importing and exporting data

to and from Office and QuickBooks

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And if that's not enough: You'll also find a fully searchable PDF of the entire book you are

holding, plus detailed tables of contents for other Wiley books on Microsoft Office 2003 products

2003 Bible

Outlook ®

2003 Bible

Rob Tidrow, et al.

Indianapolis, IN 46256

www.wiley.com

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About the Author

Rob Tidrow is a writer, Web site designer, trainer, and president of Tidrow

Communications, Inc., a firm specializing in content creation and delivery Rob hasauthored or co-authored over 30 books on a wide variety of computer topics,including Microsoft Windows, Microsoft Office, and Microsoft Internet InformationServer He is the Technology Coordinator for Union School Corporation, Modoc, INand lives in Milton, IN with his wife Tammy and their two sons, Adam and Wesley.You can reach him on the Internet at rtidrow@infocom.com

Brian Culp is the author or co-author of several computer books, including two

in the Mike Meyer’s Passport series He’s been a computer teacher for the past several years, and owns an administration firm called LANscape, Inc He lives inKansas City You can reach him at either bculp@lanscapecomputer.comor at

bculp23@hotmail.com

Mary Beth Wakefield

Vice President & Executive Group

Quality Control Technician

John GreenoughAndy HollandbeckAngel PerezCarl William PierceBrian Walls

Proofreading and Indexing

TECHBOOKS Production Services

This book is dedicated to my wonderful wife, Tammy, and

my two fantastic sons, Adam and Wesley Thank you for your patience and understanding Let’s go to the beach!

Rob Tidrow

Welcome to Microsoft Outlook 2003 Bible — your complete guide to Outlook

2003! Microsoft Outlook is a great multipurpose program that has manyuseful features Despite this fact, Outlook often suffers from an image problem.Most people know that it handles e-mail messages, but that’s for the only way theyuse it Outlook has so much more to offer

By taking an in-depth look at Outlook 2003, this book is intended to open manydoors for you What you’ll find may surprise you, because Outlook handles so manytasks other than e-mail After you learn what you can do with the program, you’llwonder why it took you so long to start doing things the easy and efficient way.Although the book begins with basic functions and simple tasks, you’ll find that thebook gradually teaches higher-level tasks at a comfortable pace After you reachthe later sections of the book, you’ll find yourself designing complex workgroupsolutions However, don’t feel you have to read this book from cover to cover togain from its content Perhaps you are only interested in learning certain aspects

of Outlook 2003 That’s okay; each chapter stands on its own

To drive home the point and help you understand the methodologies behind thetasks, this book provides you with in-depth examples of how Outlook 2003 solvesproblems The examples demonstrate the same methodologies utilized in the realworld, and can easily be adapted to suit your specific needs As a result, you learn

to identify areas in your day-to-day business that Outlook 2003 can help simplify

Is This Book for You?

Because Microsoft Outlook 2003 Bible covers virtually every aspect of Outlook

2003, this book is intended to help beginning, intermediate, and advanced users

If you’re an advanced user interested in developing custom applications usingOutlook 2003, you will mostly be interested in the later sections of the book Even

if you’re an experienced Outlook 2003 user, however, you may want to start at thebeginning of the book because there are many new features in Outlook 2003 thatdid not exist in previous versions

So, is this book for you?

Yes, if you don’t know how to use e-mail

If your company just implemented an e-mail system, or if you want to send e-mail overthe Internet from your home computer, this book provides you everything you need toknow to get up and running After you’ve mastered the e-mail, you’ll be geared up tolearn other Outlook 2003 features that can help you work more efficiently

Yes, if you know how to use Outlook but don’t

feel you’re using it to its full potential

Although it’s easy to use after you know what you’re doing, Outlook 2003 is a plex application Most Outlook users only utilize a small portion of the capabilitiesthis program has to offer This book provides real-world examples of how Outlook

com-2003 can be applied to your day-to-day activities to enable you to work more ciently After you understand the intent behind the functionality, you can useOutlook to its fullest potential

effi-Yes, if you want to develop custom applications

using VBScript, Outlook forms, COM add-ins, and Web integration

Custom Outlook forms and VBScript have traditionally been the foundation for tom application development within Microsoft Outlook; however, Outlook 2003 hasexpanded custom application development to include COM add-ins, Web integra-tion, and collaboration within other Office 2000 applications The details behind theextended capabilities of Outlook 2003 custom application development are

cus-explained in Parts V and VI

What You’ll Find in This Book

Part I, Getting Started with Microsoft Outlook 2003, provides you with an in-depthlook at the features of Outlook You learn about each of the major areas of the pro-gram, what’s new in the latest versions, and how to install and configure Outlook sothat it works the best for your needs

Part II, Mastering E-mail, takes you from the basics of e-mail into both intermediateand advanced topics You learn how to create, send, and receive e-mail messages,including messages that have attachments You see how to make your e-mail mes-sages stand out, and how to have Outlook automatically process certain messages

Preface

for you You learn how to create and use distribution lists so that e-mailing a group

is just as easy as e-mailing one person

Part III, Information Manager, teaches you about Outlook’s little known but

extremely useful features You learn about contact management, scheduling, to-do

lists, document activity tracking, and electronic sticky notes You also learn how you

can use the Outlook Newsreader to access tens of thousands of Internet newsgroups

so you can view a vast array of information that you won’t find anywhere else

Part IV, Getting the Most out of Outlook 2003, shows you how to customize Outlook

so that it works for you the way you want it to These chapters also show you how

to share Outlook information with other people and how to use Outlook with other

programs

Part V, Managing Outlook Users, helps you manage Outlook for multiple users, with

a focus on Exchange Server This part covers roaming users, provides virus

protec-tion and spam filtering, implements change control with group policy, and provides

security and backup for Outlook data

Part VI, Basics of Microsoft Outlook 2003, is the first of two parts focused on

develop-ing custom applications usdevelop-ing Outlook 2003 and its related technologies After gettdevelop-ing

a general overview of the different types of applications you can create with Outlook,

you learn the elements of a simple Outlook form and how to create one You also

learn the specifics behind each of the various form controls and how to use them,

and know what custom fields are and when they are appropriate

Part VII, Advanced Messaging Development, covers advanced application

develop-ment tasks within Outlook 2003 and its related technologies These chapters

describe how to incorporate Exchange folders into your applications effectively,

provide an introduction to collaborative messaging, and introduce the Outlook 2003

Object Model You also learn how to incorporate COM add-ins into Outlook 2003,

what Collaborative Data Objects and Exchange Routing Objects are, and when they

are appropriate to use

Part VIII, Advanced Outlook Administration, covers ways in which the business

user or system administrator can benefit from Outlook’s extended features,

includ-ing the Microsoft Outlook Business Manager and Outlook Web Access feature With

the Outlook Business Manager, for example, readers learn how to manage

business-related contact information and track sales opportunities This part also covers

ways in which advanced users or system administrators can optimize the Outlook

installations

The Appendix at the end of the book describes the contents of the CD-ROM and

how to use it

Conventions Used in This Book

Microsoft Outlook 2003 Bible is designed to be easy to use and informative, so eral conventions are used to help you understand what you’re reading For exam-ple, when you need to make a series of selections from a menu, the commandsappear like this:

sev-File ➪ OpenThis tells you that you need to open the File menu and then choose the Openoption from that menu

When you need to type something exactly as shown in the text, the text that youshould enter is presented in bold Here’s an example:

Type these exact words

Several icons are also placed in the margins to alert you to special information.These icons include the following:

Notes highlight something of particular interest about the current topic or expand

on the subject at hand

These icons clue you in to hot tips, or show you faster, better ways of doing things

If a process holds some risk of losing data, irrevocably altering a document, orannoying the heck out of you, this icon will warn you about it

This icon points you to another section of the book where additional information

on the current topic can be found

The entire Microsoft Outlook 2003 Bible team hopes you enjoy this book We feelit’s your best source of up-to-date information about Microsoft Outlook

Aproject as large as Microsoft Outlook 2003 Bible is the result of much hard

work by many different people We’d like to thank everyone personally, butthat’s just not possible because so many people contributed in one way or another.Here are some of the people who helped make this book possible:

Sharon Nash, our development editor, was instrumental in helping us produce aquality piece of work we can all be proud of Her expertise helped kick it up a notchand add those finishing touches that made all the difference Excellent work!Without Julia Kelly and William Lefkovics’ technical expertise, readers would not beable to obtain the superior level of understanding they can expect Great job!

We also want to thank Susan Hobbs, our copy editor, whose efforts helped improveour writing and contributed to the overall quality of the book

Finally, without the coordination and logistical efforts of Sharon Cox, our tions editor, we would have been lost Andy was also great source for good advice.Thanks a lot!

acquisi-Preface ix

Acknowledgments xiii

Part I: Getting Started with Microsoft Outlook 2003 1

Chapter 1: Outlook 2003 in a Nutshell 3

Chapter 2: Installing Outlook 2003 23

Chatper 3: A Guided Tour of Outlook 2003 57

Chapter 4: Configuring Outlook 2003 85

Part II: Mastering E-mail 113

Chapter 5: E-mail Basics 115

Chapter 6: Message Options and Attachments 131

Chapter 7: Advanced E-mail Concepts 159

Chapter 8: Processing Messages Automatically 173

Part III: Information Manager 191

Chapter 9: Managing Your Contacts 193

Chapter 10: Managing Your Calendar 223

Chapter 11: Scheduling Your Time 249

Chapter 12: Tracking Tasks 265

Chapter 13: Keeping Your Journal 285

Chapter 14: Taking Notes 301

Chapter 15: Organizing Information with Categories 317

Chapter 16: Using Outlook Newsreader 333

Part IV: Getting the Most Out of Outlook 2003 355

Chapter 17: Customizing Outlook 2003 357

Chapter 18: Using Folders Effectively 385

Chapter 19: Integrating with Other Applications 407

Chapter 20: Delegating Tasks to an Assistant 427

Chapter 21: Using Windows SharePoint Services 439

Part V: Managing Outlook Users 463

Chapter 22: Supporting Roaming Users 465

Chapter 23: Managing Security and Performance 487

Chapter 24: Controlling Outlook (and Office) with Group and System Policies 501

Chapter 25: Backing Up and Recovering User Data 515

Chapter 26: Managing Exchange Server for Outlook Users 533

Part VI: Basics of Microsoft Outlook 2003 559

Chapter 27: Outlook 2003 Application Types 561

Chapter 28: Creating a Simple Outlook Form 579

Chapter 29: Controls in Outlook Forms 591

Chapter 30: Utilizing Custom Fields 609

Chapter 31: Adding Functionality to Outlook Forms 621

Part VII: Advanced Messaging Development 635

Chapter 32: Working with Application Folders 637

Chapter 33: Collaborative Messaging Basics 655

Chapter 34: Using the Outlook 2003 Object Model 665

Part VIII: Advanced Outlook Administration 675

Chapter 35: Using Business Contact Manager 677

Chapter 36: Using Outlook Web Access 703

Chapter 37: Optimizing Outlook Installations 723

Appendix: What’s on the CD-ROM 737

Index 745

End-User License Agreement 785

Preface ix

Acknowledgments xiii

Part I: Getting Started with Microsoft Outlook 2003 1 Chapter 1: Outlook 2003 in a Nutshell 3

Easy Messaging 3

What is messaging? 4

Integrating with forms 4

Increased Productivity 5

Sharing information 6

Getting organized 7

Integrating with other applications 11

Collaboration 12

What is a collaborative solution? 12

Business solutions 14

Outlook Development Capabilities 15

What’s New in Outlook 2003? 17

Search folders 17

Navigation Pane 19

Reading Pane 19

Quick flagging 20

Block Web beacons (external content) 20

Signatures, encryption, and security 21

Network/Offline improvements 21

Windows SharePoint Services and critical event notification 21

Calendar and Contact sharing and access 22

Instant messaging 22

Other changes 22

Summary 22

Chapter 2: Installing Outlook 2003 23

Understanding Deployment Options 23

Standalone and One-by-One Installations 24

Running Setup 26

Changing, Repairing, or Removing an Office Installation 28

Updating Office 29

Wide-Scale Outlook Deployment 30

Deploying with SMS and DECM (group policy) 30

Deploying Office with group policy 31

Automated and Unattended Setup 49

Using Setup switches and custom INI files 50

Creating and Migrating Office Profiles 54

Summary 55

Chapter 3: A Guided Tour of Outlook 2003 57

Understanding the Outlook Interface 58

Changing the view 60

Using Outlook Today 67

Working with Outlook Folders 69

Using the Navigation Pane 70

Using the Folder List 72

Using the Calendar 73

Using Contacts 74

Using the Inbox 75

Using the Outbox 76

Using the Deleted Items folder 77

Using the Drafts folder 78

Using the Sent Items folder 78

Using E-mail 78

Creating Tasks 80

Keeping an Outlook Journal 81

Taking Notes 82

Summary 83

Chapter 4: Configuring Outlook 2003 85

Configuring E-mail Accounts 85

Using the E-mail Accounts Wizard 86

Configuring Exchange Server accounts 87

Configuring POP3 and IMAP accounts 94

Configuring HTTP accounts 99

Adding Data Files 100

Creating and Managing Outlook Profiles 102

Creating an Outlook profile 103

Copying a profile 104

Switching between profiles 105

Configuring Message Delivery Options 105

Setting Your E-mail Options 106

Setting the e-mail preferences 106

Setting the mail format options 109

Summary 111

Contents

Chapter 5: E-mail Basics 115

Composing a Message 115

Starting a new message 116

Addressing your message 116

Entering a subject 120

Entering the message text 121

Sending a Message 122

Sending a message immediately 122

Setting message options for individual messages 123

Reading a Message 124

Replying to a Message 126

Choosing the type of reply 126

Composing and sending your reply 126

Managing the Mail Folders 127

Summary 130

Chapter 6: Message Options and Attachments 131

Using Message Format Options 131

Sending messages as plain text 131

Sending messages as rich text 133

Sending messages as HTML 135

Sending messages as Office documents 136

Using Advanced Message Options 138

Flagging a message 139

Setting message importance and sensitivity 139

Creating an auto signature 140

Using business cards 144

Using stationery 147

Attaching Files 148

Attaching files while composing a message 149

Sending a file while using Microsoft Office 150

Organizing and Sharing Messages 152

Organizing e-mail with personal folders 152

Creating a folder 152

Using Outlook with Exchange Server 154

Using Cached Exchange Mode 154

Voting 154

Recalling sent messages 156

Summary 158

Chapter 7: Advanced E-mail Concepts 159

Digitally Signing and Encrypting Messages 159

Sending a digitally signed message 161

Encrypting messages 163

Using Distribution Lists 164Creating a distribution list 164Using a distribution list 166Using Remote Mail 167Connecting and downloading headers 168Marking items for action 170Summary 171

Chapter 8: Processing Messages Automatically 173

Securing Against HTML Content 173Blocking external HTML content 174Configuring security zones 175Using Rules 176Using the Rules Wizard 176Responding automatically to messages 183Importing, exporting, and backing up rules 184Filtering junk and adult content mail 185Using the Out of Office Assistant 187Summary 190

Chapter 9: Managing Your Contacts 193

An Overview of Contacts 193What are contacts? 194What are the new Outlook contact features? 195Viewing Your Contacts 195Understanding the General tab 196Understanding the Activities tab 204Understanding the Certificates tab 205Understanding the All Fields tab 206Creating Contacts 208Importing contacts 208Creating contacts manually 211Creating contacts while viewing an e-mail message 212Using Contacts 213Composing an e-mail message from contacts 213Searching contacts 215Viewing address maps 218Using the AutoDialer to make a phone call 219Summary 221

Chapter 10: Managing Your Calendar 223

Understanding the Outlook Calendar 223How is the Outlook Calendar useful? 225Understanding the new Calendar features 225

Contents

Viewing the Calendar 226

Accessing different Calendar views 226

Understanding Calendar view types 227

Customizing Calendar views 237

Sharing Your Calendar with Others 243

Saving Your Calendar as a Web Page 246

Beginning a new meeting 256

Specifying recurring activities 261

Integrating with NetMeeting, Windows Media Services,

and Microsoft Exchange Conferencing 262

Summary 264

Chapter 12: Tracking Tasks 265

Understanding Tasks 265

Creating a Task 268

Setting Task Options 270

Assigning Tasks to People 273

Creating Recurring Tasks 275

Using the TaskPad 279

Summary 284

Chapter 13: Keeping Your Journal 285

Understanding the Journal 285

Viewing the Journal 287

Using the By Type view format 288

Using the By Contact view format 289

Using the By Category view format 290

Using the Entry List view format 292

Using the Last Seven Days view format 293

Using the Phone Calls view format 294

Controlling Journal Data 295

Limiting Journal data 296

Adding Journal entries manually 297

Sharing Journal Information 299

Summary 299

Chapter 14: Taking Notes 301

Understanding Notes 301

Creating and Editing Notes 303

Using Note Options 305

Specifying a color 305

Specifying a category 306

Specifying a contact 307Specifying Note default options 309Specifying timestamp options 310Viewing Your Notes 311Using the Icon views 311Using the Notes List view 311Using the Last Seven Days view 313Using the By Category view 314Using the By Color view 315Summary 316

Chapter 15: Organizing Information with Categories 317

Understanding Categories and the Master Category List 317Personalizing Your Category List 319Assigning Categories to Outlook Items 320Managing Categories 322Organizing Data and Views with Categories 323Printing Category Items 325Sharing Categories 327Summary 331

Chapter 16: Using Outlook Newsreader 333

What Is a Newsgroup? 333Preparing to Use Newsgroups 335Setting up newsgroups 335Subscribing to newsgroups 338Viewing Newsgroup Messages 341Viewing messages 341Filtering messages 343Following message threads 349Viewing the new messages 351Posting to Newsgroups 352Summary 354

Part IV: Getting the Most Out of Outlook 2003 355

Chapter 17: Customizing Outlook 2003 357

Customizing Outlook 357Customizing Outlook Today 358Customizing the menus 362Customizing the toolbars 363Customizing the Navigation Pane 365Controlling security 366Organizing Your Outlook Folders 368What is the Organize feature? 368Using the Organize feature 369

Contents

Integrating with the Web 374

Showing and Hiding the TaskPad 377

Adding Holidays To Your Calendar 381

Adding Macros for Repetitive Tasks 382

Summary 383

Chapter 18: Using Folders Effectively 385

Understanding Folders 385

Why use Outlook folders? 386

Understanding folder types 387

Understanding folder categories 387

Creating Folders 388

Adding new folders 388

Customizing your new folders 390

Creating additional Personal Folders 393

Managing Items within the Folders 397

Moving items 397

Saving items as text files 399

Sharing Folders 400

Sharing Personal Folders 400

Using the Deleted Items Folder 402

Deleting items 402

Purging deleted items 404

Summary 406

Chapter 19: Integrating with Other Applications 407

Integrating Outlook with Office 407

Creating a Mail Merge 410

Getting names from contacts 411

Sending an E-mail from an Application 415

Importing and Exporting Data 418

Importing information into Outlook 419

Exporting information from Outlook 422

Saving Outlook messages 424

Send E-mail on Behalf of Someone Else 435

Manage Another Person’s Calendar 436

Summary 438

Chapter 21: Using Windows SharePoint Services 439

Understanding Windows SharePoint Services 439Setting up an WSS Site 440Installing WSS prerequisites 441Installing WSS 442Managing users and site groups 443Adding a user 444Removing users and changing site group

membership for existing users 447Advanced user and site group membership management 448Viewing Data in the WSS Site 452Viewing documents 453Viewing discussion boards 456Viewing lists 457Adding Data to an WSS Site 459Adding documents 459Adding to discussions 460Adding to lists 460Summary 461

Chapter 22: Supporting Roaming Users 465

What Are Roaming Users? 465Folder Redirection and PST Location 472Redirecting the pst file 473Applying Group Policies 476Roaming With Different Versions of Outlook 477Roaming with Personal Folders (.pst) files and

Personal Address Books (.pab) 477Roaming Issues for Exchange Server Users 481Creating and Migrating Office Profiles 482Creating a prf file using the Custom Installation Wizard 482Summary 485

Chapter 23: Managing Security and Performance 487

Managing Virus Settings and Attachment Blocking 488Macro virus security 491Backing Up and Restoring User Certificates 493Blocking Spam 494Rules and filters 495Summary 500

Contents

Chapter 24: Controlling Outlook (and Office)

with Group and System Policies 501

Understanding Group Policies 502

Creating a Group Policy Object 503

Adding Office Administrative Templates for Group Policy 505

Adding an Office Administrative Template 506

Deploying Outlook Group Policies 508

Understanding System Policies 509

Adding Office Administrative Templates for System Policies 510

Deploying Outlook System Policies 512

Summary 513

Chapter 25: Backing Up and Recovering User Data 515

Backing Up and Restoring PSTs 515

Quick and easy PST file backup 516

Exporting Personal Folders file data 518

Importing PST file data 519

Exchange Server Mailbox Backup and Restore 519

Backing up data on a Microsoft Exchange Server 519

Backing Up Rules and Other Data 522

Setting Retention Policies 524

Configuring and Using Automatic Archival 525

What is the Archive? 525

Adding a mailbox automatically 534

Adding, removing, and moving mailboxes manually 536

Configuring global mailbox options 538

Configuring mailbox-specific options 541

Creating External Addresses

(Mail-Enabled Contacts) 547

Distribution Groups with Exchange 550

Creating a group 550

Adding group members 552

Delegating send on behalf permission to a group 553

Configuring Exchange Instant Messaging 554

Instant Messaging configuration 555

Creating an Instant Messaging virtual server 555

Enabling Instant Messaging for user accounts 557

Summary 558

Part VI: Basics of Microsoft Outlook 2003 559

Chapter 27: Outlook 2003 Application Types 561

Outlook 2003 Client Applications 561Outlook 2003 Forms Designer 562Message forms 563Post forms 567More built-in forms 569Outlook 2003 Office Applications 571Outlook 2003 Web Applications 572Building your own Outlook Today page 572Summary 577

Chapter 28: Creating a Simple Outlook Form 579

Accessing the Outlook Forms Designer 579Choosing a form 580Manipulating the Form in the Design Window 581Adding Controls with the Toolbox 583Using the Properties Window 585Adding Fields to the Form 586Introduction to the Script Editor 588Using VBScript with a command button 588Publishing the Form 589Summary 590

Chapter 29: Controls in Outlook Forms 591

Labels 591Text Boxes 594Frames 595Option Buttons 596Check Boxes 597Combo Boxes 598List Boxes 599Multiple Pages 600Tab Strips 602Image Controls 602Spin Buttons 603Command Buttons 604Toggle Buttons 606Summary 607

Chapter 30: Utilizing Custom Fields 609

Custom Form Fields 609Planning your custom fields 609Creating custom fields 611

Contents

Working with Fields 613

Working with shared fields 613

Using combination fields 615

Using formula fields 617

Validating user input 618

Specifying default values for fields 619

Summary 620

Chapter 31: Adding Functionality to Outlook Forms 621

Compose versus Read: Changing Form Appearance 621

Switching between Compose and Read Mode 622

Adding Form Pages 623

Using Form Properties 624

Version control 625

Icons and Word templates 625

Linking a form to a contact 626

Protecting your form 626

Including form definition 627

Limiting to a response 627

Modifying Behavior with the Actions Page 627

Changing the Tab Order 629

Testing Design-Time Form Applications 630

Installation and Deployment of OFD Applications 631

Publishing a form 631

Publishing to Public Folders 632

Publishing to a Personal Folder file 632

Summary 633

Part VII: Advanced Messaging Development 635

Chapter 32: Working with Application Folders 637

Application Folder Types 637

Discussion folders 637

Tracking folders 640

Built-in module folders 644

Managing Folder Properties 645

Specifying a default form 645

Defining permissions 646

Using rules 647

Using Views 647

Customizing versus defining a view 648

Manipulating field headings 649

Grouping information 650

Sorting and filtering 650

Other view settings 651

Summary 653

Chapter 33: Collaborative Messaging Basics 655

Understanding the Lingo 655Collaboration 655Collaborative solution 656Collaborative messaging 657Workflow applications 658Messaging application programming interface 660Outlook 2003 Custom Forms 661E-form Basics 662Summary 662

Chapter 34: Using the Outlook 2003 Object Model 665

Understanding an Object Model 665Component Object Model (COM) 666Outlook 2003 Application Object Model 667Methods versus properties 668Using the OFD Script Editor 669Event handlers 669Object Browser 670Debugging Your Code 671Break mode 672Setting break points 673Summary 674

Part VIII: Advanced Outlook Administration 675

Chapter 35: Using Business Contact Manager 677

What is the Business Contact Manager? 677Installing Business Contact Manager 679Adding a New Account 680Filling out the Account form 680Importing an account 682Viewing Business Contact Manager Accounts 684Managing Business Contact Information 686Filling out the Business Contact form 686Moving a contact from the Outlook Contacts folder 688Importing a business contact 688Exporting Business Contact Manager data 689Exporting Business Contact Manager Accounts 689Exporting Business Contact Manager Contacts 691Tracking Sales Opportunities 692Adding Business Notes to a Record History 694

Contents

Adding Phone Logs to a Record History 696

Linking an Item to a Record 697

Linking an item to a Business Contact record 697

Linking an item to an Account record 699

Linking an item to an Opportunity record 700

Working with Other Office 2003 Application 701

Summary 702

Chapter 36: Using Outlook Web Access 703

What is Outlook Web Access? 703

Preparing To Use Outlook Web Access 704

Using Outlook Web Access 705

Performing Outlook Tasks in OWA 707

Using e-mail in OWA 708

Using the Outlook Calendar in OWA 712

Using the Contacts feature in OWA 716

Working with reminders in OWA 718

Working with Public Folders 719

Managing OWA 720

Logging Off OWA 721

Summary 722

Chapter 37: Optimizing Outlook Installations 723

Improving Outlook Performance 723

Work offline 724

Prompt for connection type 725

Optimize rules 727

Disable the Reading pane 730

Compact Your OST file 731

Chapter 2Installing Outlook2003

Chapter 3

A Guided Tour ofOutlook 2003Chapter 4Configuring Outlook2003

I

Outlook 2003

in a Nutshell

Microsoft performed a usability study during the

Outlook 2002 beta This study determined that most

Office users spend at least 60 percent of their time in Outlook,

and much of that time working with e-mail If you were to ask

a cross-section of Outlook users how they use the program, it

would be a safe bet that most of them would immediately

mention e-mail Some users would probably also talk about

using Outlook to keep track of their calendar and maybe their

contacts, but that would likely be about all most people would

think about Very few people actually use Outlook as

effec-tively as they could, in part because they don’t know how

much Outlook can do for them

You don’t have to use all the features of Outlook any more

than you have to eat every type of food you might find at a

buffet dinner On the other hand, you’ll probably find that

knowing all the different things that are available may

stimu-late your appetite, so you’ll want to try some new things So

maybe that’s the way you should approach this chapter — as

a “sampler tray” that whets your appetite about what Outlook

can do for you

Easy Messaging

You would not be alone if all you thought about doing with

Outlook was sending and receiving e-mail messages

Messaging is really at the heart of Outlook, even though only

using Outlook for e-mail would be similar to visiting a family

gathering and ignoring all the relatives because you were only

interested in seeing your grandma’s dog

collaborativesolutions

What is messaging?

In Outlook, messaging is synonymous with e-mail — electronic mail E-mail haschanged the way people communicate in a number of fundamental ways Some ofthese changes include the following:

✦Messages can be delivered almost instantly nearly anywhere in the world.Although this has been possible for voice messages sent over telephone linesfor some time, e-mail encompasses additional types of messages such as doc-ument attachments (It’s also much cheaper than long-distance calls.)

✦Sending an e-mail message is generally much less expensive than other ods You can, for example, send the entire text of a 500-page book over theInternet without paying a special delivery charge Compare that to the cost ofsending a 500-page printed document via an overnight air express service!

meth-✦Time zones are far less important when you can send a message, and therecipient can read it at his or her convenience As a result, it may be far easier

to collaborate on a project with someone half-way around the world than itused to be to collaborate with someone two time zones away

✦It’s almost as easy to send a photo or a fully formatted document as it is tosend a plain text message because messages can easily include attachments.This makes it far more likely that the sender and the recipient both under-stand the message in the same way

E-mail has truly made the world a bit easier to reach, and has brought about manychanges in the way people communicate on a daily basis

Integrating with forms

Outlook forms are a method of standardizing the way you send and receive tion You use Outlook forms when you create and store contact information andwhen you create a new message Forms make interacting with your computer fareasier because forms are a visual method of presenting information

informa-You aren’t limited to the standard forms Outlook provides for its purposes Asdetailed in the latter chapters of this book, you can create your own forms for usewith Outlook You might, for example, create a form that members of your work-group could use to report on their progress or to report problems with a project.Outlook forms can effectively connect any other computer in the world into yourOutlook information database If you e-mail a message that contains the properform, the information the recipient enters into the form can be automaticallye-mailed back to your computer and used on your system If you need this type ofintegration, read all about forms later in this book

You can also use templates, which are nothing more than Outlook items (messages,contacts, and so on) saved to disk, to simplify repetitive tasks For example, you

Chapter 1 ✦ Outlook 2003 in a Nutshell

might create a template to submit a monthly progress report or expense

reimburse-ment report You can use templates for non-messages items, as well You might use

a contact template to create multiple contacts with the same company information,

for example Or, you might use an appointment template to create appointments

with the subject, label, and other properties already set Whatever the case, you’ll

find more information about templates in Chapter 17

Increased Productivity

Everyone has certainly heard the old saying, “time is money.” In today’s busy world,

that old saying is probably even truer than ever There just isn’t enough time for

everything you need to accomplish — unless you can get some good help, that is

Outlook can provide lots of that help so you can be more productive and get more

done in the time you have available

Outlook has many different ways to help you increase your productivity, including

providing a common collection of contacts to use for e-mail, phone calls, and

let-ters, as well as the ability to easily locate information associated with specific

pro-jects or contacts You aren’t likely to use all of them, but using even some of them

can be effective Figure 1-1 shows the Calendar folder with the Contacts folder

opened in a second window

Figure 1-1: Use Outlook to help organize your life so you can be more productive

Sharing information

Virtually no one works in actual isolation Even if you were to go off to the top of amountain to sit in a cave for the rest of your life, you’d still need to communicatewith others once in a while — even if that meant creating a fire and sending outsmoke signals Fortunately for those of us with far more normal lives, Outlook isdesigned to make sharing information simple and straightforward Outlook isn’tlikely to make your eyes water as much as smoke signals would, either!

Outlook offers several ways for you to share information Here are a few ties for sharing information through Outlook:

possibili-✦You can send information to other people in the form of e-mail messages This

is by far the simplest method, and will serve the needs of many users

✦You can use Outlook to schedule meetings — either online or face-to-facemeetings — as the need arises Meetings are an obvious method of sharinginformation, of course, but you may never have thought of using Outlook forthis type of scheduling To be effective, each of the meeting participants mustkeep his or her personal schedule in Outlook

✦You can publish information in public folders on an Exchange Server, whichallows others to access the information If you’ve been given the necessarypermissions in a particular public folder, you can create additional folders andcontrol the actions that others can take within the folder (create items, readthem, and so on) Users across the Internet can also access the items in publicfolders if the folders are configured as publicly available newsgroups by theExchange Server administrator Figure 1-2 shows a public folder opened inOutlook

An Exchange Server administrator can also set up newsfeeds to pull public group messages to public folders, where they can be read and replied to byOutlook users from within Outlook For more information on working with news-groups, see Chapter 16

news-✦Exchange Server users can grant other users various levels of access to theirOutlook folders For example, you might set up a shared Contacts folder toenable everyone in your Sales department to access customer addresses.Unfortunately, it isn’t practical to share a set of personal folders, but it can bedone Chapter 18 explains how

With only a few exceptions, e-mail messages being the most notable, you’ll have adifficult time sharing most Outlook information with anyone who doesn’t also useOutlook The items on your Calendar, for example, aren’t readily usable for schedul-ing unless everyone in your workgroup is using Outlook Some types of information,such as your contacts, can be shared indirectly by exporting the information toanother format

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Chapter 1 ✦ Outlook 2003 in a Nutshell

Figure 1-2: Use public folders to publish information for view and use by others

Getting organized

People have different definitions of what it means to be organized For some people,

it’s enough that they’re able to get up and get to work on time Other people take

organization to the extreme and aren’t happy unless each pair of socks in their

underwear drawer is lined up according to a color chart Outlook’s organization

fea-tures are intended for people who fit somewhere between these two extremes

Several of Outlook’s capabilities may help you get organized Depending on your

personal definition of what it means to be organized, you many find some or all of

these capabilities useful

Keeping track of your schedule

Figure 1-3 shows the Outlook feature that probably comes to mind first when

you’re thinking about organization The Outlook Calendar enables you to plan your

schedule, plan for meetings, and even block out times when you don’t want to be

disturbed

The Outlook Calendar may look somewhat like the paper calendar that may already

sit on your desk, but the Outlook Calendar can do things no paper calendar ever

could It’s easy to forget to look on your desk calendar to see what might be

sched-uled for that week when you’re planning a vacation, but the Outlook Calendar won’t

allow you to “accidentally” be gone when you have that dental appointment

Figure 1-3: Use the Outlook Calendar to schedule your time effectively.

In addition to notifying you about scheduling conflicts, the Outlook Calendar canalso provide both visible and audible reminders of important events With a littleplanning, you could even have Outlook greet you on your special day by playingHappy Birthday when you check your schedule

Staying in contact

If you’ve ever tried to rely on one of those little pocket organizer books to keeptrack of your address list, you’ll quickly come to appreciate the Outlook Contactslist Gone are the problems of running out of space simply because you know toomany people with a last name such as Smith or of virtually illegible entries that arethe result of making too many corrections

The Outlook Contacts list can store far more than the obvious e-mail addresses AsFigure 1-4 shows, the Outlook Contacts list has room for additional informationsuch as mailing addresses, phone numbers, business information, and quite a bitmore If you need to keep track of information about someone, the Outlook

Contacts list can likely accommodate your needs

If you want to share contact information with people who may not be usingOutlook, you might want to send the information as a vCard — an Internet standardfor creating and sharing virtual business cards (More on vCards in Chapter 9.)

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