|Process Multiple Reminders At The Same Time With Outlook 2002
|To work with multiple reminders:
- Select the first reminder
- Hold down CTRL
- Select any additional reminders
- Click Open Item, Dismiss, or Snooze
|Discourage Junk E-Mail
||Did you know Outlook 2002 gives you the option to accept or decline to send the reply requested by the sender? Using this feature you can tell potential spammers that there's "No one at home." If spammers think your e-mail address is no longer valid, they may remove it from their lists.
Using Multiple Signatures In Outlook 2002
Outlook version 2002 allows you to add signatures to replies and forwarded messages. You can even choose one signature for new messages and another for replies. Here's how:
- On the Tools menu, click Options, and then click the Mail Format tab
- Under Signature, click the Signature for new messages drop-down menu, and then click the signature you want to use
- Click the Signature for replies and forwards drop-down menu, and then click the signature you want to use
- Click OK.
|Manage Multiple E-Mail Accounts In Outlook 2002
||With Outlook 2002, you can easily access your Web-based e-mail. Here's how:
- On the Tools menu, click E-mail Accounts
- Click Add a new e-mail account, and then click Next
- Click HTTP, and then click Next
- Add your e-mail account information, and then click Next
- Click Finish to set up your account.
|Open Web Pages Within Outlook 2002
|With Microsoft Outlook version 2002, you can view a recently visited Web site without minimizing or closing Outlook. When you select a Web site address from the Address Bar, the Web page appears within Outlook. Here's how:
- On the Address Bar, click the vertical line next to Address, and then slide it to the left until you see the Address box and the Go, Stop, and Refresh buttons
- Select an address from the list.
- To return to the Outlook folder you selected prior to viewing the Web page, click the Back button on the Address Bar.
|Creating Outlook Notes
||In Microsoft Outlook version 2002, notes are the electronic equivalent of paper "sticky" notes. You can use notes to jot down questions, ideas, reminders, or anything you would write on note paper.
To create a note in Outlook:
- On the File menu, point to New, and then click Note
- Type the text of the note
- To close the note, click the X in the upper-right corner of the note
|Configure attachment blocking
|In order to help reduce virus infections and to prevent other malicious programs from affecting your system, Outlook 2002's attachment blocking feature prevents you from opening specific types of attachments. Outlook supports two levels of attachments for attachment blocking.
Level 1 attachments are hard-coded into Outlook, including BAT, COM, EXE, VBS, SCR, and several others. These can't be opened or saved to disk. Level 2 attachments are defined at the server level by an Exchange Server administrator. These attachments can't be opened directly in Outlook; however, you can save them to disk and open them from there.
If you're not using Exchange Server, you might prefer to change the list of file types that Outlook treats as Level 1 attachments. You can do so through a registry change:
Open the Registry Editor and open the key HKEY_CURRENT_USER\Software\Microsoft\Office\10.0\Outlook\Security.
Add a string value named Level1Remove in the Security key and set its value to include the file extensions of those files you want removed from the Level 1 attachment list. Separate multiple file extensions by semicolons.
After you restart Outlook, the attachments listed in Level1Remove will be treated as Level 2 attachments. You will be able to save them to disk but not open them directly in Outlook.
You might also want to check out DetachXP, a tool that lets you detach blocked attachments from messages. DetachXP gives you the ability to access Level 1 attachments without hacking the registry.
Note: Before editing the registry, be sure to back it up first so that you can restore it if something goes wrong.
|Create at-a-glance appointments and events
|Outlook 2002 adds the ability to display Calendar items in color, which can help you easily keep track of certain types of items. For example, maybe some of your users want to have all appointments with their supervisor show up in red, or have birthdays show up in blue. Show them how to use automatic formatting and color to organize their calendars.
To apply automatic formatting:
1. Choose View | Current View | Customize Current View, and click Automatic Formatting.
2. In the Automatic Formatting dialog box, click Add.
3. In the Name field, type Birthdays. From the Label dropdown list, select the Birthday
4. label, and then click Condition.
5. Next, in the Filter dialog box, click in the Search For Word(s) field and type Birthday.
6. Click OK.
7. Click OK two more times to close the dialog boxes.
To test the new rule, click on a date and type John's Birthday and then press [Enter]. Outlook not only adds the new item, but applies the appropriate color also. Any existing items that meet the condition also receive the specified color.
You can use this same technique to create rules to automatically color other types of items in the Calendar.
|Replace missing NetFolders with add-on
||If you're one of the many people who misses NetFolders, an Outlook feature Microsoft removed in the 2002 version, here's a third-party utility you should check out.
4Team, from 4Team Corporation, lets you manage teams and projects with Microsoft Outlook. The product makes it easy to share documents, tasks, notes, and other data with team members--whether they're local or on another continent. 4Team uses e-mail to transfer shared items, reconverting the items to their original form on reaching their destination.
4Team handles an unlimited number of teams, and adding teams and members is as simple as adding the user's name to an address book. The product provides a streamlined interface for managing teams and members, so there isn't a big learning curve to set up and administer the system. That means you can offload administration to a key team member to ease the load on you and the other system administrators.
You'll find 4Team on the 4Team Web site. The original release is for Outlook 2002, but check for the availability of an Outlook 2000 version due out soon.
|Change the sort, field order in address cards
|By default, in Outlook 2000 and 2002, the Contacts folder uses the Address Cards view but also offers several other views. The Address Cards view is handy because it gives you at-a-glance access to names, addresses, and phone numbers, plus a useful letter tab for quickly finding contacts. In some situations, your users might want to use an Address Cards view but sort the contacts using a different field, such as First Name or Web Page.
You can't change the sort method for the default Address Cards view, but you can create a new view to suit your needs. You can also control the fields displayed in the view.
1. Start by creating a view. Open the Contacts folder and choose View | Current View | Define Views.
2. In the Define Views For Contacts dialog box, click New. Enter a name for the new view.
3. Choose Card from the Type Of View list, select All Contact Folders (if you want to use the view on all contact folders), and click OK.
4. Click Fields in the View Summary (in Outlook 2000, View Settings For) dialog box, then add fields to, and remove fields from, the Show These Fields In This Order list.
5. Use the Move Up and Move Down buttons to change the order in which the fields are listed.
6. Click OK when you're satisfied with the field list and order.
7. Click OK in the View Summary dialog box and then click Apply View in the Define Views dialog box.
The Contacts folder will now sort based on the field you set as the first one in the list.
|Set a default e-mail format for specific recipients
|Outlook lets you configure the default format for new e-mail messages and gives you three options: HTML, rich text, or plain text. If you've configured Outlook to use HTML as the default, each new message will start with HTML as the format, enabling you to add graphics, formatting, and other rich media. However, some users prefer to receive text-only e-mail messages. You can configure the default mail format to be different from Outlook's overall default format for specific users.
This means that new messages you send to these users will be created using the format specified for the recipient, not those you set as the default for Outlook.
Follow these steps to set the default message format for a contact in Outlook 2002:
1. Open Outlook's Contacts folder and double-click the contact to open it.
2. In the E-mail field, double-click the recipient's address to open the E-mail Properties dialog box.
3. From the Internet Format drop-down list, choose the format option you want to use for this contact. For example, choose Send Plain Text Only if you want Outlook to use only plain text for this recipient.
You can repeat this process for any other contacts for which you want to set a specific message format. But keep in mind that the setting is address-specific, not recipient-specific. You can send messages to a particular contact using different mail formats, depending on which e-mail address you use.
If the contact has more than one e-mail address, open the contact form and click the down arrow beside the e-mail address field. Select a different address, then double-click the address to set its default format.
If you're running Outlook 2000 in Internet Mail Only mode, on the Contact form, just below the e-mail address you'll see an option named Send As Plain Text. Select this option to send to the recipient using plain text. If you're using Corporate/Workgroup mode, you can only change a recipient's send options if the address is stored in the Personal Address Book (PAB). Open the PAB, double-click the contact, and click Send Options to specify the message format for the recipient.
|Copy outgoing messages to specific folders
|The Sent Items folder offers a handy and automatic way to archive a copy of outgoing messages. But in some cases, users want to do more than just copy a message to Sent Items. For example, Exchange Server users might want to copy a message to a public folder so others in the organization can view it. Or users might want to send a copy of a message to a folder other than Sent Items.
Sending a copy of a message to a public folder requires a different approach from just sending a message to a public folder, since Outlook folders don't allow for e-mail addresses. Your users can choose one of two methods: Set the options for individual messages to copy to a folder, or route messages using rules.
To use the first method, start the message and click Options on the message form's toolbar. Select the Save Sent Message To option, click Browse, and select an Outlook folder. This option overrides the default Sent Items location. However, note that the user won't get two copies of the message. Outlook only creates the copy in the specified folder.
The second method requires that the user set up a rule for outgoing messages that fit certain conditions. For example, the user might want messages he or she sends to specific people to go into a folder other than Sent Items. Here's an example based on Outlook 2002:
1. In Outlook, choose Tools | Rules Wizard, and click New.
2. Choose Start From A Blank Rule, select Check Messages After Sending, and click Next.
3. Set the conditions as needed to filter the address, subject, or other information you want to fire the rule. Click Next.
4. Select the action Move A Copy To The Specified Folder, select the folder, and click Next.
5. Add any exceptions if needed, then click Finish.
This method can also be used in Outlook 2000, although the option wording is slightly different.
To copy outgoing messages to specific folders, you could instead manually drag a copy of the message from the Sent Items folder to another folder, although this is a much less elegant solution.
|Configure Outlook 2002 macro security with policies
|Macros can perform a broad range of tasks in Outlook, which makes them potentially dangerous. For example, a malicious macro could wipe out a user's entire mailbox or do other damage.
Outlook offers three levels of security to protect against malicious macros: High, Medium, and Low. You can set the security level in Outlook by choosing Tools | Macro | Security, selecting the desired level from the Security Level tab, and clicking OK. But using this method to set security levels for many users is time-consuming. In Outlook 2002, you can configure macro security through group or system policies.
You can control Office across the enterprise with several policy templates from the Microsoft Office Resource Kit. Before you can use these policies, you must first add them to your policy editor. Follow these steps to add policy templates to the Group Policy Editor and to configure security policy with them:
1. Run Gpedit.msc from the command line, or open the properties for an Organizational Unit in the Active Directory Users And Computers console, click the Group Policy tab, and edit or create a new policy object.
2. Expand either the Computer Configuration or User Configuration, depending on where you want to apply the policies.
3. Right-click the Administrative Templates container and choose Add/Remove Templates.
4. In the Add/Remove Templates dialog box, click Add and browse to the \%systemroot%\Inf folder on a computer where the Microsoft Office Resource Kit is installed.
5. Select the Outlk10.adm file. Open the template, then close the Add/Remove Templates dialog box.
6. Open the Microsoft Outlook 2002\Tools | Macro\Security policy branch.
In the right pane, double-click the Security Level policy, select Enabled from the property's policy sheet, and then select the desired security level from the drop-down list.
7. Click OK, set other policies as needed, and close the policy editor.
While you have the policy editor open, browse through the other available Outlook policies. In particular, browse the Microsoft Outlook 2002\Tools | Options\Security branch for other policies that control security-related features in Outlook.
|Get files back without the merge question
||If you use Outlook to send files back and forth with other Word 2002 users, you may have been puzzled by a message asking whether you want to merge a file with the original version when you open the returned file—even when the received file's name is different from the original. This feature, which automatically adds information to the document properties, is controlled by Outlook on the original sending side.
To stop the message from appearing, choose Tools | Options, select Preferences, press the E-Mail Options button, go to Advanced E-Mail Options, and uncheck Add properties to attachments to enable Reply with Changes.
|Make public folders available offline
|Outlook provides ready access to Exchange Server public folders when you open a profile that contains an Exchange Server account. The Public Folders branch appears in the folder list, and it allows quick access to any public folders that the Exchange Server administrator has created and made available to the user.
Outlook 2002 adds a new feature for public folders--the ability to use public folders offline by configuring send/receive groups. Before you can make a folder available offline, you must add the public folder to your Favorites group. Open the folder list and drag the public folder from the All Public Folders branch to the Favorites branch. Then, follow these steps to configure offline use:
1. In Outlook 2002, choose Tools | Send/Receive Settings | Define Send/Receive Groups.
2. Create a new send/receive group, or edit the properties for an existing group.
3. Select Microsoft Exchange Server from the list of accounts, scroll through the folder list, and expand the Public Folders\Favorites branch.
4. Select each folder that you want available offline, click OK, and click Close.
5. Perform a send/receive with the group you just modified to synchronize the offline copy of the folder(s).
Making public folders available offline offers the same advantage as making mail and other Outlook folders available offline. The user can access messages and documents in the folder, even when not connected to the Exchange Server.
|Create group schedules in Outlook 2002
|Although you might be familiar with Outlook's ability to view others' free/busy status, you might not be aware that in Outlook 2002 you can create and view group schedules independent of the event form's Scheduling tab. Group schedules allow you to see others' schedules at a glance so you can manage time or resource availability.
Follow these steps to create a group schedule in Outlook 2002:
1. Open the Calendar folder and click Schedules on the toolbar.
2. Click New, enter a name for the new group, and click OK.
3. In the resulting dialog box, click Add Others and choose Add From Address Book.
4. Select the people (or resources) whose schedules you want to include and click OK.
5. Click Add Others and choose Add Public Folder if you want to add a calendar stored in a public folder.
When the dialog box shows the free/busy times for the selected people or resources, you can click Make Meeting and choose either to create a new meeting request or a new message with a selected individual or all individuals in the schedule. Use the Zoom drop-down list to choose the amount of scheduling information to view.
Group schedules give you an easy means of managing various groups of people or resources because you can save a group schedule configuration without creating a meeting request. You can quickly and easily view the free/busy times for people and resources in the group without first creating an event.
|Perform substring LDAP searches in Outlook 2002
|Lightweight Directory Access Protocol (LDAP) servers enable users to query a directory for information such as e-mail addresses, physical addresses, and more.
You can query LDAP servers if an LDAP directory service is added to Outlook 2002. LDAP searches are made through Outlook's Address Book. Open the Address Book, and select the directory service from the Show Names From drop-down list.
By default, Outlook performs initial substring searches. In an initial substring search, the entered text is treated as the beginning of the item. For example, performing an initial substring search for "br" would return bravo, brave, and Brenda, but not entries such as jabra, which also contains "br."
Although it isn't obvious, you can also perform any substring searches in the Address Book. This type of search looks for the entered text anywhere within the queried data. So, an any substring search for "br" would return entries such as bravo, abracadabra, and sabre.
To specify the substring search type, open the Outlook 2002 Address Book, and click Find Items in the Address Book's toolbar. In the Find dialog box, choose Begins With to perform an initial substring search, or choose Contains to perform an any substring search.
If you need additional LDAP query options, consider using Outlook Express, which offers other search options that Outlook doesn't.
|Control folder synchronization in Outlook 2002
|Outlook 2002's send/receive groups give you quite a bit of control over what Outlook items are synchronized when you perform a send/receive with a specific group. These groups can be particularly useful in controlling which of your Exchange Server mailbox folders are synchronized.
For example, you might have several Inbox subfolders that you want Outlook to synchronize with the server so you can work in the subfolders offline. Or perhaps you'd like to exclude attachments from your offline store to decrease the offline store's file size.
Follow these steps to configure folder synchronization:
1. In Outlook 2002, choose Tools | Send/Receive Settings | Define Send/Receive Groups.
2. Select a group, click Edit, and select the Exchange Server account from the account list in the Send/Receive Settings dialog box.
3. Select the folders you want included in the offline synchronization.
4. Click Limit Message Size, specify the maximum size for downloaded messages (along with any desired exceptions), and click OK.
5. If you want to configure other conditions that determine the types of items that Outlook synchronizes, click Filter Selected Folder, specify the conditions, and click OK. (The filter settings you specify apply to the folders in all send/receive groups, not just the selected group.)
6. Close the remaining send/receive configuration dialog boxes.
7. Choose Tools | Send/Receive, and select the newly configured group to synchronize, based on its settings.
Configuring filters and setting a size limit for synchronization gives you a lot of control over how and when Outlook synchronizes items. You can use these features when you're trying to reduce the size of your offline store or simply to speed up the synchronization process.
|Minimize Outlook 2002 to the system tray
|One of the features in the Outlook 2002 beta was the capability to configure Outlook to minimize to the tray rather than to the taskbar. Minimizing Outlook to the tray conserves taskbar space for other applications, which can be important for users who work with multiple applications and frequently have Outlook open at the same time. Although Microsoft removed this capability for the released version, you can still minimize Outlook 2002 to the tray.
An Outlook add-in such as Attachment Options gives users the capability to minimize Outlook to the tray, in addition to simplifying blocked attachments management. But if you only want the minimize feature without the attachment features, you don't need an add-in. Instead, you just need to make a change to the registry.
Open the Registry Editor and add a DWORD value MinToTray to the following key:
Set the value of MinToTray to 1 if you want Outlook to minimize to the tray; set the value to 0 to have Outlook minimize to the taskbar.
When you click the minimize button in Outlook, the program minimizes to the tray, displaying a small Outlook icon there. Simply double-click this icon to restore Outlook to the desktop.
Note: Editing the registry is risky. Before making any registry edit, be sure to first back up the registry so that you can restore it if something goes wrong.
|Find those icons on the Outlook Bar quicker in Outlook 2002
||The Outlook Bar is a handy way to switch between folders. But if
you're constantly scrolling up and down to find the icon you
need, we have two ideas that can help. You can either reorder
your icons or change their size.
To change the order of the icons, just drag the icon to a new location within the
Outlook Bar. As you drag you'll see a black line that indicates where the
icon will be placed when you release the mouse button. To change
the size of the icons, right-click on the Outlook Bar and choose
Small Icons from the shortcut menu. This reduces the size of the
icons. The names of the icons remain for easier identification.
|Tell Outlook 2002 not to block specific attachments
|Outlook 2002 normally keeps you from opening attachments with extensions like .exe or .bat—files that can potentially be viruses. If you're confident that you (or your antivirus software) can spot suspicious files and ignore them—and you're comfortable editing the system Registry—you can tell Outlook to stop blocking file types.
Make sure Outlook isn't running, and choose Start | Run. Enter Regedit, choose OK, and in Regedit, navigate to
Then choose Edit | New | String Value and name it Level1Remove. Right-click on Level1Remove, choose Modify, and for its value enter the list of extensions you want to allow, using semicolons to separate the items. Close Regedit and you're done. Outlook will stop blocking files with the extensions on the list.
|Setting the TaskPad View
||Have Outlook show the tasks in the same way it shows appointments: namely, to display only those tasks that are due on the currently selected day.
Like many of the options in Outlook, the issue is not that the option is missing, but that you have to know where to look. In this case, you can change what Outlook shows on the TaskPad by choosing View | TaskPad View and picking from the list of options. (You'll only see the View | TaskPad View selection when the Calendar is open.)
You can show All Tasks, which is what you describe seeing; Today's Tasks, which shows you all the unfinished tasks with a start date of the current day or before, no matter what day you have selected in the calendar; or any of several other choices, including Active Tasks For Selected Days, which is the setting you seem to be looking for. This setting shows you all the tasks with a start date of the currently selected days or before (based on the selection showing in the monthly calendar above the TaskPad).
|Change the format of icons, dates, and numbers in an Outlook 2002 table view
|Outlook 2002 provides several ways to display the data in your
folders such as table or card view. When working in a table view,
you can quickly change the format of the displayed columns. For
example, you might prefer to see the word Flagged instead of the
small red flag in the Flag Status column.
To change the format, right-click on the column heading and choose
Format Columns from the shortcut menu. In the Available Fields list box,
select the column you want to modify. Then, change the available settings in
the Format, Width and Alignment panels. (The choice of available
settings changes depending on which column you select.) Then,
|Work with Outlook in Safe Mode
|It's a fact of life that applications crash, and Microsoft Outlook is no exception. When users call to complain that they can't get their e-mail, it's up to you to set things right.
Outlook 2002 introduced the Safe Mode feature. Much like Windows' Safe Mode, the Outlook 2002 counterpart allows Outlook to boot when it might otherwise fail.
Safe Mode enables Outlook to detect and either repair or bypass the source of the problem, such as a corrupted registry or a misbehaving add-in. When Outlook boots in Safe Mode, it displays a dialog box explaining the problem and asks if you want to continue to load the program in Safe Mode or attempt a normal restart.
If you allow Outlook to start in Safe Mode, go to Help | About Microsoft Outlook, and click Disabled Items. This opens a Disabled Items dialog box that lists the items that Outlook has disabled to start in Safe Mode. You can then attempt to correct the problem--for example, disable or remove an add-in.
You can start Outlook 2002 or any other Office XP application in Safe Mode at any time: Hold down the [Ctrl] key when starting Outlook. The program displays a dialog box that gives you the option of starting in Safe Mode.
|Attach a read or delivery receipt to your Outlook 2002 messages
|Instead of waiting and wondering if a message you sent was
delivered or opened, you can attach a delivery and or a read
receipt to the message. Outlook sends you an automated message
when your message is delivered to the recipient's Inbox and when
it is opened. You can set this option for individual messages or
for all messages you send. Obviously, this feature might not work
across the Internet.
To set these options for one message, open the message and click
the Options button. In the Voting And Tracking Options panel,
select Request A Delivery Receipt For This Message and/or Request
A Read Receipt For This Message check box. And then click Close.
To set tracking for all messages you send, choose Tools |
Options from the menu bar and click the E-mail Options button.
Then, click the Tracking Options button. In the Options panel,
select the Read Receipt and/or Delivery Receipt check boxes.
Then, click OK repeatedly until you return to Outlook. Now every
message you send will have these features attached.
|Automatically print a message directly to the printer
|Use the following steps to create a client-side rule to automatically print a message directly to the printer:
1. Start Outlook.
2. On the Tools menu, click Rules Wizard.
3. Click New Rule.
4. Click to select the Start from a Blank Rule check box.
5. Click to select the Check when messages they arrive check box, and then click Next.
6. Click to select the From People or Distribution List check box, select the people or group from the address book, and then click Next.
7. Click to select Print it from the list, and then click Next.
8. Add any exceptions, and then click Next.
9. Type a name for the rule, click Run the Rule Now, and then click Finish.
While Outlook is running, each new message that arrives in your Inbox is automatically printed using your default printer.
|View all Outlook 2002 items related to a contact
|As you work with a contact, you create many Outlook items
related to that person, such as notes, messages, tasks, and
appointments. It might be helpful to see a listing of all the
items associated with one particular contact.
To do this, first open the contact form. Then, click on the Activities tab.
By default, Outlook shows you all the items. You can use the Show
dropdown list to display only one category of item such as email,
notes, or upcoming tasks and appointments. You can also quickly
sort the items by which folder they're in by clicking on the In
Folder heading bar.
|Learn how Exchange accepts inbound mail
|Any version of Exchange may fail some third-party relay tests, even when the server does not actually relay. To understand why, you need to understand the basics of SMTP and know how Exchange accepts or rejects SMTP mail.
Exchange doesn't check inbound SMTP mail against the directory during SMTP protocol conversion. Rather, Exchange checks only to see that the RCPT TO: matches the domains that you've configured the server to accept.
Exchange checks the mail against the directory only after the SMTP conversion is over, and it rejects the mail if the user specified in RCPT TO: does not exist. This behavior causes Exchange servers to fail some relay tests.
Exchange's SMTP behavior is both RFC-compliant and "by design." Microsoft chose to implement SMTP in this fashion, primarily for performance.
If you're running Exchange 2000 or later and you want to circumvent this behavior, you can do so by writing an event sink that performs a directory lookup during the SMTP conversion.
For most of us, though, it doesn't really matter when Exchange rejects mail bound for a nonexistent user, as long as it ultimately rejects the mail.
|Printing safe attachments with email messages in Outlook (2002)
|In these days of email viruses, you can't be too careful about
attachments. However, if you do have an Outlook message with a
safe attachment enclosed, you can easily print both the message
and the attachment all at the same time.
To do this, either select the message in your Inbox or open the message.
Then, choose File | Print from the menu bar. In the Print Style list
box, select Memo Style (if it isn't already selected). Then, in
the Print Options panel, select the Print Attached Files check
box. Now, click OK. The message will print with the attachment
icon followed by the attached document.