What is Change and why in Outlook 2007

Posted by Jonh on Monday, March 31, 2008

In Outlook 2007, the first time you create a new message (or open one you receive) you'll see the Ribbon. It's the band across the top of the window.

One of the most dramatic changes in Outlook, the Ribbon gives Outlook a new look. But as you get up to speed, you'll see that the change is more than visual — it's there to help you get things done more easily and with fewer steps.

And it doesn't end with the Ribbon. There's a lot more that's new to help you work faster and more efficiently. To name just a few of these things, there's the To-Do Bar, new navigation in the calendar, and a new format for contacts.

Note If you're looking for information about all of the new features in Outlook, or if you want to know more about the differences between earlier versions of Outlook and this version, take a look at the Quick Reference Card at the end of the course. We've listed some additional resources there.

Introducing the Ribbon

The Ribbon is visible each time you create or edit something in Outlook. Specifically, you'll encounter the Ribbon when you create or modify e-mail messages, calendar items, contacts, tasks, or journal entries.

Why did we switch to this new system? We did a lot of research about how people use commands in Outlook. Based on this research, we made some commands more prominent and organized common commands so that they're displayed and grouped in ways that make them easy to find and use.

Note If you've used Microsoft Office Word 2007, the Ribbon for Outlook messages will be familiar to you. Because the Outlook 2007 editor is based on Word 2007, many of the commands and options that are available in Word are available when you create messages in Outlook.

For more Information

Microsoft Exchange Account

Posted by Jonh on Wednesday, March 26, 2008

Some features in Outlook require you to use a Microsoft Exchange account. Exchange is an e-mail-based collaborative communications server for businesses. Licenses for Exchange can be purchased from Microsoft and its resellers.

If your organization uses Exchange, but you do not know whether you have an account or how to use it, you must contact your organization's Help desk or network administrator for assistance.

Home users typically do not have an Exchange account; instead they use a POP3 e-mail account with an Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) or use a Web-based e-mail service, such as Windows Live Mail. If you use a POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) e-mail account, your ISP can provide you with your specific account information. People without Exchange accounts cannot use the features in Outlook that require Exchange.

The Help for features that require an Exchange account includes one of the following notations:

  • This feature requires you to use a Microsoft Exchange account. Most home and personal accounts do not use Exchange.
  • This feature requires you to use a Microsoft Exchange account in Cached Exchange Mode. Most home and personal accounts do not use Exchange.
  • This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange.
  • This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007 account in Cached Exchange Mode. Most home and personal accounts do not use Microsoft Exchange.
  • This feature requires you to use a Microsoft Exchange Server 2003 or Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange.
  • This feature requires you to use a Microsoft Exchange Server 2003 or Exchange Server 2007 account in Cached Exchange Mode. Most home and personal accounts do not use Microsoft Exchange.
  • This feature requires you to use a Microsoft Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange.
  • This feature requires you to use a Microsoft Exchange Server 2007 account in Cached Exchange Mode. Most home and personal accounts do not use Microsoft Exchange.

To determine which version of Exchange your account connects to, see Determine the version of Microsoft Exchange my account connects to.

If you are not using an Exchange account, you may not see the menus, commands, or options mentioned in the Help for the features.

What types of e-mail accounts does your Outlook profile have?

You can check the Account Settings dialog box in Outlook for the types of e-mail accounts in your Outlook profile.

  1. On the Tools menu, click Account Settings.
  2. On the E-mail tab, the Type column lists the type of account for each entry.

Note Some features may require specific versions of Exchange. To determine which version of Exchange your account connects to, see Determine the version of Microsoft Exchange my account connects to.

Mail tips

Posted by Jonh on Wednesday, March 19, 2008

  • Set a reminder to reply to a message Right-click the message you want to set the reminder for, point to Follow Up, and then click Add Reminder. In the Due By list, click the date when you have to complete the reply. In the second list, click a time. In the Flag color list, click the flag color you want, and then click OK.
  • Add your own words to a follow-up flag for a new message Click the Message Flag button and then type the text you want in the Flag to box.
  • Send a message to multiple people without revealing other recipients' identities To send a message to someone without other recipients of the message knowing, use the Bcc line in the message. Bcc stands for blind carbon copy. If you add someone's name to the Bcc line, a copy of the message is sent to that person, but his or her name is not visible to other recipients.
  • Find related messages To find related messages, right-click the message, and then on the shortcut menu, point to Find All and then click Related Messages. The Advanced Find dialog box appears with a list of related messages.
  • Jog your memory with a follow-up flag Create a follow-up flag as a reminder to follow up on a message. On the Actions menu, click Follow Up and click the flag color of your choice.
  • Save searches that you use often. On the Tools menu, point to Find and then click Advanced Find. In the Advanced Find dialog box, specify your search criteria and click Save Search on the File menu. You can share the search results with others by sending the search results file as an attachment in an e-mail message.
  • Search for and move items or files to different folders. On the Tools menu, point to Find and then click Advanced Find. In the Advanced Find dialog box, specify your search criteria and click Find Now. After the results are displayed in the search results window, move them to the folder of your choice.
  • Use a file shortcut instead of an attachment to reduce the size of a message. Right-click the file and drag it to the Inbox. On the shortcut menu, click Send with Shortcut.
  • Sort messages alphabetically by sender name To sort, click Arranged By and then click From. To reverse the alphabetical order, click From again. To sort by Subject line, click Subject. You can sort this way in any table in Outlook.
  • Receive notifications when messages you send are delivered or read On the Tools menu, click Options, and then click the Preferences tab. Click E-mail Options, and then click Tracking Options.
  • Verify that the message is authentic If you have security set up, you can verify that a message you receive with a digital signature has not been tampered with. In the message, click the Verify Digital Signature button.
  • Quickly mark a message as read Right-click the message and then click Mark as Read.
  • Make a folder available for online and offline use Right-click the folder, click Properties, and then click the Synchronization tab. The folder must be on your network, not on your hard disk.
  • Want to move an Inbox item to a folder in the Navigation Pane but can't see the folder? Drag the item to the top or bottom of the group and pause until the correct folder scrolls into view. Subfolders must be expanded to view them.
  • Quickly see the next or previous mail message in a conversation or thread In a message, click the small arrow next to the Previous Item button or Next Item button, and then click Item in Conversation Topic.
  • Quickly print search results from your Inbox To print a list of your search results from the Advanced Find dialog box, press CTRL+P.
  • Recall that message! To recall or replace a sent message, open the message in the Sent Items folder, and on the Actions menu, click Recall This Message.
  • Automatically add a signature or logo to each message you send On the Tools menu, click Options, and then click the Mail Format tab. If you have more than one account, select the account you want to create the signature for, and then click Signatures.
  • Show blocked images in an e-mail message Click the InfoBar at the top of the message, and then click Download Pictures.
  • Keep track of messages that require action Instead of just using rules to move messages to folders, use rules to assign a category to a message. Then the messages will be arranged in groups in your Inbox.
  • See more messages in your Inbox with single-line view Change from multiline view to single-line view. On the View menu, point to Arrange By, and then click Custom. Click Other Settings. Clear the Use multi-line layout in widths smaller than n characters check box.
  • Quickly test the hyperlink in the message you just wrote Press CTRL while you click the hyperlink.
  • Speed up exporting and archiving items Make exports and archives of your Outlook mailbox faster by emptying the Deleted Items folder first. Right-click the Deleted Items folder, and then click Empty "Deleted Items" Folder.
  • Does your mailbox need a quick cleanup? On the Tools menu, click Mailbox Cleanup. Select options to find items that are old or large and then move or delete them. Click AutoArchive to move old items to Archive Folders, or click Empty to permanently delete items from your Deleted Items folder.
  • Choose which e-mail account to use If you have multiple e-mail accounts in Outlook, you can choose which to use when sending messages. For example, choose your Hotmail account, and recipients receive the message from that account, complete with your Hotmail return address. In a new message, click Accounts, and then click the account you want from the list.
  • The mail folder list is just a click away To quickly view the Folder List, click Folder List in the button tray at the bottom of the Navigation Pane.
  • Delete names from the AutoComplete list Select the unwanted name by using the UP ARROW or DOWN ARROW key and then press DELETE.
  • Keep a Desktop Alert on the desktop To keep a Desktop Alert visible so that you have more time to read it, pause your insertion point over the alert before it fades from view.
  • Want to turn off New Mail Desktop Alerts? On the Tools menu, click Options, click the Preferences tab, click E-mail Options, and then click Advanced E-mail Options. Under When new items arrive in my Inbox, clear the Display a New Mail Desktop Alert (default Inbox only) check box.
  • Change in priorities? Quickly change the color of a message's Quick Flag Locate the flagged message in the message list. Right-click the flag, and then click the flag color that you want on the shortcut menu.
  • Quickly read messages without opening them To see the first three lines of each message in the message list, on the View menu, click AutoPreview. To see the complete message to the right of the message list, on the View menu, point to Reading Pane, and then click Right.
  • Make sending a file through e-mail even easier You can send a file on your computer through e-mail by right-clicking the file, pointing to Send To, and then clicking Mail Recipient. Text is automatically added to the body of the message; however, you can delete the text and add your own text by clicking in the message body and pressing CTRL+A.
  • Reduce spam by not replying to suspicious e-mail messages Replying tells a spammer that your e-mail address is valid and probably won't remove you from their mailing list.
  • Create a Search Folder quickly from the Find bar Press CTRL+E to open the Find bar, type what you want to find in the Look for box, specify which folder to look in by using the Search In box, and then click Find Now. When the search is complete, click Options on the Find bar, and then click Save Search as Search Folder.
  • Find all messages sent by the same person Right-click a message from that person, and then on the shortcut menu, point to Find All. Click Messages from Sender. The Advanced Find dialog box displays a list of all messages in a folder from that person.
  • Get a different view of the way that Outlook groups messages By default, Outlook groups messages by periods of time such as Today, Yesterday, and Last Week. To collapse a section to see only the group heading, select any message and then press the LEFT ARROW key. The RIGHT ARROW key expands the group.
  • Quickly add an attachment to a new message Locate the file, for example a .doc file in your My Documents folder, and then drag it to your Inbox. Outlook opens a new e-mail message with the file attached. You can also drag multiple files.
  • Flag that message fast Select a message in the message list, and then press INSERT.
  • Was an important message sent to the Junk E-mail folder? If an item gets moved to your Junk E-mail folder by mistake, select the message, and then press CTRL+ ALT+J.
  • Save multiple attachments at one time Open the message. On the File menu, click Save Attachments. Click OK, and then click the folder where you want to save the attached files. Click OK.
  • View all your unread messages in the Inbox On the View menu, point to Arrange By, point to Current View, and then click Unread Messages in This Folder.
  • Create a rule from a message Right-click the message, and then click Create Rule. Select the conditions and actions you want to apply, and then click OK.
  • Start fresh! Clear your address history To clear your AutoComplete cache, open the C:\Documents and Settings\user name\Application Data\Microsoft\Outlook folder, and then delete the profile_name.nk2 file. Outlook recreates this file as you type new addresses.
  • Check an e-mail alias against the names in your address books To immediately resolve an e-mail alias in the To, Cc, or Bcc box, press CTRL+K.
  • Make a message unavailable to recipients after a specific date To set the expiration date on a message you are composing, click Options. Under Delivery options, select the Expires after check box, and then in the lists, select the date and time you want the message to expire.
  • Save a message thread in a text file Select the messages by pressing CTRL and clicking the messages you want. On the File menu, click Save As. Your messages are saved to a .txt file. Only message headers (To, From, Sent, and Subject) and body text are saved; attachments and and HTML formatting are not included in the text file.
  • Open several messages at the same time Hold CTRL while you click each message. After you select the messages, on the File menu, point to Open, and then click Selected Items.
To Continue Click Microsoft Outlook

Microsoft Outlook 2002

Posted by Jonh on Monday, March 17, 2008

Microsoft outlook 2002 is the upgrade to Microsoft Outlook 2000 and includes the below new features.

Outlook Hotmail support
Auto complete addressing
Intuitive management of e-mail, contacts and appointments
Smart tags in Word mail

Overall, users who are utilizing Microsoft Outlook 2000 would most likely not find it necessary to upgrade to Microsoft Outlook 2002 unless they believe the above features will be useful.


Microsoft Outlook 2000 is an advanced e-mail software program that allows users to send and receive e-mail. In addition to e-mail, Outlook has a personal calendar and group scheduling, personal contacts, personal tasks and the ability to collaborate and schedule with other users.

About Outlook Express

Outlook express is a slimmed down version of the Microsoft Outlook software family. Outlook express is included with Microsoft Internet Explorer and also with Microsoft Windows 98 and above.
System Requirement for Outlook 2002
Computer: 100% IBM Compatible
Processor: Intel Pentium 133MHz or higher]
Memory: 24MB RAM for Windows 98 32MB RAM for Windows NT / ME 64MB RAM for Windows 2000
Drives: 135-190MB Hard disk drive space 2x CD-ROM
Sound: Multimedia computer required for sound and other multimedia effects.
Video: VGA or higher-resolution
Controls: Keyboard / Mouse
Operating System: Microsoft Windows 98 / NT 4.0 with Service Pack 3 / 2000
Other: Requires Internet and/or Network access with SMTP/POP3, IMAP4 or other MAPI compliant messaging service
System Requirement for Outlook 2000
Computer: 100% IBM Compatible
Processor: Intel Pentium 75MHz or higher
Memory: 16MB RAM for Windows 9x32MB RAM for Windows NT4.0
Drives: 178MB Hard disk drive space 2x CD-ROM
Sound: Multimedia computer required for sound and other multimedia effects.
Video: VGA or higher-resolution
Controls: Keyboard / Mouse
Operating System: Microsoft Windows 95 / 98 / NT 4.0 with Service Pack 3
Other: Requires Internet and/or Network access with SMTP/POP3, IMAP4 or other MAPI compliant messaging service

iYogi provides technical support with Microsoft Certified Technicians, Remote Assistance, 24/7 Support, Computer Repair, Computer Support, PC repair Services, Online Technical Support, Home Computer Repair, Computer Tech Support, remote support, computer problems, it support services, 24 7 tech support, server support, computer maintenance, phone tech support all over the globe

Outlook Information, Outlook Help, Outlook Support

source: microsoft.office.com

Activate Outlook

Posted by Jonh on Wednesday, March 12, 2008

To continue to use all of the features of your product, you must activate the product. Microsoft Product Activation is a Microsoft anti-piracy technology designed to verify that software products are legitimately licensed.

Activation works by verifying that the Product Key, which you must supply to install the product, is not in use on more personal computers than are permitted by the software license.

How do I activate my Microsoft Outlook programs?

When you start your Office program for the first time after installation, you are prompted to enter your Product Key, if you have not already done so during Setup.

Grace period Before you enter a valid Product Key, you can run the software up to 25 times. This is known as the grace period. During the grace period, certain features or programs may be enabled that are not included in the product you have purchased. After you enter a valid Product Key, you will see only the programs and features you have purchased.

Reduced Functionality mode After the grace period, if you have not entered a valid Product Key, the software goes into Reduced Functionality mode. In Reduced Functionality mode, your software behaves similarly to a viewer. You cannot save modifications to documents or create new documents, and functionality might be reduced. No existing files or documents are harmed in Reduced Functionality mode. After you enter your Product Key and activate your software, you will have full functionality for the programs and features you purchased.

Activate over the Internet or by phone

When you enter your valid Product Key, the Activation Wizard automatically runs. The Activation Wizard gives you two choices on how to proceed:

  • Activate by using the Internet The Activation Wizard automatically contacts the Microsoft licensing servers through your Internet connection. If you are using a valid Product Key that has not already been used for the allowed number of installations, your product is activated immediately.

When you activate through the Internet, your product ID (derived from the installation Product Key) is sent to Microsoft through an encrypted transfer. A response (the confirmation ID) is sent back to your computer to activate your product. If you choose to activate your product through the Internet and you are not already connected, the wizard alerts you that there is no connection.

· Activate by using the telephone You can telephone an Activation Center and activate your product with the help of a customer service representative.

Telephone activation might take longer than activation through the Internet. You should be at your computer when you call, and you should have your software Product Key available. Telephone numbers for Activation Centers vary by product license and country/region. Use the number provided on your Activation Wizard screen to call the Microsoft Activation Center.

Important Activation Center numbers are not listed in this article because there are many numbers, and the correct number for you is based on several factors. Microsoft software can be obtained under various licenses, including individual retail licenses, original equipment manufacturer (OEM) licenses, and volume licenses. Telephone contact numbers vary by license and country/region. In step 2 of the Activation Wizard, use the number provided to call the Microsoft Activation Center.

    1. In the Activation Wizard, select the country/region where you reside and where you plan to use the product.

The wizard provides one or more telephone numbers.

    1. Call the Activation Center.

The customer service representative asks you for your installation ID (displayed on your screen) and other relevant information. After your installation ID is verified, you receive a confirmation ID.

    1. In the Activation Wizard, type the confirmation ID in the spaces provided at the bottom of the screen, and then press ENTER.

  • Telephone activation is not available for Trial and Subscription versions.
  • Microsoft Text Telephone (TT/TTY) services are available for individuals who are deaf or hard of hearing. In the United States, using a TT/TTY modem, dial (800) 718-1599. From outside the United States, using a TT/TTY modem, dial (716) 871-6859. TT/TTY service is only available in English.

Mange File

Posted by Jonh on Friday, March 7, 2008

About places to save files

You can save the file you're working on, whether it's new or has been saved before, and you can also save a copy of the file with a different name or in a different location. You can save any file as a Single File Web Page (MHTML) (Single File Web Page (MHTML): An HTML document saved in MHTML format, which integrates inline graphics, applets, linked documents, and other supporting items referenced in the document.) so that it can be viewed and used on the Internet.

My Documents

When you open the Open and Save As dialog boxes after starting a Microsoft Office program, the My Documents folder appears by default. The My Documents folder is a good place to save files you're working on, such as documents, worksheets, or databases.

My Network Places

My Network Places, which is located on the My Places bar (Places bar: The bar on the left side of certain dialog boxes (such as Open, Save As, or Insert Picture) that contains shortcuts to the My Recent Documents, Desktop, My Documents, My Computer, and My Network Places folders.) in the Open and Save As dialog boxes, is a good place to save files you want to copy or publish (publish: To save a copy of a file in Hypertext Markup Language (HTML) format to a Web server.) to folders on network file servers or Web servers. Saving files to a server (server: On a local area network, a computer that controls access to all or part of the network and its resources, such as printers. On the World Wide Web, a computer running Web server software that responds to HTTP protocol requests. Also called a host.) allows others easy access to them.

With a fast save, your Microsoft Office program saves only the changes to a file. Saving only the changes takes less time than a full save, in which the complete, revised file is saved. A full save, however, requires less disk space than a fast save. You should do a full save when you finish working in a file and save it for the last time. Save Options are available in the Save As dialog (Tools menu) that allow you to enable or disable fast saves, as well as select other options.

Note The Allow fast saves option is only available for Microsoft Word and Microsoft PowerPoint.

Add a place to store your files

The My Places bar is on the left side of some dialog boxes, such as Save As, Open, and Insert Picture, that allows you to specify a folder where you want to store your files. You can use the My Places bar to help save time getting to your folders and help make it easier to access your files in your various folders. After you update the My Places bar in one dialog box, the changes are available in the other dialog boxes with the My Places bar.

Notes

  • The Insert Picture dialog box shows the My Places bar when you insert a picture from a file (Insert menu, point to Picture, From File command).
  • Microsoft Office Outlook 2003 has the My Places bar only in the Save As and Insert Picture dialog boxes. To see the My Places bar in the Insert Picture dialog box, you need to have a message open.

By default, the My Places bar contains shortcuts to the My Recent Documents, Desktop, My Documents, My Computer, and My Network Places folders. You can add up to 256 folders to the My Places bar. You cannot add files to the My Places bar.

1. To choose a folder, use the Save in list.

2. The location of the My Places bar.

3. To add your folder to the My Places bar, click the folder you want by using the Save in list, and then click Add to "My Places" on the Tools menu.

4. To see more folders that you added to the My Places bar, click the arrow.

Add a shortcut to the My Places bar

  1. On the File menu, click Save As.
  2. In the Save in list, click the drive, folder, or Internet location that contains the folder that you want to create a shortcut to in the My Places bar.
  3. Click the folder that you want to add to the My Places bar.
  4. On the Tools menu, click Add to "My Places".
    Your shortcut appears at the bottom of the My Places bar.

Remove a shortcut to the My Places bar

  1. On the File menu, click Save As.
  2. On the My Places bar, right-click the shortcut that you want to remove, and then click Remove on the shortcut menu.

Note You can remove only the shortcuts that you added to the My Places bar. You cannot remove the default shortcuts, such as My Documents, unless you edit your Microsoft Windows Registry. For more information about how to remove the default shortcuts, refer to the See Also section of this article.

Rearrange shortcuts on the My Places bar

  1. On the File menu, click Save As.
  2. On the My Places bar, right-click the shortcut that you want to move, and then click Move Up or Move Down on the shortcut menu.

Change the size of icons on the My Places bar

  1. On the File menu, click Save As.
  2. Right-click the My Places bar, and then click Small Icons or Large Icons on the shortcut menu.