Wiley Outlook 2007 All In One Desk Reference For Dummies May 2007 ISBN 0470046724 pdf
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by Jennifer Fulton and Karen S. Fredricks Outlook
® 2007
A L L - I N - O N E D E S K R E F E R E N C E FOR
DUMmIES ‰
by Jennifer Fulton and Karen S. Fredricks Outlook
® 2007
A L L - I N - O N E D E S K R E F E R E N C E FOR
DUMmIES ‰
® ® Outlook 2007 All-in-One Desk Reference For Dummies Published by Wiley Publishing, Inc.
111 River Street Hoboken, NJ 07030-5774 Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada
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not be available in electronic books. Library of Congress Control Number: 2006939601ISBN: 978-0-470-04672-2 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 About the Authors
Jennifer Fulton, iVillage’s former “Computer Coach,” is an experienced com-
puter consultant and trainer with over 20 years in the business. Jennifer is a best-selling author of over 100 computer books for the beginner, intermedi- ate, and advanced user, ranging from the self-motivated adult business user to the college, technical, high-school, or middle school student. Jennifer is also a computer trainer for corporate personnel, teaching a variety of classes including Windows, Microsoft Office, Paint Shop Pro, Photoshop Elements, and others. Jennifer is a self-taught veteran of computing, which means, of course, that if something can happen to a computer user, it has probably happened to her at one time or another. Thus Jennifer brings what’s left of her sense of humor to her many books, including: Adobe Photoshop Elements 4 in a Snap, How to
Use Macromedia Dreamweaver 8 and Fireworks 8, Adobe Photoshop Elements 3
in a Snap, Digital Photography with Photoshop Album in a Snap, Paint Shop Pro 8
in a Snap, Learning Office 2003, Learning Excel 2003, and Multimedia Basics.
Karen S. Fredricks began her life rather non-technically growing up in Kenya.
She attended high school in Beirut, Lebanon, where she developed her sense of humor while dodging bombs. After traveling all over the world, Karen ended up at the University of Florida and has been an ardent Gator fan ever since. In addition to undergraduate studies in English, Theater, and Accounting, Karen has a master’s degree in Psycholinguistics. Beginning her career teaching high school English and theater, Karen switched to working with the PC during its inception in the early ’80s and has worked as a full-time computer consultant and trainer ever since.
Karen is an ACT! Certified Consultant, an ACT! Premier Trainer, a Microsoft Office User Specialist, and a QuickBooks Pro Certified Advisor. She is the author of four For Dummies books on ACT! In addition, she has written
Outlook 2007 Business Contact Manager For Dummies and is completing work
on Microsoft Office Live For Dummies. A true fan of the For Dummies series, she helped organize The Authors Unconference, the first ever gathering of For
Dummies authors.
Karen resides in Boca Raton, Florida. Her company, Tech Benders, specializes in contact management software and provides computer consulting, support, and training services. She is also a regular guest on several syndicated com- puter radio talk shows. In her spare time, Karen loves to spend time with family and friends, play tennis, work out, road bike, and write schlocky poetry. Karen loves to hear from her readers. Feel free to send her your comments about the book to dummies@techbenders.com or visit her Web site www.
Dedication Jennifer Fulton: To my husband Scott, who patiently and lovingly supported me while I worked feverishly on this book. Karen S. Fredricks: To Gary Kahn, who loves and encourages me every step
of the way!
Authors’ Acknowledgments Jennifer Fulton: I would like to thank all the wonderful people at Wiley
Publishing who worked hard under a very tight deadline to guide this book through to its completion. I would especially like to thank Greg Croy, for giving me this opportunity, and Kim Darosett, for her keen eye as an editor and her patience as this project went through numerous revisions.
Karen S. Fredricks: This is my sixth book for Wiley Publishing and as usual
they’ve made writing this book a pleasure! Thanks to Greg Croy, my acquisi- tions editor, for believing in me; I look forward to working with you on many more titles! Special thanks to my project editor, Kim Darosett. Heidi Unger, Mary Lagu, Barry Childs-Helton, Colleen Totz, and Kelly Ewing, the copy edi- tors, had the unenviable task of making me look good; their edits were always right on! Technical editor Lee Musick’s sharp eye helped to spot all the changes between the beta and final versions of Outlook 2007. It was an honor to work with Jennifer Fulton, my co-author; I hope we work on more titles together again in the future! Rich Tennant is the coolest cartoonist ever. I am astounded by the thought, research, and time that he devotes to each one of his cartoons. I’m not sure which is funnier — his cartoons — or his stories about creating his cartoons! The most important acknowledgment of all goes out to all of the readers of the For Dummies series, and more specifically, the readers of this book. I hope you’ll enjoy reading this book as much as I enjoyed writing it!
Publisher’s Acknowledgments
We’re pr.
Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development
Project Editor: Kim Darosett Executive Editor: Greg Croy Copy Editors: Barry Childs-Helton, Kelly Ewing,
Mary Lagu, Colleen Totz, Heidi Unger Technical Editor: Lee Musick Editorial Manager: Leah Cameron Media Development Manager:
Laura VanWinkle Editorial Assistant: Amanda Foxworth Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant
(www.the5thwave.com) Composition Services
Project Coordinator: Kristie Rees Layout and Graphics: Claudia Bell, Carl Byers, Shawn Frazier, Denny Hager, Stephanie D. Jumper, Barbara Moore, Melanee Prendergast, Heather Ryan, Erin Zeltner
Proofreaders: Aptara, Christy Pingleton Indexer: Sherry Massey Anniversary Logo Design: Richard Pacifico Special Help: Rebecca Senninger
Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director
Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Joyce Pepple, Acquisitions Director
Composition Services Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services
Contents at a Glance
Introduction .................................................................1
Book I: Getting Started .................................................9
Chapter 1: An Insider’s Look at the Outlook Interface ................................................11 Chapter 2: Outlook, Quick and Dirty..............................................................................33 Chapter 3: Setting Up Your E-Mail Accounts.................................................................53 Chapter 4: Importing Data into Outlook........................................................................69 Book II: E-Mail Basics ................................................83 Chapter 1: Creating New Messages: Beyond the Basics..............................................85 Chapter 2: Reading and Replying to E-Mail.................................................................113 Chapter 3: Making Your E-Mail Look Professional and Cool.....................................127 Chapter 4: Repeating Yourself Easily with Signatures and Templates ....................161 Book III: Über E-Mail................................................171 Chapter 1: Controlling the Sending and Receiving of Messages ..............................173 Chapter 2: When You Have to Know Now: Instant Messaging..................................189 Chapter 3: Getting the Latest News Delivered Right to Your Inbox.........................195 Chapter 4: Sending Mass Mailings................................................................................205 Chapter 5: Managing Multiple E-Mail Accounts..........................................................213 Book IV: Working with the Calendar ..........................231 Chapter 1: Getting Familiar with the Calendar ...........................................................233 Chapter 2: Going Further with the Calendar...............................................................251 Chapter 3: Calendar Collaboration ..............................................................................263 Chapter 4: All About Meetings......................................................................................301 Chapter 5: Making the Calendar Your Own.................................................................327 Book V: Managing Contacts.......................................349 Chapter 1: Getting in Contact .......................................................................................351 Chapter 2: Working with Your Contacts ......................................................................363 Chapter 3: Dealing with Business Cards......................................................................375 Chapter 4: Contacts Collaboration...............................................................................385
Book VI: Tracking Tasks, Taking Notes,
and Recording Items in the Journal ............................395
Chapter 1: Creating Tasks with the To-Do Bar............................................................397 Chapter 2: Dealing with More Complex Tasks ............................................................413 Chapter 3: Spreading the Joy: Task Assignments.......................................................425 Chapter 4: Taking Notes ................................................................................................447 Chapter 5: Taking Notes in Overdrive: OneNote ........................................................455 Chapter 6: Maximizing the Power of OneNote............................................................489 Chapter 7: Making History in the Journal ...................................................................521 Book VII: Working with Business Contact Manager .....535 Chapter 1: Minding Your Business Contact Manager ................................................537 Chapter 2: Introducing the Basic Business Contact Manager Elements .................551 Chapter 3: Working with Opportunities ......................................................................567 Chapter 4: Reports and Dashboards............................................................................577 Book VIII: Customizing Outlook .................................589 Chapter 1: Organizing Items with Categories .............................................................591 Chapter 2: Changing Your View on Outlook................................................................603 Chapter 3: Customizing Outlook Forms ......................................................................621 Book IX: Managing Your Outlook Stuff .......................635 Chapter 1: Finding a Place for Your Stuff.....................................................................637 Chapter 2: Playing by the Rules....................................................................................661 Chapter 3: Making Mincemeat Out of Spam................................................................677 Chapter 4: Seek and Ye Shall Find ................................................................................689 Chapter 5: Securing Outlook E-Mail .............................................................................707 Book X: Out and About: Taking Outlook
on the Road..............................................................725
Chapter 1: Staying in Touch No Matter Where You Are ............................................727 Chapter 2: Turning Your E-Mail Accounts into Roadies ............................................751 Chapter 3: Printing Your Stuff and Taking It with You ...............................................767 Index .......................................................................783
Table of Contents
Introduction..................................................................1
About This Book...............................................................................................2 Conventions Used in This Book .....................................................................3 Foolish Assumptions .......................................................................................4 How This Book Is Organized...........................................................................4
Book I: Getting Started...........................................................................5 Book II: E-Mail Basics .............................................................................5 Book III: Über E-Mail...............................................................................5 Book IV: Working with the Calendar ....................................................6 Book V: Managing Contacts ..................................................................6 Book VI: Tracking Tasks, Taking Notes, and Recording Items in the Journal..................................................6 Book VII: Working with Business Contact Manager ...........................6 Book VIII: Customizing Outlook............................................................6 Book IX: Managing Your Outlook Stuff.................................................7 Book X: Out and About: Taking Outlook on the Road .......................7
Icons Used in This Book..................................................................................7 Where to Go from Here....................................................................................8
Book I: Getting Started..................................................9
Chapter 1: An Insider’s Look at the Outlook Interface . . . . . . . . . . . . .11 What Can Outlook Do for Me? ......................................................................11 Heeeerrre’s Outlook! ......................................................................................13 Getting Around with the Navigation Pane ..................................................14 Viewing Mail with the Reading Pane............................................................17 Previewing with AutoPreview .............................................................19 Sneaking a peek at attachments .........................................................20 Having Fun with the Folder List ...................................................................22 Your Week in a Nutshell: The New To-Do Bar.............................................24 Getting a Snapshot of Your Day with Outlook Today ................................26 Sizing Things Up in the Outlook Window....................................................27 Minimizing Outlook to a Taskbar Icon.........................................................28 Taking a Shortcut to Your Favorite Folders................................................30 Chapter 2: Outlook, Quick and Dirty . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33 Creating Outlook Items: The Common Factors ..........................................33 Wow! There’s a New button!................................................................33
Outlook 2007 All-in-One Desk Reference For Dummies x
Adding a Quick Contact.................................................................................38 Sending a Fast E-Mail .....................................................................................39 Reading and Replying to Incoming Messages ............................................41 Creating a Simple Appointment ...................................................................42 Adding a Quick Task ......................................................................................44 Taking a Note ..................................................................................................45 Drag and Drop and How It Saved My Life ...................................................46
Understanding how it works...............................................................47 Creating Outlook items with drag and drop .....................................47 Reorganizing Outlook items with drag and drop .............................51
Chapter 3: Setting Up Your E-Mail Accounts . . . . . . . . . . . . . . . . . . . . .53 Understanding the E-Mail Process...............................................................53 Obtaining an e-mail account ...............................................................54 Knowing the e-mail flavors..................................................................54 Configuring Your E-Mail Accounts ...............................................................56 Having Outlook do the heavy lifting ..................................................57 Configuring your e-mail account manually .......................................60 Maintaining Your E-Mail Accounts...............................................................62 Changing your e-mail password .........................................................62 Changing your e-mail account name or reply info ...........................64 Changing Your ISP Information ....................................................................65 Changing your account information ..................................................66 Changing your connection type .........................................................66 Chapter 4: Importing Data into Outlook . . . . . . . . . . . . . . . . . . . . . . . . . .69 Importing E-Mail from Outlook Express/Windows Mail or Eudora..........69 Importing e-mail from Outlook Express or Windows Mail ..............70 Grabbing Outlook Express/Windows Mail account information ......71 Grabbing Eudora Pro or Eudora Light e-mail and account info........75 Grabbing Eudora 5.0–6.0 e-mail and account info............................75 Importing Contacts ........................................................................................78 Importing Other Data ....................................................................................79 Book II: E-Mail Basics .................................................83 Chapter 1: Creating New Messages: Beyond the Basics . . . . . . . . . .85 Creating a Message, Step by Step ................................................................85 Step 1: Display the message form ......................................................85 Step 2: Address the e-mail ...................................................................86 Step 3: Send extra copies of the message .........................................87 Step 4: Enter a subject and a message...............................................88 Step 5: Send it off ..................................................................................89 Retrieving Your Mail ......................................................................................90
Table of Contents xi
Working with Address Books........................................................................94 Attaching a new address book to Outlook........................................95 Choosing which address book is the boss........................................98
Resolving to Find the Right E-Mail Address................................................99 Understanding how Outlook verifies addresses ..............................99 Searching for an address in your address book.............................101
Sending Carbon Copies (Ccs) and Blind Carbon Copies (Bccs) ............103 Formatting Text to Make Your Messages Stand Out................................104
Understanding message formats: HTML, RTF, and plain text.......104 Applying formatting to a message....................................................106
Attaching a File to a Message .....................................................................108 Best practices for working with attachments.................................108 Attaching files .....................................................................................109
Saving a Message So You Can Send It Later..............................................111 Saving a draft ......................................................................................111 Changing the Drafts folder ................................................................112
Chapter 2: Reading and Replying to E-Mail . . . . . . . . . . . . . . . . . . . . .113
Finding the Messages You Want to Read: Changing the View ................113 Dealing with E-Mails That Use Pictures.....................................................114 Opening E-Mail Attachments ......................................................................116 Saving E-Mail Attachments .........................................................................117 Replying versus Replying to All..................................................................118 Controlling how text is quoted in a reply........................................120 Adding your name to a reply ............................................................122 Viewing a conversation......................................................................123 Forwarding an E-Mail ...................................................................................125 Resending an E-Mail Message.....................................................................125Chapter 3: Making Your E-Mail Look Professional and Cool . . . . . .127
Checking Your Ignorance at the Door with Spellingand Grammar Checking ...........................................................................128 Checking spelling ...............................................................................129 Checking grammar .............................................................................132
Using Stationery to Add Flair .....................................................................134 Taking a stationery out for a test run ..............................................135 Selecting your everyday stationery .................................................136
Applying a Word Theme..............................................................................137 Applying a Color, Font, or Effects Set ........................................................138
Creating a custom set of colors or fonts .........................................139 Customizing your look.......................................................................141
Simply Colorizing the Background.............................................................142 Color is a solid choice .......................................................................142 Why not try a gradient, texture, pattern, or image? ......................143
Inserting an Image........................................................................................145
Outlook 2007 All-in-One Desk Reference For Dummies xii
Illustrating Your Point .................................................................................147 Tabling the notion ..............................................................................147 Charting the way ................................................................................148 Getting your message to take shape................................................149 Getting smart with SmartArt.............................................................150
Manipulating Objects...................................................................................152 Linking to the Outside World......................................................................154 Inserting an Outlook Item ...........................................................................156 Playing with Text..........................................................................................157
Adding headings and other QuickStyles .........................................157 Dealing with bulleted and numbered lists ......................................159 Placing text exactly where you want it with a text box.................159
Chapter 4: Repeating Yourself Easily with Signatures and Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .161 Adding Your Signature.................................................................................161 Creating a signature ...........................................................................162 Adding the signature to e-mail messages........................................165 Repeating the Same Stuff Over and Over..................................................166 Saving reusable text and images as a Quick Part...........................166 Inserting a Quick Part into an Outlook item ...................................168 Using a Template to Create a Reusable Message .....................................168 Book III: Über E-Mail ................................................171 Chapter 1: Controlling the Sending and Receiving of Messages . . .173 How Can I Tell If You Read This? ................................................................173 Making what you send look really important .................................174 Flagging messages for yourself.........................................................176 Tracking when messages are delivered and read ..........................177 Getting Out the Vote ....................................................................................179 Controlling Message Delivery.....................................................................181 Delaying when messages are sent....................................................182 Setting messages to expire after a certain date .............................182 Recalling and replacing messages....................................................183 Changing how Outlook tells you e-mail has arrived ......................185 Stopping a Long E-Mail Download .............................................................188 Chapter 2: When You Have to Know Now: Instant Messaging . . . . .189 Understanding the Magic ............................................................................189 Compatible IM Services...............................................................................190 Sending an Instant Message........................................................................191 Controlling Your Online Status...................................................................194
Table of Contents xiii
Chapter 3: Getting the Latest News Delivered Right to Your Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .195 Adding News Feeds......................................................................................196 Manually adding a news feed............................................................196 Adding a recommended feed ............................................................197 Adding a news feed through Internet Explorer ..............................199 Changing or removing a feed ............................................................201 Reading News Feeds ....................................................................................202 Sharing News Feeds .....................................................................................203 Sharing a feed by e-mail.....................................................................203 Importing/exporting a news feed list...............................................204 Chapter 4: Sending Mass Mailings . . . . . . . . . . . . . . . . . . . . . . . . . . . .205 Creating a Distribution List.........................................................................205 Using a distribution list to send e-mails ..........................................208 Making changes to a distribution list ..............................................208 Creating a Mass Mailing in Word Using Your Contacts ...........................209 Chapter 5: Managing Multiple E-Mail Accounts . . . . . . . . . . . . . . . . .213 Controlling Sending and Receiving ............................................................213 Creating Send/Receive groups..........................................................214 Now, let’s go get that mail! ................................................................218 Selecting Your Default E-Mail Account ......................................................220 Changing the Order in Which Accounts Are Checked ............................221 Sending from a Specific E-Mail Account....................................................222 Directing Incoming Mail to a Specific Folder............................................223 Directing Sent Messages to a Different Folder..........................................226 Having Replies Sent to Another Address ..................................................228 Dealing with Multiple People, Multiple Accounts,
and One Little Ol’ Computer ...................................................................229
Book IV: Working with the Calendar ...........................231
Chapter 1: Getting Familiar with the Calendar . . . . . . . . . . . . . . . . . . .233 Appointments, Meetings, and Events — What’s the Difference? ...........233 Understanding Day/Week/Month View .....................................................234 Day view ..............................................................................................235 Week view............................................................................................238 Month view..........................................................................................239 Navigating around the Calendar ................................................................241 Creating a Complete Appointment ............................................................243 Dealing with a Reminder When It Rears Its Ugly Head............................247 Planning an All-Day Event ...........................................................................247
Outlook 2007 All-in-One Desk Reference For Dummies xiv
Chapter 2: Going Further with the Calendar . . . . . . . . . . . . . . . . . . . . .251 Scheduling a Recurring Appointment, Meeting, or Event.......................251 Making Changes to a Recurring Item.........................................................253 Changing Appointments or Events ............................................................254 Removing an Appointment or Event..........................................................255 Reorganizing Your Time ..............................................................................256 Adding Holidays to the Calendar ...............................................................258 Creating Your Own Holiday List .................................................................260 Chapter 3: Calendar Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . .263 Sharing Your Calendar via Exchange.........................................................264 Sharing a calendar with everyone....................................................264 Sharing a calendar with specific people..........................................266 Changing permissions or stopping sharing ....................................269 Viewing Someone Else’s Calendar..............................................................270 Accessing someone’s main Calendar folder ...................................270 Accessing someone’s custom calendar...........................................273 Managing Your Time ....................................................................................274 Creating a Group Schedule .........................................................................277 Forwarding Appointments to Others ........................................................280 Sharing a Calendar in iCalendar Format ...................................................281 Inserting Calendar Information into an E-Mail .........................................283 Publishing a Calendar to Microsoft Office Online....................................286 Publishing a Calendar to Any Web Server ................................................290 Sharing a Calendar through Google...........................................................292 Exporting one of your calendars to Google Calendar ...................292 Importing a Google calendar ............................................................296 Subscribing to a Google calendar ....................................................298 Chapter 4: All About Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .301 Scheduling a Meeting...................................................................................301 Scheduling a meeting on an Exchange network .............................302 Scheduling a meeting when you don’t use Exchange....................306 Changing a meeting............................................................................308 Canceling a meeting ...........................................................................311 Sending a Message to All Attendees ..........................................................313 Dealing with Meeting Requests ..................................................................314 Accepting, tentatively accepting, or declining a meeting .............314 Proposing a new meeting time..........................................................316 Automatically handling meeting requests ......................................318 Checking on Meeting Responses................................................................319 Accepting or declining a time proposed by others .......................320 Automatically handling meeting responses....................................322 Preventing replies for a meeting request ........................................323 Preventing time change proposals for a meeting request ............325
Table of Contents xv
Chapter 5: Making the Calendar Your Own . . . . . . . . . . . . . . . . . . . . .327 Creating Multiple Calendars .......................................................................328 Adding Internet Calendars ..........................................................................329 Displaying Multiple Calendars....................................................................332 Grouping Calendars by Type or Purpose..................................................334 Customizing the Calendar...........................................................................338 Establishing the work week and work days....................................338 Changing the time grid ......................................................................339 Setting the default reminder time ....................................................343 Changing the calendar color.............................................................344 Customizing the Date Navigator ................................................................345 Displaying the View List on the Navigation Pane.....................................348
Book V: Managing Contacts .......................................349
Chapter 1: Getting in Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .351 Adding a Complete Contact ........................................................................351 Changing Contact Information ...................................................................355 Basing a Contact on an Incoming E-Mail ...................................................357 Creating Another Contact from the Same Company ...............................358 Getting Rid of Duplicate Contacts..............................................................359 Chapter 2: Working with Your Contacts . . . . . . . . . . . . . . . . . . . . . . . .363 Picking a View That Suits Your Needs .......................................................363 Locating a Contact .......................................................................................365 Viewing a Map to a Contact’s Address ......................................................368 Browsing to a Contact’s Web Page.............................................................369 Calling a Contact ..........................................................................................371 Viewing Activity Associated with a Contact.............................................374 Chapter 3: Dealing with Business Cards . . . . . . . . . . . . . . . . . . . . . . . .375 Editing a Contact’s Business Card .............................................................375 Creating a Reusable Business Card ...........................................................378 Creating a new business card template...........................................378 Using a template to create a new contact .......................................380 Applying a new template to an old contact ....................................380 Sharing Business Cards ...............................................................................381 Creating a Contact from a Business Card Sent to You.............................382 Displaying More Business Cards................................................................383 Chapter 4: Contacts Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . .385 Sharing Your Contacts .................................................................................385 Sharing contacts with everyone.......................................................386Outlook 2007 All-in-One Desk Reference For Dummies xvi
Viewing Contacts Shared by Others ..........................................................392 Accessing someone’s main Contacts folder....................................392 Accessing someone’s custom Contacts folder ...............................393
Book VI: Tracking Tasks, Taking Notes, and Recording Items in the Journal.............................395
Chapter 1: Creating Tasks with the To-Do Bar . . . . . . . . . . . . . . . . . . .397 Using the To-Do Bar to Track Tasks...........................................................397 Turning an incoming e-mail into a To-Do bar item.........................399 Turning a contact into a To-Do bar item .........................................401 Setting the Quick Click Flag ........................................................................402 Changing the Flag You’ve Assigned ...........................................................403 Changing the Task Name on the To-Do Bar ..............................................404 Dealing With To-Do Items You’ve Finished
or No Longer Want to Flag.......................................................................404 Marking a To-Do item as finito..........................................................404 Removing a flag instead of marking it complete ............................405 Deleting a To-Do item.........................................................................406
Finding Flagged Messages...........................................................................406 Customize the To-Do Bar ............................................................................408 Creating a Task Using the Daily Task List in the Calendar......................410
Chapter 2: Dealing with More Complex Tasks . . . . . . . . . . . . . . . . . . .413 Creating a Detailed Task..............................................................................413 Turning an e-mail into a task.............................................................416 Linking an appointment or meeting to a task .................................416 Scheduling a Recurring Task ......................................................................417 Working with Tasks ......................................................................................419 Changing the color of overdue tasks ...............................................420 Sorting and rearranging tasks...........................................................421 Updating what you’ve done ..............................................................422 Marking a task as complete...............................................................422 Using To-Do List view.........................................................................423 Chapter 3: Spreading the Joy: Task Assignments . . . . . . . . . . . . . . . .425 Assigning a Task to Someone Else .............................................................425 Reclaiming a Task You Tried to Reassign..................................................428 Checking the Progress of an Assigned Task .............................................429 Dealing with Task Assignments Sent to You .............................................431 Accepting or declining a task............................................................432 Sending a status report on an assigned task ..................................433 Reassigning a reassigned task ..........................................................435
Table of Contents xvii
Forwarding a Task Instead of Reassigning It ............................................436 Sharing Your Tasks List ...............................................................................438
Sharing tasks with everyone.............................................................439 Sharing tasks with specific people...................................................441 Changing permissions or stopping sharing ....................................443
Viewing Tasks Shared by Others................................................................444 Accessing someone’s main Tasks folder .........................................444 Accessing someone’s custom task folder .......................................445
Chapter 4: Taking Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .447