1389 Office 2011 for Mac All in One For Dummies

   ng Easier! Making Everythi

  Office 2011 ® for Mac

  N E A L L - I N - O

BOOKS BOOKS

  IN

  5

  1 • Introducing Office 2011 • Word 2011 ® • Excel 2011 ® • PowerPoint 2011 ® • Outlook 2011

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  by Geetesh Bajaj and James Gordon Microsoft MVPs

  Office 2011 for Mac ® A L L - I N - O N E FOR

  DUMmIES ‰

  ® ® Offi ce 2011 for Mac All-in-One For Dummies Published by Wiley Publishing, Inc.

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  About the Authors

Geetesh Bajaj has been creating Microsoft Offi ce documents, presentations,

  and templates for over a decade now. His activities span three fronts: ✦ ✦ Authoring books on PowerPoint and other Microsoft Offi ce programs. ✦ Training enterprise customers to create and deliver better presentations. Geetesh has been a Microsoft-awarded Most Valuable Professional (MVP) for over ten years, and he is based out of Secunderabad, India.

  James Gordon is a lead programmer/analyst at the University at Buffalo

  where he also teaches workshops on Microsoft Offi ce and other technolo- gies. For more than ten years, Microsoft has presented its Most Valuable Professional (MVP) award to James for his contributions to technical com- munities.

  James has written several programs, including the popular InsertPicture add-in that runs in PowerPoint for Mac, and he’s a member and past-presi- dent of ProMac Users Group, Inc. in Buffalo, NY.

  Dedication To Steve Jobs, Bill Gates, Mac loyalists, and switchers everywhere.

  Authors’ Acknowledgments We thank the divine, and other mere mortals with divine abilities.

  Special thanks to everyone at Wiley for helping us put this book together. Acquisitions editor Kyle Looper and project editor Jean Nelson kept every- thing on track. Thanks go to the editorial team, including copy editor Virginia Sanders and technical editor Echo Swinford. Like Geetesh and James, Echo is a Microsoft PowerPoint MVP.

  Thanks also to SharePoint MVP Uday Ethirajulu and Microsoft Messenger MVP Jonathan Kay for graciously co-authoring fi les so we could get screen shots. Thanks go to our families and friends for allowing us to focus on our writing without deserting us. We express our appreciation to them all.

  Geetesh wishes to thank his offi ce staff who helped him take the time off to write this book as well as the amazing bunch of other Microsoft MVPs who are too numerous to be listed here. Jim wishes to extend special thanks to the University at Buffalo Libraries for allowing leave to work on the book. The University at Buffalo is truly one of the best places to work or attend university. We thank the Macintosh Business Unit of Microsoft, who created the subject matter of the book, and Microsoft Corporation for the awesome MVP pro- gram, without which it is unlikely the authors would been able to meet and collaborate. And we also thank Apple for creating an enriching OS platform.

  Finally, both the authors thank each other!

  Publisher’s Acknowledgments .

  

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outside the U.S. at 317-572-3993, or fax 317-572-4002. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development

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  Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Composition Services Debbie Stailey, Director of Composition Services

  Contents at a Glance

Introduction ................................................................ 1

Book I: Introducing Office 2011 ................................... 5

  Chapter 1: Going Over the Preliminaries ........................................................................ 7 Chapter 2: Interfacing with Offi ce .................................................................................. 21 Chapter 3: Traversing the Toolbox ............................................................................... 39 Chapter 4: Working with Files ........................................................................................ 51 Chapter 5: Getting SmartArt ........................................................................................... 67 Chapter 6: Selecting and Formatting ............................................................................. 75 Chapter 7: Formatting Pictures ...................................................................................... 97 Chapter 8: Inserting Media ........................................................................................... 117 Chapter 9: Fancy Text Boxes ........................................................................................ 135 Chapter 10: Common Tools That Make Life Easier ................................................... 143 Chapter 11: Making Great Tables ................................................................................. 163 Chapter 12: Using VBA .................................................................................................. 171 Book II: Word 2011 ................................................. 193 Chapter 1: Exploring Word’s Interface ........................................................................ 195 Chapter 2: An Open and Shut Case .............................................................................. 221 Chapter 3: Formatting and Typography ..................................................................... 235 Chapter 4: Working with Document Layout ............................................................... 255 Chapter 5: Collaborating on and Proofi ng Documents ............................................. 275 Chapter 6: Making Great Tables and Charts .............................................................. 299 Chapter 7: Saving Time in Word .................................................................................. 325 Chapter 8: Advanced Word Stuff ................................................................................. 345 Chapter 9: Printing for Posterity .................................................................................. 373 Chapter 10: Managing a Mail Merge ............................................................................ 383 Book III: Excel 2011 ................................................ 405 Chapter 1: Working Every Day in Excel....................................................................... 407 Chapter 2: Opening and Saving Files in Excel ............................................................ 419 Chapter 3: Getting into Cells and Worksheets ........................................................... 427 Chapter 4: Formatting and Conditional Formatting .................................................. 451 Chapter 5: Making, Formatting, and Filtering a Table ............................................... 471 Chapter 6: Making Charts ............................................................................................. 485 Chapter 7: Controlling Excel ......................................................................................... 503

  Chapter 8: Delving Deeper into Data ........................................................................... 519 Chapter 9: Sharing and Collaborating ......................................................................... 529 Chapter 10: Making Forms in Excel ............................................................................. 543 Chapter 11: Printing in Excel ........................................................................................ 563 Book IV: PowerPoint 2011 ....................................... 575 Chapter 1: Profi ling PowerPoint’s Interface ............................................................... 577 Chapter 2: Opening and Saving a Presentation .......................................................... 591 Chapter 3: Feeling at Home on the Ribbon ................................................................. 599 Chapter 4: Adding Audio and Movies .......................................................................... 621 Chapter 5: Designing Masters, Slide Layouts, and Themes ...................................... 631 Chapter 6: Applying Animation .................................................................................... 645 Chapter 7: Delivering Your Presentation .................................................................... 665 Chapter 8: Printing, Sharing, and Coauthoring Presentations ................................. 687 Book V: Outlook 2011 .............................................. 701 Chapter 1: Upgrading to Microsoft Outlook ............................................................... 703 Chapter 2: Using Common Outlook Tools .................................................................. 723 Chapter 3: Mastering Mail ............................................................................................. 729 Chapter 4: Crafting Your Calendar .............................................................................. 751 Chapter 5: Keeping Up with Contacts ......................................................................... 763 Chapter 6: Keeping Track of Your Day ........................................................................ 771 Index ...................................................................... 779

  Table of Contents

Introduction ................................................................. 1

Book I: Introducing Office 2011 ................................... 5

  Chapter 1: Going Over the Preliminaries . . . . . . . . . . . . . . . . . . . . . . . . . .7 Jumping into Offi ce 2011 ................................................................................. 7 Upgrading from Previous Versions of Offi ce ................................................ 9 Installing Offi ce, Sweet! ................................................................................. 11 Soaring with Cloud Computing .................................................................... 18 Chapter 2: Interfacing with Offi ce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21 Musing about Menus ..................................................................................... 21 Talking about Toolbars ................................................................................. 24 Customizing Menus and Toolbars in Word, Excel, and PowerPoint ....... 26 Riding the Ribbon .......................................................................................... 34 Chapter 3: Traversing the Toolbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39 Tinkering in the Toolbox .............................................................................. 39 Scrapbook: The Clipboard Evolves ............................................................. 40 Looking Things Up with Reference Tools ................................................... 44 Being Compatible .......................................................................................... 45 Customizing the Toolbox ............................................................................. 49 Chapter 4: Working with Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51 Opening Files .................................................................................................. 51 Searching for Files and Locations ............................................................... 53 Saving Files ..................................................................................................... 54 Saving and Using Templates ........................................................................ 56 Sharing and Collaborating with SkyDrive ................................................... 58 Saving to SharePoint ..................................................................................... 64 Sharing via E-Mail .......................................................................................... 65 Chapter 5: Getting SmartArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67 Smiling with SmartArt ................................................................................... 67 Making Organization Charts ......................................................................... 72 Chapter 6: Selecting and Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . .75 Selecting Objects ........................................................................................... 75 Understanding Formatting Basics ............................................................... 77 Formatting with the Ribbon ......................................................................... 77 Formatting with the Format Shapes Dialog ................................................ 83

  Office 2011 for Mac All-in-One For Dummies x

  Chapter 7: Formatting Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97 Formatting Pictures Using the Ribbon ........................................................ 97 Applying Picture Styles ............................................................................... 110 Working in Layers ........................................................................................ 111 Chapter 8: Inserting Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117 Activating the Media Browser .................................................................... 117 Browsing Your Photos ................................................................................ 118 Browsing Audio ............................................................................................ 119 Browsing Movies ......................................................................................... 121 Browsing Clip Art ......................................................................................... 122 Browsing Symbols ....................................................................................... 127 Browsing Shapes .......................................................................................... 130 Chapter 9: Fancy Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135 Making a Text Box ....................................................................................... 135 Formatting Text Boxes with the Ribbon ................................................... 136 Formatting Text Boxes with the Format Text Dialog .............................. 139 Chapter 10: Common Tools That Make Life Easier. . . . . . . . . . . . . . . .143 Proofi ng Your Spelling and Grammar ....................................................... 143 Understanding Themes and Templates .................................................... 145 Sharing Files in Other Formats .................................................................. 149 Getting Mathematical with Equations ....................................................... 150 Connecting with Messenger and Communicator .................................... 154 Becoming Undone ....................................................................................... 157 Hyperlinking ................................................................................................. 157 Chapter 11: Making Great Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .163 Making a Table ............................................................................................. 163 Choosing Table Options ............................................................................. 166 Formatting with Table Styles ..................................................................... 168 Chapter 12: Using VBA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171 Discovering VBA .......................................................................................... 171 Displaying the Developer Ribbon .............................................................. 172 Using Offi ce Add-Ins .................................................................................... 173 Installing Add-Ins ......................................................................................... 174 Exploring the Visual Basic Editor .............................................................. 175 Displaying Your Macros ............................................................................. 189 Recording Macros ....................................................................................... 189 Adjusting VBE Preferences ......................................................................... 190

  Table of Contents xi

Book II: Word 2011 .................................................. 193

  Chapter 1: Exploring Word’s Interface . . . . . . . . . . . . . . . . . . . . . . . . . .195 Opening Word for the First Time ............................................................... 195 Opening the Word Document Gallery ....................................................... 196 Choosing a View .......................................................................................... 198 Working in Print Layout View .................................................................... 199 Taking Notes in Notebook Layout View ................................................... 203 Designing in Publishing Layout View ........................................................ 208 Making the Most of Toolbars and Menus ................................................. 210 Making Word Behave the Way You Want It To ........................................ 211 Reading and Working in Full Screen View ................................................ 217 Chapter 2: An Open and Shut Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . .221 Opening the World in Word ....................................................................... 221 Saving Word Documents ............................................................................ 226 Changing Word’s Default Document ......................................................... 230 Being Compatible with Others ................................................................... 231 Chapter 3: Formatting and Typography. . . . . . . . . . . . . . . . . . . . . . . . . .235 Formatting Paragraphs ............................................................................... 235 Controlling Paragraphs ............................................................................... 237 Tinkering with Tabs .................................................................................... 239 Shooting Bullets and Numbing Numbers ................................................. 243 Dropping a Cap ............................................................................................ 250 Turning on Typography .............................................................................. 251 Chapter 4: Working with Document Layout. . . . . . . . . . . . . . . . . . . . . .255 Adding Pages ................................................................................................ 255 Confi guring Page Setup ............................................................................... 256 Ruling Margins ............................................................................................. 257 Arranging Text Layout ................................................................................ 259 Formatting Page Background and Borders .............................................. 260 Activating Gridlines ..................................................................................... 261 Tickling Footers and Watching Your Header ........................................... 262 Getting around with Bookmarks ................................................................ 264 Writing with Style ........................................................................................ 265 Using Organizer ........................................................................................... 269 AutoFormat as You Type ............................................................................ 271 Automatically Numbering Lines ................................................................ 273 Chapter 5: Collaborating on and Proofi ng Documents . . . . . . . . . . . .275 Keeping Track of Changes .......................................................................... 275 Coauthoring Simultaneously ...................................................................... 283 Casting a Spell Check .................................................................................. 289

  Office 2011 for Mac All-in-One For Dummies xii

  Chapter 6: Making Great Tables and Charts . . . . . . . . . . . . . . . . . . . . .299 Deciding Which Table Tools to Use .......................................................... 299 Making a Table ............................................................................................. 300 Basic Table Tips .......................................................................................... 304 Formatting Tables ....................................................................................... 306 Performing Table Manipulations ............................................................... 310 Handling Tables from the Web .................................................................. 318 Working with Charts ................................................................................... 319 This Is a Frame-Up! ...................................................................................... 320 Chapter 7: Saving Time in Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .325 Automating with AutoText ......................................................................... 325 Automating Long Document Chores ......................................................... 330 Inserting a Citation ...................................................................................... 341 Chapter 8: Advanced Word Stuff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .345 Wrapping Text around Objects ................................................................. 345 Positioning and Anchoring an Object ....................................................... 348 Flowing Text from One Text Box into Another ........................................ 350 Publishing Newspapers, Newsletters, and Periodicals ........................... 353 Having a Field Day ....................................................................................... 356 Managing Multiple Open Documents ........................................................ 361 Creating an Electronic Form ...................................................................... 362 Embedding All Kinds of Things .................................................................. 370 Chapter 9: Printing for Posterity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .373 Sizing Up Things with Page Setup ............................................................. 374 Printing Like a Pro! ...................................................................................... 376 Chapter 10: Managing a Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . .383 Making Magic with Mail Merge .................................................................. 383 Getting Good Data for Your Mail Merge ................................................... 385 Making a Form Letter .................................................................................. 389 Merging to Envelopes .................................................................................. 395 Making Labels .............................................................................................. 398 Book III: Excel 2011 ................................................. 405 Chapter 1: Working Every Day in Excel . . . . . . . . . . . . . . . . . . . . . . . . .407 Opening Excel for the First Time ............................................................... 407 Opening the Excel Workbook Gallery ....................................................... 408 Choosing a View .......................................................................................... 410 Customizing Keyboard Shortcuts .............................................................. 414 Working with Sheet Types .......................................................................... 415 Discovering and Setting Excel Preferences .............................................. 416

  Table of Contents xiii

  

Chapter 2: Opening and Saving Files in Excel . . . . . . . . . . . . . . . . . . .419

Working with Excel Workbook .xlsx Format ............................................ 419 Working with Various File Formats ........................................................... 420 Using AutoRecover ...................................................................................... 425

Chapter 3: Getting into Cells and Worksheets . . . . . . . . . . . . . . . . . . .427

Interacting with Excel ................................................................................. 427 Making Sense of Cursors ............................................................................ 433 Moving a Row or Column ........................................................................... 434 Dragging a Series of Text, Numbers, or Dates ......................................... 434 Using the Custom Lists Feature to Fill Cells ............................................. 436 Understanding General Format ................................................................. 438 Entering Cell Formulas ................................................................................ 440 Knowing When to Be Absolute, Relatively Speaking ............................... 446

Chapter 4: Formatting and Conditional Formatting . . . . . . . . . . . . . . .451

Formatting Cells ........................................................................................... 451 Formatting Dates and Times ...................................................................... 457 Conditional Formatting ............................................................................... 461 Adding a Picture to a Worksheet Background ......................................... 468

Chapter 5: Making, Formatting, and Filtering a Table . . . . . . . . . . . . .471

Listing the Table Rules ............................................................................... 471 Making a Table ............................................................................................. 472 Choosing Table Options ............................................................................. 473 Formatting Tables ....................................................................................... 473 Adding or Deleting Rows and Columns .................................................... 476 Sorting and Filtering in Tables and Worksheets ...................................... 476 Calculating Columns ................................................................................... 479 Managing Tables .......................................................................................... 480 Making a PivotTable .................................................................................... 481

Chapter 6: Making Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .485

Making a Chart in Excel .............................................................................. 485 Customizing a Chart with Ease .................................................................. 486 Saving Your Chart as a Template .............................................................. 488 Making Sparklines ........................................................................................ 488 Perfecting Your Chart ................................................................................. 490 Performing Chart Analysis ......................................................................... 492 Moving to a Chart Sheet ............................................................................. 496 Adding Charts in Other Applications ........................................................ 497

Chapter 7: Controlling Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .503

Copying and Pasting .................................................................................... 503 Moving and Copying Entire Sheets ........................................................... 507 Creating Camera Magic ............................................................................... 509

  Office 2011 for Mac All-in-One For Dummies xiv

  Hiding and Unhiding Worksheets, Rows, and Columns ......................... 510 Calculation Ordering with Nesting and Nest Building ............................ 511 Troubleshooting Formulas ......................................................................... 513

  Chapter 8: Delving Deeper into Data . . . . . . . . . . . . . . . . . . . . . . . . . . .519 Simplifying Database Jargon ...................................................................... 519 Performing a What-If Analysis .................................................................... 520 Getting Data from External Sources .......................................................... 522 Putting Tools to Work ................................................................................. 524 Using a Web Query ...................................................................................... 526 Chapter 9: Sharing and Collaborating . . . . . . . . . . . . . . . . . . . . . . . . . .529 Simultaneous Workbook Sharing .............................................................. 529 Reviewing with the Ribbon ......................................................................... 533 Commenting ................................................................................................. 534 Tracking Changes ........................................................................................ 537 Chapter 10: Making Forms in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . .543 Displaying the Developer Tab .................................................................... 543 Making More Tools Available ..................................................................... 544 Protecting Worksheets and Locking and Unlocking Cells ...................... 545 Making a Form on a Worksheet ................................................................. 547 Making a Form on a Dialog Sheet .............................................................. 561 Chapter 11: Printing in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .563 Setting Up Your Pages ................................................................................. 563 Choosing View Options ............................................................................... 564 Printing from Excel ...................................................................................... 565 Working with Headers and Footers ........................................................... 567 Making a Watermark ................................................................................... 570 Adjusting Print Quality ............................................................................... 571 Book IV: PowerPoint 2011 ........................................ 575 Chapter 1: Profi ling PowerPoint’s Interface . . . . . . . . . . . . . . . . . . . . .577 Opening the PowerPoint Presentation Gallery ........................................ 577 Choosing a View .......................................................................................... 579 Building and Editing Slides in Normal View ............................................. 580 Organizing Your Presentation in Slide Sorter View ................................ 582 Transitioning from One Slide to the Next ................................................. 585 Advancing to the Next Slide ....................................................................... 586 Making a Blank Presentation ...................................................................... 587 Setting PowerPoint Preferences ................................................................ 587 Taking Advantage of Notes Page View ...................................................... 587

  Table of Contents xv

  

Chapter 2: Opening and Saving a Presentation . . . . . . . . . . . . . . . . . .591

Opening Password-Protected Presentations ........................................... 591 Saving in Various Formats .......................................................................... 591 Saving as a Pile of Pictures ......................................................................... 597

Chapter 3: Feeling at Home on the Ribbon. . . . . . . . . . . . . . . . . . . . . . .599

Starting with a Title Slide ............................................................................ 599 Choosing a Slide Layout ............................................................................. 600 Working with Text Placeholders ............................................................... 602 Inserting More Content ............................................................................... 608 Formatting .................................................................................................... 611 Making and Formatting Tables .................................................................. 615

Chapter 4: Adding Audio and Movies . . . . . . . . . . . . . . . . . . . . . . . . . . .621

Adding an Audio Clip .................................................................................. 621 Adding a Movie ............................................................................................ 626 Dealing with Audio and Movie Odds and Ends ........................................ 630

Chapter 5: Designing Masters, Slide Layouts, and Themes . . . . . . . .631

Putting a Slide Master in Charge ............................................................... 632 Getting Your Bearings in Slide Master View ............................................ 633 Working with Slide Masters and Layouts ................................................. 635 Taking Note of Your Notes Master ............................................................ 638 Handling Handout Masters ......................................................................... 639 Making a Theme ........................................................................................... 640

Chapter 6: Applying Animation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .645

Applying an Animation Effect ..................................................................... 646 Bringing the Animations Tab of the Ribbon to Life ................................. 646 Choosing Animation Options ..................................................................... 647 Animating a Text Placeholder .................................................................... 649 Animating a SmartArt Graphic ................................................................... 654 Animating an Audio Clip or a Movie ......................................................... 658 Animating a Chart ........................................................................................ 660 Moving an Object along a Path .................................................................. 661

Chapter 7: Delivering Your Presentation . . . . . . . . . . . . . . . . . . . . . . . .665

Presenting to a Live Audience ................................................................... 665 Playing a Slide Show to Your Audience .................................................... 668 Using Presenter View .................................................................................. 673 Rehearsing and Recording Your Presentation ........................................ 675 Creating Versions with Custom Shows ..................................................... 676 Customizing Your Show’s Setup ................................................................ 678 Broadcasting a Presentation ...................................................................... 681

  Office 2011 for Mac All-in-One For Dummies xvi

  Chapter 8: Printing, Sharing, and Coauthoring Presentations . . . . . .687 Printing Your Presentations ....................................................................... 687 Exploring Sharing Options ......................................................................... 690 Commenting in a Presentation ................................................................... 693 Comparing Presentations ........................................................................... 694 Coauthoring Presentations Using SkyDrive or SharePoint .................... 696 Book V: Outlook 2011 .............................................. 701 Chapter 1: Upgrading to Microsoft Outlook. . . . . . . . . . . . . . . . . . . . . .703 Getting to Know Microsoft Outlook for Mac ............................................ 704 Opening Outlook for the First Time .......................................................... 705 Learning Your Identity ................................................................................ 706 Upgrading from Entourage 2008 or 2004 .................................................. 708 Switching from Windows Outlook to Mac Outlook ................................. 710 Upgrading from Apple Mail ........................................................................ 712 Upgrading from Gmail or Yahoo! Mail ...................................................... 713 Upgrading from Hotmail ............................................................................. 714 Importing Contacts from a Text File ......................................................... 714 Managing Accounts in an Identity ............................................................. 715 Managing Identities ..................................................................................... 720 Chapter 2: Using Common Outlook Tools. . . . . . . . . . . . . . . . . . . . . . . .723 Opening in Outlook’s Default Mail View ................................................... 723 Moving Around the Menu Bar .................................................................... 724 Tailoring the Toolbar for Quick Access .................................................... 725 Ringing in the Ribbon .................................................................................. 726 Changing Views ............................................................................................ 727 Watching Your Status ................................................................................. 728 Chapter 3: Mastering Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .729 Working in Mail View .................................................................................. 730 Customizing the Reading Pane .................................................................. 733 Finding and Setting Mail Preferences ........................................................ 733 Reconnoitering the Ribbon ........................................................................ 737 Reading Mail ................................................................................................. 742 Composing a Message ................................................................................. 744 Searching and Smart Folders ..................................................................... 747 Clobbering Junk Mail ................................................................................... 749 Automating with Rules ................................................................................ 749 Keeping on Schedule ................................................................................... 750

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