Ms Office Tune Up

If you’re a delegate with Editor or Author privileges, you have send-on-behalf-of permis­sion, meaning you can send new messages, replies, and forwards using the folder owner’s email account. Although you can do this by displaying a shared message folder, it’s much easier if you add the owner’s email account to your Exchange Server profile. Here’s how it’s done:

1. Choose Tools, Account Settings to open the Account Settings dialog box.
2. Click your Exchange Server account and then click Change. The Change E-mail Account dialog box displays.
3. Click More Settings to open the Microsoft Exchange dialog box.
4. Display the Advanced tab.
5. Click Add to open the Add Mailbox dialog box.
6. Type the owner’s name and click OK.
7. Click OK to return to the Change E-mail Account dialog box.
8. Click Next.
9. Click Finish to return to the Account Settings dialog box.
10. Click Close. Read the rest of this entry »

Popularity: 97% [?]

Earlier in this chapter you learned how to share a folder with permissions and with dele­gate access. If another Microsoft Exchange user has given you share permissions or dele­gate access, you can view the shared folder anytime you like. Here are the steps to follow:

1. Choose File, Open, Other User’s Folder to display the Open Other User’s Folder dia­log box.
2. Type the name of the person who shared the folder. If you’re not sure, click Name, use the Select Name dialog box to click the user, and then click OK.
3. In the Folder Type list, click the type of folder you want to access.
4. Click OK. Outlook displays the shared folder.

TIP

For the Calendar, Contacts,Tasks, Notes, and Journal folder, you can also click the Open Shared Folder link in the Navigation pane, where Folder is the type of folder (for example, Open Shared Calendar).

Figure 1 shows Outlook with another person’s Calendar folder open alongside the cur­rent user’s Calendar. Note that the other person’s Calendar appears in the Navigation Pane in the People’s Calendars section, so you can easily toggle the calendar on and off by acti­vating and deactivating its check box. (A check box for the user’s shared folder displays in the Navigation Pane for all nonmessage folders.)

Figure 1 A shared Calendar folder.

Technorati Tags: view shared folder, outlook 2007

Popularity: 88% [?]

It’s often handy to have another person send new messages, replies, and forwards on your behalf. For example, you may be stuck in a meeting when an important message comes through that must be responded to immediately. Similarly, you might have a deputy or team assistant that you want to give access to your Inbox folder while you’re not in the office.

You can do this by sharing your Inbox folder with the other person. However, that’s not ideal because other people access your shared folder as themselves. So, if an assistant accesses your shared Inbox and replies to one of your messages, the recipient will see that the reply came from your assistant, not you. If you want the other person to send messages that appear to come from you, and if you’re on an Exchange Server network or host, then you can give that person send-on-behalf-of permission on your Inbox folder. You do this by setting up the user as a delegate who has delegate access to your Inbox. Follow these steps:

1. Choose Tools, Options. Outlook opens the Options dialog box.
2. Choose the Delegates tab.
3. Click Add. Outlook opens the Add Users dialog box.
4. Click the user you want to assign delegate access, click Add, and then click OK. Outlook opens the Delegate Permissions dialog box for the user, as shown in Figure 1. Read the rest of this entry »

Popularity: 100% [?]

In a business environment, it’s often useful to share your Outlook data with other users. For example, if you have an assistant, you might want him to view your Outlook Calendar or Contacts. Similarly, the members of a team might need to see each other’s Calendar or Tasks.

TIP

If you want to share one of your contacts with another person, it’s often easier to email the contact information to that person.To do this,open the contact and choose Contact,Send (in the Actions group). If the recipient has Outlook, select In Outlook Format; if the recipient doesn’t have Outlook, select In Internet Format (vCard).

Sharing a Folder via Email

For the Calendar folder, an easy way to share is to email some or all of the Calendar details to another user. The other user receives an HTML message that includes the Calendar data. He can also open the attached calendar file to open the calendar in Outlook. Here are the steps to follow to email your Calendar:

1. In the Calendar folder’s Navigation Pane, click the Send a Calendar Via E-mail link. Outlook displays the Send a Calendar Via E-mail dialog box, shown in Figure 1.


Figure 1 Use the Send a Calendar Via E-mail dialog box to specify how much of your Calendar you want to send.

2. If you have more than one Calendar, use the Calendar list to select the one you want to send. Read the rest of this entry »

Popularity: 10% [?]

Hard copies of corporate phone directories are increasingly rare these days. That’s not sur­prising because it’s so much easier to maintain and distribute phone data electronically. However, there are still occasions when a physical directory is useful. For example, you might require a phone directory in a location (such as a warehouse) that doesn’t have a nearby computer. Similarly, you might want to print a directory of your contacts to leave by a phone in a room that doesn’t have a computer.

To print your Contacts folder as a phone directory, follow these steps:

1. 1 Select the contacts you want to include in the phone directory. (If you want to print all your contacts, don’t select any.)
2. 2 Choose File, Print (you can also press Ctrl+P or click the Print toolbar button). Outlook opens the Print dialog box.
3. 3 Use the Print Style list to click Phone Directory Style.
4. 4 To print just the selected contacts, click the Only Selected Items option.
5. 5 Use the Number of Copies spin box to specify how many copies to print.
6. 6 Click OK. Outlook prints the phone directory.

Technorati Tags: phone directory, contact in outlook 2007

Popularity: 26% [?]

In the old days (a few years ago!), if you had a contact located in an unfamiliar part of town or even in another city altogether, visiting that person required a phone call or email ask­ing for directions. You’d then write down the instructions, get written directions via email, or perhaps even get a crudely drawn map faxed to you. Those days, fortunately, are long gone thanks to a myriad of online resources that can show you where a particular address is located and even give you driving directions to get there from here (wherever “here” may be).

Even better, Outlook 2007 integrates with Microsoft’s Virtual Earth and Live Search ser­vices to generate a map of a contact’s location based on the person’s contact address. Follow these steps to use the Map feature:

1. Open the contact you want to work with.
2. In the Addresses section, on the drop-down list, click the address type you want to use (Business, Home, or Other).
3. Check the address to make sure it’s accurate.
4. Choose Contact, Map. Outlook opens Internet Explorer and sends the contact’s address to the Live Search service, as shown in Figure 1.

Figure 1 Clicking the Map button in a contact window loads the contact’s address into the Live Search service, which dis­plays a map of the con­tact’s location.

Technorati Tags: displaying map, contact address, outlook 2007

Popularity: 22% [?]

With digital cameras all the rage, sharing photos is as easy as emailing or, in the case of camera phones, making a phone call. This means it’s possible you may have a picture of a contact. If so, you can add that picture to the person’s contact data. Here’s how:

1. Open the contact.
2. Choose Contact, Picture, Add Picture, or click the Add Contact Picture button. The Add Contact Picture dialog box displays.
3. Select the picture you want to use.
4. Click OK. Outlook replaces the Add Contact Picture button with the picture you selected, as shown in Figure 1.

Figure 1 The contact with a pic­ture added.

Technorati Tags: contact picture, outlook 2007

Popularity: 7% [?]

Although email seems to have replaced the telephone as the contact medium of choice, it’s still often useful and necessary to call the people you work with. If your computer has a modem, then you can get Outlook to initiate the call for you and even make a note of the call in Outlook’s Journal folder. For this to work, you need to have a traditional (that is, not wireless) phone on your desk and your phone cables configured as follows:

• Run one phone cable from your modem’s “Line” jack to the phone jack on your wall.
• Run another phone cable from your modem’s “Phone” jack to your telephone.

Outlook gives you all kinds of ways to initiate a call, but the following two are the easiest:

• In the Contacts folder, right-click the contact and then click Call Contact.
• If the contact you want to call is already open, choose the Contact tab and click the top half of the Call split button (it’s in the Communicate group).

Outlook displays the New Call dialog box, shown in Figure 1. Before starting your call, you can use the following options in this dialog box: Read the rest of this entry »

Popularity: 9% [?]

It’s not unusual to have several contacts that have one or more fields in common. For example, if you deal with a number of people from a particular company, those contacts have the same value in the Company field, and they may also all have the same values in the Web Page Address, Business Phone Number, Business Fax, and Business Address fields.

What happens, however, when the value in a common field changes? For example, the company might change its name or move to a different address. If you only have a couple of contacts that are affected by the change, it’s no big deal to update the contact data by hand. However, what if you have half a dozen or more contacts with the same data? Updating all those contacts by hand is a tedious chore, at best. Fortunately, you can take advantage of a trick that enables you to edit all of the affected contacts at once.

You begin by organizing your Contacts folder into groups according to the field you want to change. The easiest way to do this is to select an existing view that corresponds to the changing field. For example, if you’re changing the Company field, then you’d click By Company in The Current View section of the Navigation Pane. If Outlook doesn’t have a view for the field you want to change, you can create it yourself: Read the rest of this entry »

Popularity: 30% [?]

If you have a lot of appointments, consider taking advantage of Outlook’s capability to color code-or categorize-important appointments. This means that you apply a particular category to the appointment, and Outlook changes the appointment’s background color to the color associated with the category. I showed you how to customize Outlook’s categories in “Creating Custom Color Categories”.

To set the category for an existing appointment, right-click the appointment, click Categorize (you can also click the Categorize toolbar button or choose Edit, Categorize), and then click the category.

Rather than color-coding appointments by hand, you can configure Outlook to automati­cally apply a color to an appointment based on one or more keywords in the appointment subject or notes field (or both). For example, you can set up Outlook to automatically apply a green background to appointments that include the word Budget in the subject or notes. This is called a rule, and you can create rules based on keywords, appointment times, meet­ing attendees, and other conditions.

Follow these steps to set up a rule that applies automatic color-coding:

1. Choose Edit, Automatic Formatting. Outlook opens the Automatic Formatting dialog box.
2. Click Add. Outlook creates a new, empty rule.
3. Type a Name for the new rule.
4. Use the Color list to click the color you want to apply to appointments that satisfy the new rule’s conditions. Read the rest of this entry »

Popularity: 56% [?]