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.

Outlook displays both sets of mail folders, as shown in Figure 1.

Figure 1 When you add another user’s mailbox to your account, Outlook shows both sets of mail folders.

To send a message as a delegate on behalf of the owner, start a new message or reply to or forward an existing message in one of the owner’s message folders. Make sure the From field is displayed by choosing Options, Show From. Type the owner’s name into the From field, and then fill out and send the message normally. When the recipient receives the message, the From field data has the following format:

Delegate Name on behalf of Owner Name

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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.

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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.

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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.


Figure 1 In the Delegate Permissions dialog box, specify the permissions for each folder you want the selected delegate to access on your behalf.

5. For each folder you want the delegate to access, use the associated list to set the user’s permissions on that folder:
   • Reviewer-The delegate can only read items.
   • Author-The delegate can create and read all items but can edit and delete only the delegate’s own items.
   • Editor-The delegate can create, read, edit, and delete all items.
6. If you want Outlook to send a message to the delegate outlining the permissions you set, click to activate the Automatically send a message to delegate summarizing these permissions check box.
7. If you want the delegate to also see those items that you marked as private, click to activate the Delegate can see my private items check box.
8. Click OK to return to the Options dialog box.
9. Click OK.

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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.
3. Use the Date Range list to select the dates you want to send (Today, Tomorrow, Next 7 Days, Next 30 Days, Whole Calendar, or Specify Dates).
4. Use the Detail list to select how much appointment detail you want the other user to see:
   • Availability Only-Outlook shows only your time as Free, Busy, Out of Office, and so on. No appointment details display in the Calendar.
   • Limited Details-Outlook includes your availability as well as the Subject line of each appointment.
   • Full Details-Outlook includes your availability, the Subject line of each appointment, and appointment details such as the Location.
5. If you choose Availability only in Step 4, you can also click to activate the Show time within my working hours only to limit the Calendar to the hours between 8 AM and 5 PM.

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To change your default working hours, choose Tools, Options, and then click Calendar Options to open the Calendar Options dialog box. Use the Start Time list to select the start of your working day, use the End Time list to select the end of your working day, and then click OK in the open dia­log boxes.

6. Click Show to display the advanced options.
7. If you selected either Limited Details or Full Details in Step 4, you can click to acti­vate the Include Details of Items Marked Private check box to include private appoint­ments in the Calendar.
   • Daily Schedule-Shows your complete daily schedule, include unscheduled time.
   • List of Events-Shows only your appointments.
8. If you selected Full Details in Step 4, you can click to activate the Include Attachments Within Calendar Items check box to include appointment attachments in the Calendar.
9. Use the E-mail Layout list to select how you want the Calendar items to display in the message:

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To mark an appointment as private, open it and then choose Appointment, Private (in the Options group).

10. Click OK. Outlook gathers the Calendar data, and then it creates a new HTML email message with the Calendar data attached as an iCalendar file and displayed within the body of the message.
11. Address the message, add any body text you think is necessary, and then send the message.

Figure 2 shows Calendar data received in a message.

Figure 2 Calendar data sent via email.

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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.

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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.

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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.

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• 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:

• Open Contact-Click this button to open the Contact window for the current contact.
• Dialing Properties-Click this button to select or change the dialing properties for Windows.
• Create New Journal Entry When Starting New Call-Activate this check box to create an entry in Outlook’s Journal for this call.
• Dialing Options-Use this button to set up speed-dial numbers, discussed later in this section.

Figure 1 Use the New Call dialog box to configure and ini­tiate the contact phone call.

When you’re ready to dial, click Start Call. When the Call Status reads Connected, pick up the phone and proceed with your call. When you’re done, click End Call.

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Outlook keeps track of the last seven calls you dialed.To redial one of these numbers, choose Actions, Call Contact, Redial or drop down the toolbar’s Dial list and then click Redial. Click the number to redial from the menu that displays.

NOTE

If you want to phone someone not in your Contacts list, choose Actions, Call Contact,New Call (or press Ctrl+Shift+D) to display the New Call dialog box.Type the phone number into the Number text box and then click Start Call.

You may find that you have several contacts that you call the most. Rather than always right-clicking or opening these contacts to call them, you can place them on Outlook’s Speed Dial list, which enables you to initiate calls to those contacts with just a few mouse clicks. Here are the steps to follow to set up a Speed Dial number:

1. 1 Press Ctrl+Shift+D to open the New Call dialog box. (Actually, you can use any method you want to display this dialog box. Unfortunately, Outlook gives you no direct method of defining a specific number as a Speed Dial number. It would be nice if we had an Add to Speed Dial command, but there isn’t one.)
2. 2 Click the Dialing Options button. Outlook opens the Dialing Options dialog box, as shown in Figure2.
3. 3 Type the person’s name in the Name text box.
4. 4 Type the person’s phone number in the Phone number text box.
5. 5 Click Add.


Figure 2 Use the Dialing Options dialog box to add a number to Outlook’s Speed Dial list.

6. 1 Repeat Steps 3-5 to add other numbers to the Speed Dial list. You can add up to 20 entries.
7. 2 Click OK to return to the New Call dialog box.
8. 3 Click Close.

To start a Speed Dial call, you have two choices:

• Choose Actions, Call Contact, Speed Dial (or drop down the toolbar’s Dial list and choose Speed Dial). In the menu that appears, click the person you want to call.
• Display the New Call dialog box, pull down the Contact list, and then click the person you want to call.

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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:

1. Choose View, Current View, Define Views. The Custom View Organizer dialog box displays.
2. Click New. The Create a New View dialog box displays.
3. Use the Name of New View text box to name the view (for example, By Field, where Field is the name of the field you want to modify), make sure Table is selected in the Type of View list, and then click OK. The Customize View dialog box displays.
4. Click Group By to display the Group By dialog box.
5. In the Group Items By list, click the field you want to modify.
6. Click OK to return to the Customize View dialog box.
7. Click OK to return to the Custom View Organizer dialog box.
8. In the Views for folder ‘Contacts’ list, click your new view.
9. Click Apply View.

With your contacts grouped on the field you want to work with, you are now ready to make the change. Here are the steps to follow:

1. Choose View, Expand/Collapse Groups, Collapse All Groups. The Contacts folder now shows only the group headers.
2. Locate the group that contains the contacts you want to edit, and then expand that group by clicking its plus sign (+).
3. Edit the field in the group’s first contact. Outlook immediately adds a new group for the edited data and moves the first contact into that group.
4. Drag the group header for the rest of the Contacts with the old data and drop it on the group header for the new data (see Figure 1). Outlook updates all the Contacts with the new field data.

Figure 1 When you drag one group into another, Outlook updates the group field to the value in the new group.

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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.
5. Click Condition. Outlook opens the Filter dialog box (see Figure 1).


Figure 1 Use the Filter dialog box to set up the condition or conditions under which Outlook applies your automatic formatting rule.

6. In the Search for the word(s) text box, type one or more keywords that you want Outlook to match. Note that if you enter two or more words, the appointment must match all the words to satisfy the condition.
7. Use the In list to click where you want Outlook to search for the keywords: Subject Field Only, Subject and Notes Fields, or Frequently-Used Text Fields.
8. If you want to color-code appointments and meetings created by another person, click Organized By and then select a contact.
9. If you want to color-code appointments and meetings that have a particular attendee, click Attendees and then select a contact.
10. If you want to color-code appointments by time, use the Time lists to select an opera­tor (Starts, Ends, Created, or Modified) and a time (such as Tomorrow or Next Week).
11. Click OK to return to the Automatic Formatting dialog box.
12. Click OK to put the new rule into effect.

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