Introduction 1 Outlook: What Is It Good For? 1 About This Book 2 About Version Numbers 3 Foolish Assumptions 4 Interface Conventions Used in This Book 4 Dialog boxes and windows 5 Ribbons and tabs 6 Keyboard shortcuts 7 Icons Used in This Book 8 Beyond the Book 8 Part 1: Getting Started With Outlook 9 Chapter 1: A First Look at Outlook 11 Why Outlook? 11 Doing (Almost) Anything with a Few Clicks 12 Switching to the Simplified Ribbon 13 Using Email: Basic Delivery Techniques 14 Reading email 14 Answering email 15 Creating new email messages 16 Sending a file 16 Maintaining Your Calendar 18 Entering an appointment 18 Managing your schedule 20 Adding a Contact 20 Entering a Task 21 Taking Notes 23 Chapter 2: Taking a Tour of the Outlook Interface 25 How Outlook Fits Into the Office Picture 25 Exploring Outlook''s Main Screen 26 Moving between modules 27 Using the Folder pane 29 Changing views in a module 30 Working with the To-Do bar 31 Working with the Daily Task List 32 Taking a peek 33 Navigating folders 33 Taking Control with the Ribbon 35 Viewing ScreenTips 36 Using the New Item(s) button 37 Finding Things in a Flash with Search 38 Simple searching 38 Advanced searching 39 Getting Help 41 Just do it for me! 41 Just tell me what to do! 42 Chapter 3: Getting on the Fast Track with Handy Shortcuts 43 Learning the Value of Dragging 43 Creating Other Outlook Items from Email Messages 45 Creating a task from an email message 45 Scheduling an appointment from an email message 48 Creating a new contact from an email message 50 Creating Email Messages from Other Items 51 Creating an email from a contact 51 Creating an email from an appointment 52 Keeping the Interface Simple 53 Zen of the Right Button 55 Part 2: Taming The Email Beast 57 Chapter 4: Email Essentials 59 Front Ends and Back Ends 59 Creating Messages 60 The quick-and-dirty way 60 The slow but complete way 61 Blind copying for privacy 64 Formatting a message 64 Setting the message importance 65 Setting sensitivity 66 Setting other message options 67 Adding an Internet link to an email message 68 Dictating a message 68 Reading and Replying to Email Messages 69 Viewing previews of message text 70 Sending a reply 72 Resending messages 74 Read it to me! 75 That''s Not My Department: Forwarding Email 76 Deleting Messages 78 Saving a Draft of a Message 79 Saving a Message as a File 79 Chapter 5: Taking Email to the Next Level 81 Nagging by Flagging 82 One-click flagging 82 What kind of flagging have you got? 83 Setting a flag''s status 84 Setting flags for different days 84 Changing the default flag date 85 Adding a reminder to a flag 86 Attaching a flag to an outgoing message 87 Changing the date on a reminder 89 Saving Copies of Your Messages -- or Not 89 Setting Your Reply and Forward Options 90 Adding Comments to a Reply or a Forward 92 Sending Attachments 93 Sending a file from Outlook 93 Sending a file from another application 95 Emailing Screenshots 98 Creating Signatures for Your Messages 99 Translating a Foreign-Language Message 102 Chapter 6: Conquering Your Mountain of Messages 103 Organizing Folders 104 Creating a new mail folder 104 Moving messages to another folder 106 Organizing Your Email with Search Folders 107 Setting up a search folder 107 Using a search folder 109 Deleting a search folder 109 Playing by the Rules 110 Creating a rule: the complete method 110 Creating a rule: the quick method 114 Running a rule 115 Filtering Junk Email 116 Fine-tuning the filter''s sensitivity 116 Filtering your email with sender and recipient lists 118 Filtering domains 120 Archiving for Posterity 121 Setting up AutoArchive 122 Setting AutoArchive for individual folders 123 Starting the archive process manually 125 Finding and viewing archived items 126 Closing the archive data file 128 Arranging Your Messages 128 Filtering your messages 129 Sorting your messages 129 Viewing conversations 132 Ignoring conversations 133 Cleaning up conversations 134 Simplifying Tasks Using Quick Steps 136 Creating and managing Quick Steps 140 Creating Quick Parts to save keystrokes 142 Chapter 7: Managing Multiple Email Accounts and Data Files 143 Choosing an Email Provider 143 Buying Your Own Domain Name 145 Setting Up Email Accounts in Outlook 146 Understanding POP3 vs. IMAP 146 Collecting the needed information for setup 147 Setting up an account using automatic settings 148 Setting up an account using manual settings 150 Sending Messages from Different Accounts 153 Modifying Mail Account Settings 155 Changing the basic account settings 155 Changing the mail server 156 Updating your stored email password 157 Managing Outlook Data Files 158 Removing an account from Outlook 158 Purging old data files 159 Moving a data file to another computer 160 Part 3: Keeping Track Of Contacts, Dates, Tasks, And More 165 Chapter 8: Your Little Black Book: Managing Your Contacts 167 Putting in Your Contacts: Names, Numbers, and Other Stuff.168 The quick-and-dirty way to enter contacts 168 The slow, complete way to enter contacts 169 Viewing Your Contacts 174 Sorting a view 175 Rearranging views 176 Using grouped views 177 Flagging Your Friends 179 Using Contact Information 181 Searching for contacts 181 Finding a contact from the Mail module 183 Forwarding a business card 184 Gathering People Into Groups 185 Creating a Contact group 185 Editing a Contact group 187 Using a Contact group 187 Adding pictures to contacts 188 Chapter 9: Organizing Your Schedule with the Calendar 191 Getting a Good View of Your Calendar 191 Choosing a view 192 Viewing calendar items 193 Time Travel: Viewing Different Dates in the Calendar 193 Meetings Galore: Scheduling Appointments 196 The quick-and-dirty way to enter an appointment 196 The complete way to enter an appointment 197 Changing an appointment''s date or time 199 Moving an appointment by dragging 199 Copying an appointment by dragging 200 Moving an appointment using the Appointment form 200 Adjusting the length of an appointment 201 Cancelling an appointment 203 Scheduling a recurring appointment 203 Changing a recurring appointment 205 Printing Your Appointments 206 Adding Holidays 208 Handling Multiple Calendars 209 Creating multiple calendars 210 Managing multiple calendars 211 Sharing Calendars 212 Sharing a calendar associated with an Exchange account 213 Accepting a calendar-share invitation 215 Calendar-sharing options for non-Exchange accounts 216 Chapter 10: Staying on Task: To-Do Lists and More 219 Entering New Tasks in the Tasks Module 220 The quick-and-dirty way to enter a task 220 The regular way to enter a task 221 Working with Tasks Folders 223 Tasks vs. To-Do List: What''s the difference? 223 Browsing a data file''s folders 225 Creating new Tasks lists 226 Renaming a Tasks list 227 Moving tasks between lists 227 Switching Up the View 228 Editing Your Tasks 230 The quick-and-dirty way to change a task 230 The regular way to change a task 231 Deleting a task 233 Managing Recurring Tasks 234 Creating a regenerating task 235 Skipping a recurring task once 236 Marking Tasks as Complete 237 Marking it off 237 Picking a color for completed or overdue tasks 238 Using the To-Do Bar (and List) 239 Viewing the Daily Task List 240 Working with the To-Do Module 242 Part 4: Taking Outlook To The Next Level 245 Chapter 11: Merging Mail From Outlook to Microsoft Word 247 Making Mailing Label Magic 248 Making and Using a Merge Template 253 Mastering Form Letter Formalities 254 Merging to Envelopes 257 Merging to Email 258 Chapter 12: Integrating Outlook with Google and iCloud 261 Integrating Google Calendar with Outlook 262 Subscribing to a Google Calendar in Outlook 262 Importing a Google Calendar into Outlook 264 Accessing Gmail Contacts in Outlook 266 Integrating Outlook with iCloud 269 Installing the iCloud app on your PC 269 Setting up Outlook to work with iCloud 271 Using iCloud content in Outlook 272 Chapter 13: Outlook for iOS and Android Devices 273 Understanding the Mobile Difference 274 Accessing Mobile Email 275 Setting up Outlook on a mobile device 275 Reading email 275 Replying to email 276 Composing email 277 Archiving, scheduling, and deleting email messa.