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Table of Contents
Introduction......................................................................................................... 2
Introduction
Microsoft® Outlook® version 2002 includes improvements for Microsoft
Exchange 2000 Server customers in the following areas:
• E-mail security
• General usability
• Workflow
• Calendaring
• Instant Messaging
• Online performance
• Offline synchronization
The e-mail screening function protects you in two ways. First, it screens all
incoming and outgoing messages for potentially harmful attachments, such as
.vbs files, which might be carrying virus code. The screening function then blocks
access to these unsafe attachments (Figure 1).
Figure 1 Notification that Outlook 2002 blocked access to an unsafe e-mail
message
Second, the e-mail security feature notifies you when a program other than
Outlook 2002 attempts to access your address book. This protection is vital
because many viruses that are spread through e-mail use the Outlook address
book to propagate themselves. If Outlook 2002 detects that another program is
attempting to access the address book, the following warning dialog box appears
(Figure 2).
You can either allow or deny the program access to your address book. If you
know that another program needs to access the address book, and you trust that
program (for example, if you use Microsoft Word to e-mail a document), you
should allow that program access. To allow access, in the warning dialog box,
click Yes. You can also set a limit on the length of time a program can have
access to your address book. To allow access for a limited time, select the Allow
access for check box, click the length of time in the Allow access for list, and
then click Yes.
If the warning appears unexpectedly, you should deny that program access. To
deny the program access, click No, and then alert an administrator about the
possible virus.
Outlook 2002 uses Word as the default e-mail editor and HTML as the default
e-mail format. It is now easier to take advantage of the rich text editing features
available in Word from within Outlook 2002. Increased performance, increased
stability, and a consistent user interface between Outlook 2002 and Word are a
few of the major improvements to using Word as the e-mail editor.
When you start to type e-mail addresses in the To, Cc, or Bcc boxes,
Outlook 2002 automatically completes the addresses if you have typed the
addresses before. This feature works whether you use Word or Outlook 2002 as
the e-mail editor.
Preview Pane
In Outlook 2002, the preview pane now includes the following improvements:
• The preview pane has a new field that displays attachments. To open an
attachment from the preview pane, double-click the attachment’s icon on the
preview pane header.
• The Accept and Decline buttons appear on the preview pane header when
you receive a meeting request. You no longer need to open the meeting
request to accept or decline it.
Outlook 2002 includes features that enhance and complement other Microsoft
Office XP applications (such as Word or Excel), which makes it easier to use
Mailbox cleanup is the process of moving old or oversized items from your Inbox
(or other server-based folders) to archive files to free up space in your mailbox.
In Outlook 2002, mailbox cleanup is simplified with the addition of the Mailbox
Cleanup dialog box (Figure 3). To access Mailbox Cleanup, on the
Outlook 2002 toolbar, click Tools, and then click Mailbox Cleanup.
You can perform the following tasks within Mailbox Cleanup to free up space in
your mailbox:
• To determine the size (in kilobytes) of your mailbox, in the top pane of
Mailbox Cleanup, click Click here.
• To find items older than a specified number of days or items that are larger
than a specified number of kilobytes, click the appropriate option, type a date
or a file size, and then click Find.
• To permanently delete items from the deleted items folder, click Empty. To
see the size of your deleted items folder, in the bottom pane of Mailbox
Cleanup, click Click here.
1. The author, who is also the document owner, distributes a document to a set
of reviewers.
2. In turn, each reviewer comments on the document and then forwards it to the
next reviewer. The last reviewer returns the document, with all comments, to
the owner.
3. The owner incorporates the reviewers’ comments into the original document.
• The built-in review cycle This method is new in Office XP. With this
method, you use the Send To Mail Recipient (for Review) command to
send the file out. When you receive responses from your reviewers, the Office
application automatically prompts you to merge the new versions of the file
with the original version.
Outlook 2002 adds features to Office XP applications so you can route documents,
spreadsheets, and presentations to a selected list of recipients for review. You can
specify that the file is sent to each recipient in turn, or that the document is sent
to all recipients simultaneously. After all the recipients review your document, you
can merge the revised document with the original, and track all the changes.
2. On the File menu, point to Send To, and then click Routing Recipient.
4. In Address Book, in the Type name or Select from List box, enter a
name, and then click To. Repeat this step for each additional recipient, and
then click OK.
Tip To change the order in which recipients receive the file, in the To
list, click the name you want to move up or down in the list, and then
click the appropriate Move arrow.
5. In the Subject and Message text boxes, type a subject and message about
the file you want to route.
6. If you want the recipients to receive the file in a specific sequence, in Route
to recipients, click One after another. If you want all of the recipients to
receive the file simultaneously, click All at once.
Note If you route a file to a group alias, all members of that group
alias receive the file simultaneously, even if you click One after
another, because members of a group alias are considered one
recipient. To route a file to members of a group alias one after another,
route it to the individual members instead of to the group alias.
7. If you want the file to be returned after the recipients have reviewed it, select
the Return when done check box. If you want to keep track of the status of
the document, select the Track status check box.
• To close Routing Slip without routing the file, click Add Slip.
• To route the file at a later time, open the file, and then, on the File menu,
point to Send To, and then click Next Routing Recipient.
Note To ensure the best possible merge results, on the Tools menu,
click Options. In Options, on the Security tab, select the Store
random number to improve merge accuracy check box.
1. In Word, Excel, or PowerPoint, open the revised file that you originally sent to
others for review.
3. In Compare and Merge Documents, click the original document, click the
Merge arrow, and then perform one of the following actions:
• To display the results of the comparison in a new file, click Merge into
new document.
The built-in review cycle, which you start with the Send To Mail Recipient (for
Review) command, differs in three main respects from the standard routing
method.
• A link, an attachment, or both a link and an attachment to the file. Use a link
if you want all of the reviewers to review the same centrally-stored file. Use
an attachment if you want each reviewer to have a copy of the file.
• Message text for the reviewer. This text varies depending on the location of
the file.
Second, Outlook 2002 automatically sends this message to all of the reviewers
simultaneously. The option to send the message to reviewers in a specific
sequence is not available.
Third, when you open the reviewed file or files, the Office application prompts you
to merge the changes with the original document. You do not need to use the
Compare and Merge Documents command (although, if you want to merge an
additional version at a later date, you can use Compare and Merge Documents
for that purpose).
1. In Word, Excel, or PowerPoint, on the File menu, point to Send To, and then
click Mail Recipient (for Review).
3. Type the reviewers’ addresses, as well as subject and message text, and then
click Send. Outlook 2002 simultaneously sends the e-mail message to all
reviewers.
4. When you receive revised files from the reviewers, you are automatically
prompted to merge changes. After you merge the files, use the reviewing
tools to accept or reject changes.
5. After you receive all feedback from the reviewers, or after you decide to no
longer accept feedback, use the End Review button to end the review cycle.
If you later decide that you want to merge additional changes into the file,
you can do so using the Compare and Merge feature.
Calendaring Enhancements
Outlook 2002 includes calendaring enhancements in the following areas:
• Coloring
• Group scheduling
• Reminder windows
Outlook 2002 now allows you to color calendar items so you can enhance the
organization of your appointments and meetings.
1. Click Calendar.
3. In Open Recurring Item, click Open the series, and then click OK.
1. Click Calendar.
3. In Automatic Formatting, click Add, and then type a name for the rule in
the Name box.
5. To specify the conditions under which the color is applied, click Condition.
If you receive a meeting request that conflicts with your schedule, you can
propose a new meeting time to the meeting organizer rather than declining the
request. Furthermore, if you and the other attendees are supported by Exchange,
you can view the free and busy times of each attendee before you submit the
new meeting time.
3. In the meeting request window, click Propose New Time (Figure 5).
4. Click a new time when all invitees are available, or click AutoPick Next to
automatically find the next available free time for all invitees.
6. In the message window, type any message text you want to include, and then
click Send.
Whenever you propose a new time for a meeting, the proposal is sent with a
default message that states you tentatively accept the meeting. However, you
can change this default message to state that you accept or decline the meeting
request.
3. In Calendar Options, in the Use this response when you propose new
meeting times list, click Tentative, Accept, or Decline, and then click OK.
Group Schedules
In Outlook 2002, you can save multiple group calendars for quick and easy access
to your team or conference room schedules.
You can view the free and busy times of your group, as well as send e-mail
messages to or set up appointments with your group.
After you click Schedules, the Group Schedules dialog box opens. In Group
Schedules, you can create a new group schedule, view an existing group
schedule, or delete an existing group schedule.
2. In Create New Group Schedule, type a name for the new group schedule,
and then click OK to open the new group schedule window (Figure 6).
3. To add group members, click Add Others, and then click either Add from
Address Book or Add Public Folder.
4. Select the member names or the public folders you want, and then click OK.
• In Group Schedules, click the group schedule you want to view, and then
click Open.
• In Group Schedules, click the group schedule you want to delete, and then
click Delete.
In Outlook 2002, you can share free and busy information with others over the
Internet. This feature makes it easy for you to schedule meetings with
Outlook 2002 users who do not share an Exchange server.
Regardless of how you publish your free and busy times, you can change how
often Microsoft Outlook publishes this information and for what period of time.
To specify how and where Outlook publishes your free and busy times
1. On the Tools menu, click Options, and then click Calendar Options.
3. To specify how often Microsoft Outlook automatically updates your free and
busy information on your e-mail server, enter a number in the Update
free/busy information on the server every x minutes box.
4. To specify how many months of free and busy data are available on the
server, enter a number in the Publish x month(s) of Calendar free/busy
information on the server box. You can publish up to 36 months of free
and busy schedule information.
5. In the Publish at my location box, type the name of the server where you
store your free and busy information.
Now, anyone to whom you give the location or who acquires the location through
other means can access your free and busy times.
When you use Outlook 2002 to open a contact card or view an e-mail message in
the preview pane, you can identify whether that person is online. You can then
immediately start an MSN Messenger session from within Outlook 2002. This
feature is active by default.
When you read an e-mail message sent by an Instant Messaging contact who is
online, Outlook 2002 displays the contact’s status on the InfoBar in the preview
pane (Figure 8).
You can also store a contact’s Instant Messaging address within that contact’s
properties (specifically, in the IM Address text box). For more information about
setting properties for contacts, see Microsoft Outlook 2002 online documentation.
When you send e-mail messages to or read e-mail messages from users outside
your network, Outlook 2002 determines if that person is online at that moment.
As a result, you may encounter long delays in the time it takes to look up that
person. To avoid these delays, shut down Instant Messaging in Outlook 2002
(shutting down Instant Messaging does not shut down MSN Messenger). When
you shut down Instant Messaging, you cannot send an instant message to a
contact directly from an e-mail message he or she sent or from an e-mail
message you are currently sending. Therefore, the following message is no longer
displayed within the e-mail message: "<contact’s name> is online. Click here to
send an instant message."
• Easily turn off or turn on all background send and receive tasks without
changing the offline state.
• Easily send and receive e-mail using multiple accounts, and configure
accounts to use different Dial-Up Networking settings.
• Easily send and receive e-mail using multiple folders (not just the Inbox).
For more information about these options, see the Microsoft Outlook 2002 online
documentation.
When a send and receive task takes a noticeable amount of time, Outlook
displays an improved progress dialog box. This dialog box provides more detailed
information about send and receive operations than was available in previous
versions of Outlook. The following sections describe additional improvements to
send and receive performance within Outlook 2002.
Fewer Delays
If Outlook 2002 cannot immediately complete an RPC, it notifies you of the delay.
The Requesting data from Microsoft Exchange Server dialog box (Figure 9)
displays the progress of the RPC, and provides you with the option of canceling
the call. For example, if Outlook 2002 cannot contact Exchange, you can cancel
the call and try again later.
To wait for the call to complete, minimize the dialog box and continue to work in
Outlook 2002. Continuing to work in Outlook was not possible in earlier versions
of Outlook. If you do not want the Requesting data from Microsoft Exchange
Server dialog box to interrupt your work, select the Always minimize this
message when a delay occurs check box.
If you frequently contact the Exchange server over a slow connection, you can
specify that Outlook 2002 never synchronize automatically during an online
session (for more information, see “Send and Receive Groups” later in this
document). This feature is particularly useful if you have Inbox rules set up that
direct messages sent on high-volume distribution lists into Inbox folders that are
not selected for local synchronization. You can now manage these folders without
experiencing delays caused by unwanted automatic synchronization. The
following sections describe additional improvements to offline performance within
Outlook 2002.
Send and receive groups can contain any combination of Exchange, POP3, IMAP,
and HTTP mail accounts, in addition to accounts from any other supported server
types.
• Filters and rules for all folders when you work offline.
3. In Send/Receive Group Name, type the name of the new send and receive
group, and then click OK (Figure 10).
6. In the list of folders, click Calendar, and then click Filter Selected Folder. If
you have not set up an offline folder for Outlook 2002, you are prompted to
do so at this time.
7. In Filter, on the More Choices tab, select the Only items with check box,
and, in the Only items with list, click no attachments, and then click OK.
8. In Send/Receive Settings, in the list of folders, click Inbox, and then click
Filter Selected Folder.
9. In Filter, on the More Choices tab, select the Only items with check box,
and, in the Only items with list, click no attachments, and then click OK.
11. In Offline Address Book, click No Details, and then click OK.
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