This guide instructs the beginning to advance user on getting the most out of this powerful information tool. The personal training system offers easy-to-follow lessons that include clear objectives and real-world business examples. The CD-ROM contains movie-style demonstrations of key procedures.

MICROSOFT OUTLOOK 2000 STEP BY STEP is the easiest and fastest way to teach yourself to use the latest version of Microsoft s powerful integrated messaging, scheduling, and information management tool. Work through every lesson to complete the full course, or do individual lessons to learn just the skills you need. Either way, you learn at your optimum pace from the teacher who knows you best you.With this book and Microsoft Outlook 2000, you ll learn to: Communicate by e-mail create and receive messages; use the Address Book; send and retract messages; add attachments; manage and organize the Inbox; customize message formats; view and organize messages Organize and work with contacts search for and display contact information quickly; create distribution lists; track contact activity linked to e-mail, appointment tasks, and documents; use vCard technology to send and receive contact information via the Internet Master your schedule manage your appointments and calendar; plan and manage meetings and events; take charge of tasks Manage and protect information archive, import, and export files; use the Journal to log business activities; use Outlook in connection with external networks; provide security for files and e-mail messages

Contents
QuickLook Guide vii
Finding Your Best Starting Point xi
Finding the Best Starting Point for You xi
New Features in Microsoft Outlook 2000 xiii
Corrections, Comments, and Help xiv
Visit Our World Wide Web Site xv
Using the Microsoft Outlook 2000 Step by Step CD-ROM xvii
Installing the Practice Files xvii
Using the Practice Files xviii
Using the Multimedia Files xx
Uninstalling the Practice Files xx
Need Help with the Practice Files? xxi
Conventions and Features in this Book xxiii
Conventions xxiii
Other Features of This Book xxiv
Part 1 Getting Started with Outlook 2000 1
Lesson 1 Jumping into your E-mail 3
Starting Outlook 2000, the Gateway to Your E-mail 4
Reviewing Your E-mail Messages and Attachments 12
Replying to E-mail Messages 16
Saving and Checking Your Sent Messages 19

Formatting and Printing Copies of E-mail Messages 20
Using Notes to Store Information 21
One Step Further: Customizing your Inbox 22
Lesson 1 Quick Reference 24
Lesson 2 Learning the Basics of Scheduling 27
Getting Ready for the Lesson 27
Navigating in Calendar 28

Adjusting Your Schedule 33
Making a Printed Copy of Your Schedule 34
One Step Further: Creating New Calendar Items from Other Types of Outlook Items 35
Lesson 2 Quick Reference 36
Part 1 Review &
Practice 39
Part 2 Mastering Your Communication
with Outlook 2000 43
Lesson 3 Creating and Sending E-mail Messages 45
Getting Ready for the Lesson 46
Creating New E-mail Messages 46

Using the Address Book to Enter E-mail Recipients 49
Adding Attachments to Messages 53
Customizing the Appearance of Your E-mail Messages 55
Setting Your Send Options 58
Sending Your E-mail Messages 59
Retracting an E-mail Message That You ve Sent by Mistake 60
One Step Further: Routing Files to Contacts and Coworkers for Feedback 61
Lesson 3 Quick Reference 63
Lesson 4 Organizing and Managing the Inbox 69
Getting Ready for the Lesson 70
Organizing Your Inbox for Fast Review 70
Organizing Your E-mail Messages into Folders 72

Flagging E-mail Messages for Follow-up 76
Creating Rules to Automatically Organize and Manage Your Inbox 78
One Step Further: Using the Out Of Office Assistant 83
Lesson 4 Quick Reference 85
Lesson 5 Organizing Your Contacts 89
Getting Ready for the Lesson 90
Adding Contact Information 91

Importing Contact Files from Other Programs 96
Viewing Contact Information 97
Sorting Contacts 103
Printing Contact Information 104
Filing Contact Information in Folders 107

One Step Further: Using Your Contact List with Mail Merge in Microsoft Word 109
Lesson 5 Quick Reference 110
Lesson 6 Working with Your Contacts 115
Getting Ready for the Lesson 116
Sending E-mail Messages to Contacts 116
Sending Faxes to Contacts 119
One Step Further:
Conducting a Vote 120
Lesson 6 Quick Reference 124
Part 2 Review &
Practice 127
Part 3 Mastering Your Schedule
with Outlook 2000 131
Lesson 7 Managing Your Calendar 133
Getting Ready for the Lesson 134
Scheduling Appointments 135

Managing Appointments 144
Personalizing Your Calendar 151

One Step Further: Using the Timex Data Link Watch 157
Lesson 7 Quick Reference 159
Lesson 8 Managing Meetings and Events 165
Getting Ready for the Lesson 166
Using E-mail to Plan a Meet-ing 166
Responding to Meeting Requests 173
Changing Meeting Information After Sending the Invitation 175
Managing Meeting Requests Automatically 177
Setting Up an Event 178
One Step Further: Setting Up an Online Meeting with Microsoft NetMeet-ing 179
Lesson 8 Quick Reference 181
Lesson 9 Taking Charge of Tasks 185
Getting Ready for the Lesson 186
Starting a Task List 186

Modifying Your Tasks 190
Assigning Tasks to Others 197

Sending Task Information to Others 200
Organizing Your Task List 202
One Step Further: Tracking Tasks Assigned to Others and Receiving Status Reports 208
Lesson 9 Quick Reference 210
Part 3 Review &
Practice 215
Part 4 Managing and Protecting Your
Information 219
Lesson 10 Managing and Protecting Your Files 221
Getting Ready for the Lesson 222
Exporting Files 223
Archiving Archiving Files Manually or Automatically 226
Sending Secure E-mail Messages 233
One Step Further: Using Journal to Log Your Business Activities 235
Lesson 10 Quick Reference 239
Lesson 11 Using Outlook with Other Connections 243
Getting Ready for the Lesson 244
Granting Permission to Workgroup Delegates to Act on Your Behalf 245
Sharing Folders with Workgroup Members 252
Sharing Folders with Internet Users 258

One Step Further: Sharing Your Calendar As a Web Page 263

Lesson 11 Quick Reference 264
Lesson 12 Creating Business Forms 269
Redesigning an Existing Form 270
Saving and Opening Forms That You Create 277
One Step Further: Removing a Form from the Forms Library 280
Lesson 12 Quick Reference 281
Part 4 Review &
Practice 285
Index 289
Appendix A If You re New to Windows or Outlook 2000 CD
If You re New to Windows A-1
Getting Help with Windows A-8

What Is Microsoft Outlook 2000? A-17
Appendix B Matching the Exercises CD
Installing Windows or Outlook 2000 Components B-1
Using the Default Windows Settings B-2
Appendix C Working Offsite with Outlook CD
Configuring Dial-up Networking C-2
Choosing Between Remote Mail and Offline Folders C-4
Using Remote Mail C-5
Using Offline Folders C-8
Appendix D Optimizing Your Outlook 2000 Work Environment CD