Share My Contacts

Friday, February 29, 2008

This feature requires you to be using a Microsoft Exchange Server e-mail account.

1. In Contacts, in the the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.) click Share My Contacts.

Note Share My Contacts does not appear unless you are using an Exchange Server e-mail account.

2. Do one of the following:
1. n the Name box, click Default.

Under Permissions, in the Permission Level list, click the permission level that you want.

You can create custom permissions by selecting the check boxes and options under Permissions.

2. Click Add.
3. In the Add Users dialog box, in the Type Name or Select from List box, enter the name of the person whom you want to grant sharing permissions to.
4. Under Add Users, click Add, and then click OK.
5. In the Name box, click the name of the person you just added.
6. Under Permissions, in the Permission Level list, click the permission level that you want.

You can create custom permissions by selecting the check boxes and options under Permissions.

Important If you select the Private check box on a Contact item in Microsoft Office Outlook 2003, do not grant Read permission to your Contacts folder to anyone whom you do not want to see private items. A person who is granted Read permission to access your folders could use programmatic methods or other e-mail applications to view details in a private item.

Making a common change to multiple contacts

It's easy to make changes to Outlook items, and contacts are no exception. Just open the Contacts folder, make whatever changes you need, and click Save and Close. That's easy enough! But what if you need to make the same change to lots of contacts? For example, let's say the fax number has changed for a company you work with frequently, and you have twenty contacts in your Contacts folder from that company? Changing the fax number field in each of those twenty contacts one at a time certainly isn't a difficult thing to do, but it would take some time. You'd have to open each one, change the fax number, and close the contact form. You probably have much better and more productive ways to spend your time!

Regardless of what you need to change, it's actually easy to make the same change to multiple contacts in Outlook without having to open, modify, and save each one. The trick is to use Outlook to group items in the Contacts folder view to organize the contacts, and then use a quick drag-and-drop operation to make the change.

Here's how to make it happen, using the Business Fax field as an example:

1. Open the folder containing the contacts you need to change. This doesn't have to be the primary Contacts folder, but instead can be any folder where you store contacts.
2. With the folder open, on the View menu, point to Arrange By, point to Current View, and then select a table view that best displays the information you want to change. In this example, select By Company because this table view includes the Business Fax field by default, as shown in the following figure.

Sort Contact List

Most of us who are used to phone books like to look up contacts by the person's last name. In Outlook, when you compose a new message, and then click the To or Cc button, the Contacts list may display names that are sorted by the contact's first name. Here's how you can change the list to display entries by the contact's last name.

Sort the Contacts list by the File As field

1. Start Outlook.
2. On the Tools menu, click E-mail accounts.
3. Click View or change existing directories or address books, and then click Next.
4. Click Outlook Address Book, and then click Change.
5. Under Outlook Address Books, click Contacts: Mailbox - YourMailboxName, and then under Show names by, click File As (Smith, John).
6. Click Close, and then click Finish.

Verify that the newly created contacts are filed in last name, first name order

1. On the Tools menu, click Options.
2. Click the Preferences tab, and then click Contact Options.
3. In the Default "File As" order list, click Last, First.
4. Click OK twice.
5. To view the new Contacts list sort order, restart Outlook.

Note If you want to display a particular contact in a different order than the rest of the Contact list, you can modify the File As field in individual contact cards. For example, you may want to sort some contacts by the Company field.

Forward a Contact

You can forward one or several of your contacts as an attachment in an e-mail message to another person.

1. In Contacts, click the contact that you want to forward.

To select multiple contacts, press CTRL while clicking the contacts.

2. Right-click the contact, and then click Forward.

Note If you selected multiple contacts, click Forward Items.

Create a contact

How to Create Contact

1. On the File menu, point to New, and then click Contact.
2. Type a name for the contact.
3. Enter the information you want to include for the contact.
• You can specify how you want the contact's name to appear in the To: line of a message by typing the name in the Display As box.
• You can specify the contact's instant messaging address in the IM address box.
• To enter multiple entries in a field, such as more than one address or e-mail address, click the down arrow next to the field.
• If you have more than one address for a contact, to establish which address is used during mail merge, select the This is the mailing address check box.

You can quickly create another contact with the same company information. In the current contact, on the Actions menu, click New Contact from Same Company.

Create contact in Public Folder

This feature requires you to use a Microsoft Exchange Server e-mail account.

1. Open the public folder you want to create an item in.

· If the Folder List is not visible, click the Go menu, and then click Folder List.

· Click Public Folders, and then click the folder you want to open.

If the folder you want to open is located within another folder, click the plus sign (+) next to each subfolder until you find the folder you want.

2. On the File menu, point to New, and then click Contact.

3. Type a name for the new contact (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.).

4. Enter the information you want to include for the contact.

You can specify how you want the contact's name to appear in the To: line of a message by typing the name in the Display As box.

You can specify the contact's instant messaging address in the IM address box.

To enter multiple entries in a field, such as more than one address or e-mail address, click the down arrow next to the field.

If you have more than one address for a contact, to establish which address is used during mail merge, select the This is the mailing address check box.

5.Click Save and Close

You can only create a new contact in a Contacts folder. For example, you can't create a new contact in a mail folder.

Create a contact from an e-mail message you receive

1. Open or preview the e-mail message that contains the name you want to add to your contact list.

2. Right-click the name of the sender you want to make into a contact, and then click Add to Contacts on the shortcut menu.

Notes

• If you do not see Add to Contacts, you may be using Microsoft Outlook® Express instead of Microsoft Outlook®. Similar tasks can be performed in Outlook Express; to find out more, search on Contacts in the Help
• In Outlook, there isn't an option to have contact information automatically added to Contacts or Address Book when you reply to them.

Find a Contact

On the toolbar, type the name of the contact (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.) you want to find in the Type a contact to find box.

You can enter a partial name, such as Johnson Charli, a first or last name, an e-mail alias, display as name, and company name. To quickly open a contact you previously searched for, click the Type a contact to find arrow and select a name

Outlook Contacts Folder

Contacts: Outlook Contacts are more than just little boxes on your computer screen that contain names, addresses, and other information — Contacts can practically open up the door and lead you straight to someone!

That's right — if you have entered a complete address for a person or business in your contacts, it takes just a few clicks to bring up a map to that location. And if you want written directions, that's just another click away.

The Contacts folder is your e-mail address book and information storage for the people and businesses you want to communicate with. Use the Contacts folder to store the e-mail address, street address, multiple phone numbers, picture, and any other information that relates to the contact, such as a birthday or anniversary date.

Communicating with your contacts

From a contact in your contact list, you can click a button or menu command to have Microsoft Outlook address a meeting request, e-mail message, or task request to the contact. If you have a modem, you can also have Outlook dial the contact's phone number. You can have Outlook time the call and keep a record in the Journal folder complete with the notes you take during the conversation. You can link any Outlook item or Microsoft Office document to a contact to help you track your activities associated with the contact.

Entering contact information

When you enter a name or address for a contact, Outlook separates the name or address into parts and puts each part in a separate field. You can sort, group, or filter contacts by any part of the name or any part of the address you want.

You can file contact information under a last name, first name, company name, nickname, or any word that helps you find the contact quickly— for example, "caterer." Outlook gives you several naming choices to file the contact under, or you can enter your own choice.

You can enter up to three addresses for each contact. Designate one address as the mailing address, and use it for mailing labels, envelopes, or for creating mail merge letters.

Storing contact certificates

You can save the certificate (public key) for a recipient in the contact entry you have for them. Click the Certificates tab in the contact card to see the certificate listed. When the recipient sends you digitally signed e-mail messages, Outlook can use the certificate to verify their signature. You can also use the certificate to send the recipient encrypted e-mail.

Using vCards (virtual business cards)

Outlook supports the use of vCards, the Internet standard for creating and sharing virtual business cards. You can save a contact as a vCard and send it in an e-mail

Sending contact information to others

Microsoft Outlook supports the use of vCards, the Internet standard for creating and sharing virtual business cards. You can save a contact (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.) as a vCard and send it in an e-mail message. You can also add a vCard to your e-mail signature. When you open a vCard, it opens as a contact item, and you can easily save it to your Contacts folder.

Add Password

How to add Password Your Personal Folder File

Adding a password to your personal folders (.pst) file in Outlook 2000 protects the contents of your file from others who might have access to your computer or to the server location where you've stored the file. It also enables you to view the file when you've logged on using a different name.

To add a password to your personal folders file

Follow the Step

1. If the Folder List is not displayed, on the View menu, click Folder List.
2. Do one of the following:
• If you're using Outlook in the Internet Mail Only configuration, right-click Outlook Today - [Personal Folders], and then click Properties For Personal Folders on the shortcut menu.
• If you're using Outlook in the Corporate or Workgroup configuration, right-click Personal Folders, and then click Properties For Personal Folders on the shortcut menu.
3. On the General tab, click Advanced.
4. Click Change Password.
5. In the New password box, type your new password. In the Verify password box, type the new password again.
6. Make sure that the Save this password in your password list check box is cleared. This insures that you (or anyone with access to your computer) will be prompted for the password each time you run Outlook.

The next time you start Outlook, you'll be prompted to type a password for the .pst file.

Additional considerations for securing your .pst file

Utilities that can remove or bypass the password on a .pst file are available on the Internet. These utilities are not endorsed or supported by Microsoft. To protect any sensitive e-mail stored in a .pst file from these utilities, consider taking the following additional precautions:

• If you're using Outlook in the Corporate or Workgroup configuration, move all sensitive e-mail from the .pst to your mailbox on the Exchange Server.
• If you need to use a .pst file that is located on a file server or in a shared directory, control which users can access the .pst file. If you're running Microsoft Windows® NT, you can use the Windows NT File System (NTFS) to enable only the owner to access the .pst file. For more information about controlling access to files, see Help for the operating system you're using.
• If you use a .pst file that's located on your computer, limit access to the computer by using a password-protected screen saver, locking the computer, or locking the office where the computer is located.

Retrieve Password

Thursday, February 28, 2008

How to Retrieve E-mail Account Password
If you have a POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) e-mail account, and you have a problem with your account password, the following dialog box appears.

You can fix the problem by doing the following

1. Contact your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.), and ask the ISP to assign your account a new password. Your old password cannot be retrieved from Outlook.
2. Update your e-mail account settings with your new password.

· On the Tools menu, click E-mail Accounts.

· Click View or change existing e-mail accounts, and then click Next.

· Click the e-mail account you want, and then click Change.

· Make sure that the settings you see match the information you received from your ISP. You have the option of having Outlook remember your password by typing it in the Password box and selecting the Remember password check box. Although this means that you won't have to type your password each time you access the account, it also means that the account is vulnerable to anyone who has access to your computer.

· To verify that your account is working, click Test Account Settings. If any information is missing or incorrect, such as your password, you are prompted to type or correct it. Make sure your computer is connected to the Internet.

· If necessary, make your changes to the appropriate information. If you want to change additional settings, click More Settings. Otherwise, click Next.

· Click Finish.

Note Unless specified by your ISP, all server and address entries are typed in lowercase letters. Some ISPs require a combination of lowercase and uppercase letters for passwords to add further security, for example, passWorD. Check with your ISP to see if it requires a case-sensitive password. Use strong passwords that combine upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down.

Personal Folders file (.pst) Password

If you have password protected a Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.), when you try to open the .pst file in Outlook, a dialog box similar to the following appears.

Important Make sure you remember your password. Without the password, you cannot open the .pst file, and you cannot access any of the items or folders it contains. Microsoft is not able to retrieve lost file passwords.

Outlook Password Protection

Password

A Password is a form of secret authentication data that is used to control access to a resource. The password is kept secret from those not allowed access, and those wishing to gain access are tested on whether or not they know the password and are granted or denied access accordingly.

The use of passwords goes back to ancient times. Sentries guarding a location would challenge for a password. They would only allow a person in if they knew the password. In modern times, passwords are used to control access to protected computer operating systems, mobile phones, cable TV decoders, automated teller machines (ATMs), etc. A typical computer user may require passwords for many purposes: logging in to computer accounts, retrieving e-mail from servers, accessing files, databases, networks, web sites, and even reading the morning newspaper online.

Despite the name, there is no need for passwords to be actual words; indeed passwords which are not actual words are harder to guess (a desirable property), but are generally harder for users to remember (an undesirable property). Note that password is often used to describe what would be more accurately called a passphrase. Passcode is sometimes taken to imply that the information used is purely numeric, such as the personal identification number (PIN) commonly used for ATM access. Passwords are generally short enough to be memorized.

Currently there is no way to password protect Outlook on startup or to lock Outlook if you need to quickly walk away from your computer other than by using your Microsoft Windows® logon password or by using third-party software written specifically to password protect Outlook. However, you can set a password on your Personal Folders file (.pst)(Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.).. If you use an Internet e-mail account in Outlook, such as a POP3
(POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) or HTTP (HTTP (Hypertext Transfer Protocol): Protocol that is used when you access Web pages from the Internet. Outlook uses HTTP as an e-mail protocol.) account, your e-mail messages are delivered to a .pst data file on your computer's local hard disk. You can use a password on your .pst file to help prevent accidental intrusion by other people whom you share your computer with.

1. On the Go menu, click Folder List.
2. Do one of the following:
• If you have a POP3 e-mail account, right-click the Personal Folders folder, and then click Properties For "Personal Folders" on the shortcut menu.
• If you have an HTTP e-mail account (not supported in Outlook 2000), such as MSN® Hotmail®, right-click the Hotmail folder, and then click Properties For "Hotmail" on the shortcut menu.
3. On the General tab, click Advanced.
4. Click Change Password.
5. In the Change Password dialog box, type your new password and verify it by typing it a second time. The password can be up to 15 characters.

Note Use strong passwords that combine upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down.

6. Make sure that the Save this password in your password list check box is cleared. This prevents the password from being cached, and you need to type the password each time you run Outlook. Don't forget the password.
7. Click OK three times.

When you click the e-mail account folder, you will be prompted for your password. After you gain access, you won't have to enter the password again for that session. If you exit and then restart Outlook, you will be prompted for the password when you click the e-mail account folder.

Important: The .pst password feature is not intended to provide security against hackers. It is just a way to prevent inadvertent intrusion by other people whom you trust and share your computer with, such as at home with your family. A more secure way of protecting your data on a computer that you share with other people is to create a password-protected Windows user account for each individual using the computer.

Update Existing Configuration

Monday, February 25, 2008

1. Launch Outlook

2. Click on Tools, then select E-mail Accounts..

3. Click on Change...
(Make sure that the mail server in question is highlighted; if not, left click on it once)

4. Click on More Settings ...

5. Select the Outgoing Server tab at the top of the Internet E-mail Settings window

1. Place a check in front of My outgoing server (SMTP) requires authentication
2. Select Use same settings as incoming mail server
3. Click on the Advanced tab at the top

6. With the Advanced tab selected at the top of the Internet E-mail Settings window:

1. Place a check in the This server requires a secure connection (SSL) box under Incoming Mail (POP3): heading (the Port Number automatically changes to 995)
2. Place a check in the This server requires a secure connection (SSL) box under Outgoing mail (SMTP): heading
3. Click OK.

7. Click Finish

How to Configure

1. Open up Microsoft Outlook 2003

2. The Install Wizard should launch automatically, click on Next

3. Make a selection between upgrading (Upgrade from) and importing data from an previous installation of Outlook or select the Do not upgrade, click on Next

4. Select Yes to create an email account, click on Next

5. Select POP3 as your server type, then click Next

6. Proceed with the following:

1. Enter your first and last name in the Your Name: field
2. Enter your email address in the E-Mail Address: field
3. Enter popmail.real-time.com in the Incoming mail server(POP3): field
4. Enter mail.real-time.com in the Outgoing mail server (SMTP): field
5. Enter your username in the User Name: field (refer to your Welcome Letter)
6. Enter your password in the Password: field (refer to your Welcome Letter)
7. If you want, place a check in the box next to Remember password
8. Click More Settings ...

7. Select the Outgoing Server tab at the top of the Internet E-mail Settings window

1. Place a check in front of My outgoing server (SMTP) requires authentication
2. Select Use same settings as incoming mail server
3. Click on the Advanced tab at the top

8. With the Advanced tab selected at the top of the Internet E-mail Settings window

1. Place a check in the This server requires a secure connection (SSL) box under Incoming Mail (POP3): heading (the Port Number automatically changes to 995)
2. Place a check in the This server requires a secure connection (SSL) box under Outgoing mail (SMTP): heading
3. Click OK

9. In the E-Mail Accounts window, click Next

10. Click Finish

Microsoft Outlook 2003

Friday, February 15, 2008

Microsoft Outlook 2003

Information is the backbone of most personal and business ventures, and as such, keeping track of that information is key. Think about all the pieces of information you need to manage your day. Whom do you have to call? What appointments do you have? Do you need to send some type of communication, such as an e-mail, to others? What about the communications you receive from others? Do you need to read your e-mail? What are today's to-do items?

Although each piece of information is relatively small, they quickly add up. To help you manage this flow of information, you can use Outlook. Outlook includes various program components, each useful for managing various types of information. You can use the Mail program to send and receive e-mail messages. You can use the Contacts program to keep track of contact information such as e-mail addresses, phone numbers, addresses, and more. For scheduling, use the Calendar. With this feature, you can plan appointments, meetings, and special events. In addition, you can use Outlook to manage your to-do list. For this element of your life, use the Tasks feature. And there's still more. You can use Outlook's Notes feature to jot down miscellaneous reminders. Use the Journal to track activities for contacts.

As you can see, Outlook is a full-powered personal information manager. To maximize this program and put it to use in your business or personal life, you need a book that is reliable, organized, and easy to follow. That's where Easy Microsoft Office Outlook 2003 comes in. This book covers Outlook's most often used features in an easy-to-follow format. You can see step-by-step how to accomplish each task. The book is suitable as a how-to guide or as a reference. That is, you can read the book from start to finish, completing each task, or you can turn to particular sections of interest as needed. Either way, Easy Microsoft Office Outlook 2003 lets you see it done and then do it yourself!

You can use Outlook as your own personal organizer—sending and receiving e-mail, managing contact information, keeping track of appointments and to-do items, and more. All these tools are accessible from the Outlook window. To get started with this program, take some time to familiarize yourself with the layout of the window. If needed, you can change what appears so that your Outlook workspace more closely reflects your needs. You'll find information on these Outlook options in this part.