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Microsoft’s Outlook 97/Outlook 98 are perfect for bringing some order into your life. It can remember important dates, log phone calls and build up that all-important list of contacts, as well as send and receive e-mail for you. Now discover how to harness its power and organise your life with these hot tips:
Using Outlook to send and receive Internet mail
Outlook was designed to work with Microsoft Exchange, so to send and receive Internet mail from Outlook, you have to set it up to use an online service that can deliver Internet mail. Outlook installs an Internet Mail Information Service, which stores login information for a POP-3 server and delivers your messages to and from the mail server. To add the Internet Mail Information Service to your Outlook profile, select Tools and click on Services. On the Services tab, click Add and in the Available Information Services box, choose the InternetE-Mail, and click OK. Type in the necessary information to log on to your mail server and click the Connection tab to configure your connection type (you can get this information from your ISP). Finally, click OK twice, then exit and restart Outlook.
Sending contacts to other Outlook users
If you want to send a contact from your contact list to a friend or colleague, there’s no need to copy and paste into e-mail – you can send it directly from your copy of Outlook to theirs. In the Contacts list, select the contact, right-click, and choose Forward from the pop-up list. Outlook will use the contact item as an attachment in an e-mail message. Fill out the address and any other required information, then send the e-mail. Once the message has been received, the recipient can automatically add the contact to their copy of Outlook by simply dragging and dropping the message’s attachment on to the Contacts icon.
Sending a letter from Outlook 97
If you have Word 97 installed you can use Outlook as a shortcut to address a letter to any contact in your Outlook Contact list. Open Outlook, select the Contacts icon on the Outlook Bar and select a contact by clicking on the name. Choose Contact, New Letter to Contact; this will launch the Word New Letter Wizard. Follow the steps in the wizard to create the letter. If you already have Microsoft Word open, a second copy of Word will be launched.
Seeing when your e-mail has been read
The Outlook 97 message icon has two tabs: Message and Options. When you want to find out if a message has been received or read, you can set tracking options from the Options tab. You’ll find the relevant check boxes at the bottom of the tab – just click on them to receive notification when your messages are received and/or read. You’ll receive an e-mail message to confirm that each action has been completed. Unfortunately, not all e-mail packages support these functions, so you may not get any response even if the message has been received, let alone read.
Using hyperlinks in Outlook
Office 97 – including Outlook – is designed to understand the World Wide Web. Any URL you type into Outlook is active – and colour-coded blue – so that clicking on it in future will launch the default Windows Web browser. Links don’t need to be to the Web – they can be to documents on your PC or a local files server, or even inside Outlook itself. You can use a file:// URL to access your local files, or files on a network server. Accessing Outlook files from Office 97 or Outlook is easier using the outlook:URL type. To get to various Outlook functions use these URLs:
The Inbox – outlook:inbox The Contacts list – outlook:contacts The Calendar – outlook:calendar A specific mailbox folder – outlook:~foldername\ ~subfolder (for example, outlook:projects\completed) A specific message in your mail folder – outlook:inbox/~message subject A specific contact in your Contacts folder – outlook:contacts/~contact name
Office 97 will automatically turn these URLs into blue underlined hyperlinks as you type them, although if you type a URL directly into a document or e-mail message, you may need to place angle brackets (<>) around the URL to make it active, especially if you use a file or Outlook folder with a space in its name.
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