Jennifer Fulton
Karen S. Fredricks
10

IN
1
BOOKS
BOOKS
• Getting Started
• E-mail Basics
• Über E-mail
• Working with the Calendar
• Managing Contacts
• Organizing Life with OneNote
®
• Working with Business Contact
Manager
• Customizing Outlook
• Managing Your Outlook Stuff
• Taking Outlook on the Road
Outlook
®
2010
Microsoft
®
ALL-IN-ONE
Making Everything Easier!
™
Getting Started
E-mail Basics
Über E-mail

contact management software. This is her 11th For Dummies book.
$34.99 US / $41.99 CN / £24.99 UK
ISBN 978-0-470-48773-0
System Administration/
E-mail Administration
Go to Dummies.com
®
for videos, step-by-step examples,
how-to articles, or to shop!
Feel more confident and
be twice as productive —
organize your life with Outlook!
Most people think Outlook is just an e-mail program, but
not you! You’re about to learn all the wonderful ways it can
help you manage your time and your life. This beefy book
shows you how to set up and use Outlook to keep your
calendar, track tasks and contacts, organize random bits of
essential information, and yes, do e-mail.
• Somewhere to start — navigate Outlook, set up your e-mail
accounts, and create quick messages and appointments
• E-mail, plus — manage multiple accounts, send and receive text
messages, and create mass mailings
• What’s up today? — create and change appointments, meetings,
and day-long events, share your calendar, and add Internet
calendars to Outlook
• Things to do with contacts — create contacts from e-mails and
look up their Web sites or map their addresses
• OneNote, many skills — track tasks, take notes, and organize
them all according to subject with OneNote
• Give Outlook the business — use Business Contact Manager to

• Step-by-Step Instructions
Plus, each month you can win valuable prizes by entering
our Dummies.com sweepstakes. *
Want a weekly dose of Dummies? Sign up for Newsletters on
• Digital Photography
• Microsoft Windows & Office
• Personal Finance & Investing
• Health & Wellness
• Computing, iPods & Cell Phones
• eBay
• Internet
• Food, Home & Garden
Find out “HOW” at Dummies.com
*Sweepstakes not currently available in all countries; visit Dummies.com for official rules.
Get More and Do More at Dummies.com
®
To access the Cheat Sheet created specifically for this book, go to
www.dummies.com/cheatsheet/outlook2010aio
Mobile Apps
There’s a Dummies App for This and That
With more than 200 million books in print and over 1,600 unique
titles, Dummies is a global leader in how-to information. Now
you can get the same great Dummies information in an App. With
topics such as Wine, Spanish, Digital Photography, Certification,
and more, you’ll have instant access to the topics you need to
know in a format you can trust.
To get information on all our Dummies apps, visit the following:
www.Dummies.com/go/mobile from your computer.
www.Dummies.com/go/iphone/apps from your phone.
www.it-ebooks.info

Copyright © 2010 by Wiley Publishing, Inc., Indianapolis, Indiana
Published by Wiley Publishing, Inc., Indianapolis, Indiana
Published simultaneously in Canada
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or
by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit-
ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written
permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the
Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600.
Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley
& Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http://
www.wiley.com/go/permissions.
Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the
Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, Making Everything
Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/
or its af liates in the United States and other countries, and may not be used without written permission.
Microsoft and Outlook are registered trademarks of Microsoft Corporation in the United States and/or
other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc.,
is not associated with any product or vendor mentioned in this book.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO
REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF
THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITH-
OUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE
CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES
CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE
UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR
OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF
A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE
AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZA-
TION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE
OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES

with Photoshop Album in a Snap, Paint Shop Pro 8 in a Snap, and Learning
Microsoft Offi ce 2007.
Karen S. Fredricks began her life rather non-technically growing up in Kenya.
She attended high school in Beirut, Lebanon, where she developed her sense
of humor while dodging bombs. After traveling all over the world, Karen
ended up at the University of Florida and is an ardent Gator fan. In addition
to undergraduate studies in English, Theater, and Accounting, Karen has
a master’s degree in Psycholinguistics. Beginning her career teaching high
school English and theater, Karen switched to working with the PC during its
inception in the early ’80s and has worked as a full-time computer consultant
and trainer ever since.
Karen is an ACT! Certi ed Consultant, an ACT! Premier Trainer, a Microsoft
Of ce User Specialist, and a QuickBooks Pro Certi ed Advisor. She is the
author of four For Dummies books on ACT! In addition, she has written
Outlook 2007 Business Contact Manager For Dummies and is completing work
on Microsoft Offi ce Live For Dummies. A true fan of the For Dummies series,
she helped organize The Authors Unconference, the  rst ever gathering of
For Dummies authors.
Karen resides in Boca Raton, Florida. Her company, Tech Benders, specializes
in contact management software and provides computer consulting, support,
and training services. She is also a regular guest on several syndicated com-
puter radio talk shows. In her spare time, Karen loves to spend time with
family and friends, play tennis, work out, road bike, and write schlocky poetry.
Karen loves to hear from her readers. Feel free to send her your comments
about the book to or visit her Web site www.
techbenders.com to learn more about the products listed in this book.
01_487730-ffirs.indd v01_487730-ffirs.indd v 6/18/10 3:57 PM6/18/10 3:57 PM
www.it-ebooks.info
01_487730-ffirs.indd vi01_487730-ffirs.indd vi 6/18/10 3:57 PM6/18/10 3:57 PM
www.it-ebooks.info

. For other comments, please contact our Customer Care
Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002.
Some of the people who helped bring this book to market include the following:
Acquisitions, Editorial, and Media
Development
Project Editor: Paul Levesque
Executive Editor: Katie Mohr
Copy Editor: Laura K. Miller
Technical Editor: Lee Musick, Daniel A. Begun
Editorial Manager: Leah Cameron
Editorial Assistant: Amanda Graham
Sr. Editorial Assistant: Cherie Case
Cartoons: Rich Tennant
(www.the5thwave.com)
Composition Services
Project Coordinator: Sheree Montgomery
Layout and Graphics: Melanee Habig,
Kelly Kijovsky
Proofreaders: Melissa Cossell,
Rebecca Denoncour, Susan Hobbs
Indexer: Christine Karpeles
Special Help: Rebecca Senninger
Publishing and Editorial for Technology Dummies
Richard Swadley, Vice President and Executive Group Publisher
Andy Cummings, Vice President and Publisher
Mary Bednarek, Executive Acquisitions Director
Mary C. Corder, Editorial Director
Publishing for Consumer Dummies
Diane Graves Steele, Vice President and Publisher
Joyce Pepple, Acquisitions Director

Chapter 1: Getting in Contact 415
Chapter 2: Working with Your Contacts 429
Chapter 3: Dealing with Electronic Business Cards 445
Chapter 4: Contacts Collaboration 459
02_487730-ftoc.indd ix02_487730-ftoc.indd ix 6/18/10 3:58 PM6/18/10 3:58 PM
www.it-ebooks.info
Book VI: Tracking Tasks, Taking Notes, and
Organizing Life with OneNote 469
Chapter 1: Creating Simple To-Do Items 471
Chapter 2: Dealing with More Complex Tasks 489
Chapter 3: Spreading the Joy: Task Assignments 505
Chapter 4: Taking Notes 529
Chapter 5: Taking Notes in Overdrive: OneNote 537
Chapter 6: Maximizing the Power of OneNote 579
Book VII: Working with Business Contact Manager 611
Chapter 1: Minding Your Business Contact Manager 613
Chapter 2: Introducing the Basic Business Contact Manager Elements 627
Chapter 3: Working with Opportunities 645
Chapter 4: Reports and Dashboards 655
Book VIII: Customizing Outlook 669
Chapter 1: Organizing Items with Categories 671
Chapter 2: Changing Your View on Outlook 683
Chapter 3: Customizing Outlook Forms 701
Book IX: Managing All Your Outlook Stuff 717
Chapter 1: Finding a Place for Your Stuff 719
Chapter 2: Playing by the Rules 737
Chapter 3: Making Mincemeat Out of Spam 751
Chapter 4: Seek and Ye Shall Find 765
Chapter 5: Securing Outlook E-Mail 783
Book X: Out and About: Taking Outlook on the Road 799

Heeeerrre’s Outlook! 14
A Ribbon in the Sky 16
Backstage pass 16
The Ribbon 17
Getting Around with the Navigation Pane 19
Finding your way around the Navigation pane buttons 21
Building better buttons in the Navigation pane 22
Playing hide and seek with the Navigation pane 22
Getting turned off by the Navigation pane 24
Having Fun with the Folder List 24
Viewing Mail with the Reading Pane 25
Previewing with AutoPreview 28
Staying connected with the People pane 28
Sneaking a peek at attachments 31
02_487730-ftoc.indd xi02_487730-ftoc.indd xi 6/18/10 3:58 PM6/18/10 3:58 PM
www.it-ebooks.info
Outlook 2010 All-in-One For Dummies
xii
Your Week in a Nutshell: The To-Do Bar 33
Getting a Snapshot of Your Day with Outlook Today 35
Minimizing Outlook to a Taskbar Icon 37
Taking a Shortcut to Your Pet Folders 38
Chapter 2: Outlook, Quick and Dirty . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Creating Outlook Items: The Common Factors 41
Wow! There’s a New button! 41
Using forms to create items 42
Editing an item 44
Deleting an item 45
Adding a Quick Contact 46
Sending a Fast E-mail 47

Importing Other Data 92
02_487730-ftoc.indd xii02_487730-ftoc.indd xii 6/18/10 3:58 PM6/18/10 3:58 PM
www.it-ebooks.info
Table of Contents
xiii
Book II: E-Mail Basics 95
Chapter 1: Creating New Messages: Beyond the Basics. . . . . . . . . . .97
Creating a Message, Step by Step 97
Step 1: Display the message form 97
Step 2: Address the e-mail 98
Step 3: Send extra copies of the message 101
Step 4: Enter a subject and a message 101
Step 5: Send it off 103
Retrieving Your Mail 104
Going through the mail 105
Fast ways to review mail 106
Working with Address Books 108
Attaching a new address book to Outlook 109
Choosing which address book is the boss 113
Resolving to Find the Right E-Mail Address 114
Understanding how Outlook veri es addresses 114
Searching for an address in your address books 116
Sending Carbon Copies (Cc’s) and Blind Carbon Copies (Bcc’s) 118
Formatting Text to Make Your Messages Stand Out 119
Understanding message formats: HTML, RTF, and plain text 120
Applying formatting to a message 121
Attaching a File to a Message 123
Best practices for working with attachments 123
Attaching  les 125
Saving a Message So You Can Send It Later 127

Simply Colorizing the Background 166
Color is a solid choice 167
Why not try a gradient, texture, pattern, or image? 168
Inserting an Image 169
Illustrating Your Point 172
Tabling the notion 172
Charting the way 173
Getting your message to take shape 174
Getting smart with SmartArt 175
Showing exactly what you mean 177
Manipulating Objects 178
Selecting, resizing, and other basic techniques 178
Formatting objects and playing around 179
Arranging objects 182
Removing an image’s background 183
Linking to the Outside World 185
Inserting an Outlook Item 187
Playing with Text 188
Adding headings and other styles 189
Dealing with bulleted and numbered lists 190
Placing text exactly where you want it with a text box 191
Chapter 4: Repeating Yourself Easily with Signatures
and Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193
Adding Your Signature 193
Creating a signature 194
Adding the signature to e-mail messages 197
Repeating the Same Stuff Over and Over 198
Saving reusable text and images as a Quick Part 199
Inserting a Quick Part into an Outlook item 200
Using a Template to Create a Reusable Message 201

provider 238
Other cool things to do with an Outlook Mobile Service
provider 239
Chapter 3: Getting the Latest News Delivered Right to Your Inbox. . .241
Adding News Feeds 242
Adding a news feed through Outlook’s Account Settings 243
Adding a news feed through your Web browser 244
Changing or Removing a Feed 248
Reading News Feeds 249
Sharing News Feeds 251
Sharing a feed by e-mail 251
Importing/exporting a news feed list 252
Chapter 4: Sending Mass Mailings. . . . . . . . . . . . . . . . . . . . . . . . . . . . .255
Creating a Distribution List 255
Using a contact group to send e-mails 259
Making changes to a contact group 259
Creating a Mass Mailing in Word Using Your Contacts 260
Chapter 5: Managing Multiple E-Mail Accounts . . . . . . . . . . . . . . . . .265
Controlling Sending and Receiving 265
Creating Send/Receive groups 266
Now, go get that mail! 271
Selecting Your Default E-Mail Account 273
Changing the Order in Which Accounts Are Checked 274
02_487730-ftoc.indd xv02_487730-ftoc.indd xv 6/18/10 3:58 PM6/18/10 3:58 PM
www.it-ebooks.info
Outlook 2010 All-in-One For Dummies
xvi
Sending from a Speci c E-Mail Account 275
Directing Incoming Mail to a Speci c Folder 277
Directing Sent Messages to a Different Folder 280

Accessing someone’s main Calendar folder 334
Accessing someone’s custom calendar 337
Managing Your Time 338
Creating a Group Schedule 341
Working with group schedules 343
Forwarding Appointments to Others 343
Sharing a Calendar via E-Mail 346
Publishing a Calendar to Microsoft Of ce Online 349
02_487730-ftoc.indd xvi02_487730-ftoc.indd xvi 6/18/10 3:58 PM6/18/10 3:58 PM
www.it-ebooks.info
Table of Contents
xvii
Sharing a Calendar through Google 352
Exporting one of your calendars to Google Calendar 352
Importing a Google calendar 356
Subscribing to a Google calendar 358
Chapter 4: All About Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .361
Scheduling a Meeting 362
Scheduling a meeting on an Exchange network 362
Scheduling a meeting when you don’t use Exchange 367
Changing a Meeting 369
Canceling a Meeting 373
Sending a Message to All Attendees 375
Dealing with Meeting Requests 376
Accepting, tentatively accepting, or declining a meeting 378
Proposing a new meeting time 380
Checking on Meeting Responses 382
Accepting or declining a time proposed by others 384
Automatically handling meeting responses 386
Preventing replies for a meeting request 386

Viewing a Map to a Contact’s Address 435
Browsing to a Contact’s Web Page 437
Calling a Contact 438
Viewing Activity Associated with a Contact 442
Updating a contact through the People pane and its
social networks 443
Chapter 3: Dealing with Electronic Business Cards . . . . . . . . . . . . . .445
Editing a Contact’s Electronic Business Card 445
Creating a Reusable Electronic Business Card 449
Creating a new electronic business card template 449
Using a template to create a new contact 451
Applying a new template to an old contact 452
Sharing Electronic Business Cards and Contacts 453
Creating a Contact from an Electronic Business Card Sent to You 454
Using an electronic business card to add a contact 454
Using an Outlook  le to add a contact 456
Displaying More Electronic Business Cards 457
Chapter 4: Contacts Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . .459
Sharing Your Contacts 459
Sharing contacts with everyone 460
Sharing contacts with speci c people 462
Changing permissions or stopping sharing 464
Viewing Contacts Shared by Others 466
Accessing someone’s main Contacts folder 466
Accessing someone’s custom Contacts folder 467
Book VI: Tracking Tasks, Taking Notes, and
Organizing Life with OneNote 469
Chapter 1: Creating Simple To-Do Items . . . . . . . . . . . . . . . . . . . . . . . .471
Using the To-Do Bar to Track To-Do Items 471
Turning an incoming e-mail into a To-Do bar item 473

Reclaiming a Task You Tried to Reassign 508
Checking the Progress of an Assigned Task 510
Dealing with Task Assignments Sent to You 512
Accepting or declining a task 512
Sending a status report on an assigned task 514
Reassigning a reassigned task 515
Forwarding a Task Rather than Reassigning It 517
Sharing Your Tasks List 519
Sharing tasks with everyone 520
Sharing tasks with speci c people 521
Changing permissions or stopping sharing 523
Viewing Tasks Shared by Others 525
Accessing someone’s main Tasks folder 525
Accessing someone’s custom task folder 526
Chapter 4: Taking Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .529
Creating a Complete Note 529
Organizing Notes with Categories 531
Selecting a Notes View 531
Making Notes Look the Way You Like 533
Sticking Notes to Your Desktop 534
Passing Notes 535
Chapter 5: Taking Notes in Overdrive: OneNote. . . . . . . . . . . . . . . . . .537
Organizing in OneNote 538
Navigating in OneNote 540
Creating a Notebook 541
02_487730-ftoc.indd xix02_487730-ftoc.indd xix 6/18/10 3:58 PM6/18/10 3:58 PM
www.it-ebooks.info
Outlook 2010 All-in-One For Dummies
xx
Adding a New Page 544

Chapter 6: Maximizing the Power of OneNote . . . . . . . . . . . . . . . . . . .579
Inserting Details of an Appointment or Meeting on a Page 580
Creating an Outlook Task on a Page 581
Marking an Outlook Task as Done 582
Inserting an Outlook Contact or E-Mail on a Page 582
Sending a Page to Someone 584
E-mailing a OneNote or PDF Version 585
Sending Your Notes to Word 587
Sharing Some of Your Notes 587
Sharing Notebooks 589
Synchronizing changes 590
Reviewing changes 592
Dealing with different versions of a page 593
Using the Recycle Bin to restore a deleted page 594
Blogging Your Notes 595
02_487730-ftoc.indd xx02_487730-ftoc.indd xx 6/18/10 3:58 PM6/18/10 3:58 PM
www.it-ebooks.info
Table of Contents
xxi
Securing Your Notes 596
Unlocking a protected section 598
Removing the password protection 599
Changing the password 599
Reorganizing Your Notes 600
Selecting pages 600
Moving pages and notes 601
Moving sections 602
Tagging Important Information 603
Searching for Data 605
Using the Search Results pane 607

Tracking your project progress 643
Bidding your project adieu 643
02_487730-ftoc.indd xxi02_487730-ftoc.indd xxi 6/18/10 3:58 PM6/18/10 3:58 PM
www.it-ebooks.info
Outlook 2010 All-in-One For Dummies
xxii
Chapter 3: Working with Opportunities . . . . . . . . . . . . . . . . . . . . . . . . .645
Creating a New Opportunity 645
Finding More Opportunity in Your Opportunities 647
Wrapping a ribbon around an opportunity 648
Editing an opportunity 648
Closing the deal 649
Deleting an opportunity 650
Adding Products and Services to an Opportunity 650
Editing or Deleting a Product or Service 653
Chapter 4: Reports and Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . .655
Knowing the Basic BCM Reports 655
Running a BCM Report 658
Giving Your Reports a Facelift 659
Modifying an existing report 660
Filtering out the bad stuff 662
Drilling for Dollars in Your Reports 663
Giving your reports a helping hand 664
Having a refreshing look at your report 664
Working with Dashboards 665
Book VIII: Customizing Outlook 669
Chapter 1: Organizing Items with Categories . . . . . . . . . . . . . . . . . . .671
Adding a Category to an Open Outlook Item 671
Adding a Category to an Item without Opening It 673
Assigning a Quick Click Category to an Item 674

Reading is a turn-on 697
Reading in the Reading pane 698
Manually marking messages 698
Displaying All the Messages in a Folder 699
Chapter 3: Customizing Outlook Forms . . . . . . . . . . . . . . . . . . . . . . . . .701
Making Quick Changes to the Quick Access Toolbar 701
Adding a Quick Access toolbar command from the Ribbon 702
Yet another way to quickly add Quick Access toolbar
commands 703
Adding yet more Quick Access toolbar commands 703
Playing with Forms 705
Creating a new form by using existing  elds 705
Form Beauti cation 101 709
Adding custom-de ned  elds 712
Using Custom Forms 714
Book IX: Managing All Your Outlook Stuff 717
Chapter 1: Finding a Place for Your Stuff. . . . . . . . . . . . . . . . . . . . . . . .719
Developing an Outlook Filing System 719
Creating a new folder 720
Moving an item to another folder 721
Rearranging your folders 722
Giving folders the heave-ho 722
Moving an item to a different type of folder 723
Cleaning Up Your Mess 724
Cleaning up your folders 724
Giving Outlook a bit of spring cleaning 725
Emptying the trash 728
This is one for the archives 729
02_487730-ftoc.indd xxiii02_487730-ftoc.indd xxiii 6/18/10 3:58 PM6/18/10 3:58 PM
www.it-ebooks.info