Microsoft Office Outlook 2003 Product Guide
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Microsoft Office Outlook 2003 Product Guide Table of Contents 1 Overview Error: Reference source not found 1 Overview 4 Microsoft Office 2003 Introduction 4 Design Goals 4 Connect people 4 Connect information 5 Connect business processes 5 System Recommendations 6 Additional items or services 7 2 Connect People 9 Introduction 9 Windows SharePoint Services Integration with Office 2003 Editions Programs 9 Windows SharePoint Services and Outlook 2003 9 Shared lists 11 Manage team’s time 11 Instant messaging integration and presence integration 11 Team calendar views 12 Help Protect Sensitive Documents 13 Information Rights Management in Office 2003 Editions 14 Permission options 15 Additional server requirements 16 Regional permissions 16 Summary 17 18 3 Connect Information 18 Introduction 18 Organizational and design enhancements 18 New feature highlights 18 A new look for Outlook 2003 18 Working with new e-mail views 19 Navigation pane 22 Key functionality 29 Streamline e-mail creation 29 Organize and prioritize e-mail 31 Prevent unwanted e-mail 40 Filter Junk e-mail 42 Enable worker mobility and productivity 44 More effective contact management 47 Bring relevant information to people’s fingertips 49 Flexible information management technologies 51 Summary 53 4 Outlook in Action 54 Introduction 54 Reading task pane 54 Multi-line message view with Smart Dates and grouping 55 Arrange by conversation 58 Go menu 59 Quick flags 60 For Follow Up folder 60 Search Folders 62 New mail Desktop Alert 63 Junk e-mail settings 64 Block external content 66 Shared calendar 67 Contact picture 67 Cached Exchange Mode 69 Remote Procedure Calls (RPC) over Hypertext Transport Protocols (HTTP) 70 Internet faxing 70 5 Help and Office Online 72 Services 72 Help and Training Online 72 Help 72 Assistance 72 Office Online Training 73 Downloads 73 The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This White Paper is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, email address, logo, person, place, or event is intended or should be inferred. © 2004 Microsoft Corporation. All rights reserved. Microsoft, Active Directory, Encarta, Outlook, PivotTable, PivotChart, PowerPoint, SharePoint, Windows, Windows, and Windows Server are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Microsoft Office 2003 Introduction Welcome to Microsoft Office Outlook® 2003, part of Microsoft Office 2003 Editions—the easiest way to help more people use information to make a positive impact on business. The Office 2003 Editions offer new technologies and features while improving upon existing and familiar tools to facilitate effective and efficient collaboration and information sharing. This document delivers an overview of Office 2003 Editions, including how they can help you connect people and information as well as get valuable online Help services. We take a close look at Outlook 2003 in action, providing guidance on the specific details of this integral part of Office 2003 Editions. Through integration with Microsoft Windows® SharePoint® Services, the Office 2003 Editions offer advances in intranet collaboration to help users gain access to and share information both internally and externally. Support for Information Rights Management (IRM) and industry-standard Extensible Markup Language (XML) provides a platform on which to build cost-effective solutions that can have an immediate, positive impact. In addition, the Office 2003 Editions offer new ways to organize and manage e-mail and make more use out of the workday. With a focus on connecting people, information, and business processes, the design goals integrate collaboration, usability, and information management. Connect people Designed to integrate with intranet technologies such as Microsoft Windows SharePoint Services, the Office 2003 Editions provide new ways to connect individuals, teams, and organizations. By incorporating the new tools with familiar Microsoft Office menus, functions, and interfaces, training and implementation time is minimized. Workers can collaborate from any location by using shared information and review processes that include the following features:
Connect information The Office 2003 Editions are designed to make it easier for people to manage an ever-increasing volume of business information. Improvements and new features in Outlook 2003 enable users to organize and prioritize e-mail messages quickly and easily, and new security settings offer increased support for junk e-mail filtering. Support for remote and mobile workers includes improvements to connectivity performance, such as better caching, and shared calendars. Obtaining information from a variety of locations is made easier with organizational tools, such as the Research task pane. The following are new and improved features for connecting information:
Connect business processes Often, critical business information is kept separate from the programs that workers know and use. With its extensive support for industry-standard XML, the Office 2003 Editions help bring business processes and information together on the desktop. To facilitate greater efficiency, features such as Smart Documents and Programmable task panes help users share customizable, task-specific information easily. New and improved tools for connecting business processes include the following features:
System Recommendations Here are the system requirements for the Office 2003 Editions:
Hard disk usage will vary depending on configuration; custom installation choices may require more or less hard disk space. The following are the hard disk requirements for individual Office 2003 Editions. Microsoft Office Professional Edition 2003
Microsoft Office Small Business Edition 2003
Microsoft Office Standard Edition 2003
Microsoft Office Student and Teacher Edition 2003
Additional items or services Some features or advanced functionality have additional requirements. Microsoft Office Professional Edition 2003 To use the optional installation of Outlook 2003 with Business Contact Manager, you need to meet the following system requirements:
Pentium II 400-MHz or faster processor Close-talk microphone and audio-output device
Note: Business Contact Manager will be disabled in the presence of an Exchange-technologies-based e-mail system. Microsoft Office Small Business Edition 2003
A PC with a Pentium 450-MHz or faster processor 260 MB of RAM or more recommended 190 MB of additional hard disk space
Pentium II 400-MHz or higher processor Close-talk microphone and audio output device
Note: Business Contact Manager will be disabled in the presence of an Exchange-technologies-based e-mail system.
Office Standard Edition 2003
Pentium II 400-MHz or faster processor Close-talk microphone and audio-output device
Introduction Every employee faces challenges when a project requires team collaboration. The Microsoft Office 2003 Editions and the integration with Microsoft Windows SharePoint Services (WSS) provides a platform that includes programs employees use daily to work with team members in a centralized location, making the team’s work more effective and efficient. The Office 2003 Editions allow for closer teamwork experience. New task panes from within the documents and e-mail messages provide information about other team members and also offer access to resources. Team members can use Instant Messenger (IM) integration to see when other team members are online or offline. New calendar features in Microsoft Outlook 2003 make scheduling meetings with other team members quicker and more effective. Office 2003 Editions also offer content protection rights to authors, ensuring they have complete access to and control over their documents. Windows SharePoint Services Integration with Office 2003 Editions Programs The integration of Office 2003 Editions programs and WSS offers users tools that are powerful, easy to use, and make collaboration easier. A WSS site provides a virtual community for team collaboration—making it easy for users to work together on documents, projects, events, and other activities where information sharing is essential. In addition to the new workspaces, Outlook 2003 offers a workgroup server, offline availability, and multiple calendar views and lists. Microsoft Office Access 2003 has features that allow users to link tables to other SharePoint Web sites and preserve full read/write capabilities. Because Excel 2003 and the various SharePoint lists are integrated more closely, a user can import or export a list to or from Excel and share it with other team members. The Office 2003 Editions program and WSS integration gives users more opportunities for increased accessibility to view, edit, read, or write information within Outlook, Access, and Excel. Windows SharePoint Services and Outlook 2003 With Office 2003 Editions, data from WSS can be used from directly within Outlook, allowing users to make better use of team information by integrating it with their own. Outlook 2003 provides users with team calendars to centralize team-specific appointments. It also provides specialized alerts to notify team members about any changes made to shared documents, and other benefits, such as workgroup servers, offline availability, and SharePoint capabilities. Team calendars Team calendars allow teams to post their schedules of product reviews on a SharePoint site for the whole team to reference. Team members can check that schedule against their own by opening up the live calendar view of a SharePoint list side by side with their individual Outlook calendars. Events from a SharePoint list look and act just like Outlook appointments and can be dragged and dropped from the SharePoint calendar into each user’s Outlook calendar. Specialized alerts Specialized alerts can help workers be more effective by providing relevant information that keeps them up to date. Users can view alerts by clicking Alert Me links in any SharePoint Web site, or by selecting Rules and Alerts from the Tools menu in Outlook, and then clicking the Manage Alerts tab. Alerts can be used to notify users of changes to documents, list items, document libraries, lists, surveys, or even search results by sending e-mail notifications. In addition, users can easily set up rules to move alert e-mail messages to folders and can view all active alerts in Outlook by using the Rules and Alerts dialog box. From there, users can delete the alert, jump directly to the Web site, create rules to act on the alerts, and more.
Other benefits of tight integration between WSS and Outlook 2003 include:
Shared lists Users of WSS benefit from the enhanced ability of Office 2003 Editions to work with SharePoint lists. Each enhancement to the list experience in WSS enables a range of scenarios not previously available. The enhancements also provide the ability to combine SharePoint lists with the rich functionality of core Office programs, opening new possibilities for collaboration, data collection, and analysis.
The following table shows WSS integration features for each program in Office 2003 Editions.
Manage team’s time One of the ways to make a project successful is to ensure that all team members stay current with personal and team schedules. The Office 2003 programs and WSS integration offer users instant messaging capabilities while working within Outlook 2003 or with a document. Team members can also view personal and team calendars and contacts side by side, so scheduling meetings and tracking down references is more efficient. Instant messaging integration and presence integration Instant messaging (IM) technology is integrated with Office 2003 programs to provide instantaneous presence information and the ability to initiate conversations quickly from within documents or Outlook. Team calendar views When a user is viewing multiple calendars, correlations between appointments can be difficult to understand. Outlook 2003 offers color-coded team appointments within each team member’s calendar so that the user can distinguish between team appointments and other appointments. |
