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Microsoft Office Outlook 2003 Product Guide


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Access the side-by-side calendars in Outlook 2003

Outlook® 2003 makes it possible to view multiple calendars—including local calendars, public-folder calendars, other users’ calendars, and calendar views—side by side in the Outlook window. The color-coded calendars scroll together, making them useful for comparing schedules or finding a teammate. Users can drag appointments between calendars or onto their own calendar, or use the New Meeting With feature to set up a meeting quickly with the owners of some or all of the open calendars.

After a user has opened a calendar, it appears in the Calendar module of the Navigation pane. To turn these calendars on side by side, the user selects the box next to the appropriate calendars. To turn a calendar off, the user clears the box.



The side-by-side calendars view in Outlook. On the left, the Navigation pane shows the calendars that the user has access to. To use the New Meeting With function, open several calendars side by side. Right-click the calendar and highlight New Meeting With.

Access integrated contacts and calendar information from Windows SharePoint Services in Outlook

Contacts and Calendars are common lists that store both personal and group information. Outlook 2003 and WSS now allow users to view team and personal calendars side by side. The user can select to view the team’s calendar and contacts directly in Outlook, making the information always available.





To view a calendar list from WSS in Outlook, navigate to that calendar by using the Web browser. Click Link to Calendar in the toolbar. Outlook will ask you to confirm that you want to add the calendar; click Yes.
After a calendar from WSS has been added, it can be opened in Outlook 2003 and compared with the user’s default calendar that appears in Outlook.


If you are opening a calendar, the calendar list is opened up side by side with your default calendar and added to the Other Calendars list. Contacts lists can be viewed in Outlook in the same way.

Help Protect Sensitive Documents

New technologies in Microsoft Office 2003 Editions help protect digital intellectual property. Information Rights Management (IRM) in Office 2003 Professional allows functions such as cut, copy, paste, print, and e-mail forwarding to be restricted for specific documents and e-mail messages, giving users and organizations more control over their valuable information assets.

Information Rights Management in Office 2003 Editions

Information Rights Management (IRM) is a new policy-enforcement technology in Office 2003 Editions that helps protect documents and e-mail messages from unauthorized access and use. IRM is a persistent, file-level protection technology that allows the owner to specify who can access a document or e-mail message and control whether those users are allowed to edit, copy, forward, or print the contents. IRM is an extension of Windows Rights Management Services (RMS) into Microsoft Office 2003 programs. IRM in Office Professional Edition 2003 requires RMS on Windows Server 2003, either within the organization or through a service such as Microsoft Passport. Windows Rights Management Services for Windows Server 2003 is a new premium service that requires a separate Client Access License (CAL).

IRM is a policy-enforcement technology, not a security technology, which allows documents and e-mail messages to be distributed while helping maintain control over who can access content and how they can use it. Once a document or e-mail message is protected with this technology, the access and usage restrictions are enforced no matter where the file or message goes. 

IRM support in Microsoft Office 2003 Editions helps corporations and knowledge workers address two fundamental needs. It:


  • Helps protect digital intellectual property. Most corporations today rely on firewalls, login security, and other network technologies to protect their digital intellectual property. The fundamental limitation of these technologies is that, after legitimate users have access to the information, the information can be intentionally or accidentally shared with unauthorized people, creating a potential breach in security policies. IRM helps protect the information itself from unauthorized access and reuse.

  • Helps ensure information privacy, control, and integrity. Knowledge-capital workers often deal with confidential or sensitive information, relying on the discretion of others to keep sensitive materials in-house. IRM helps eliminate the risk of accidental leaks by disabling the forward, paste, or print functions in IRM-protected documents and e-mail messages. In addition, IRM can enforce expiration dates to help ensure that knowledge-capital workers see and use up-to-date content only.

For IT managers, IRM helps enforce enterprise policies regarding document confidentiality, workflow, and e-mail retention. For CEOs and security officers, it helps reduce the risk of having key company information get into the hands of the wrong people, whether due to accident, thoughtlessness, or malicious intent. 

When enabled by the organization, users of Office 2003 Editions will be able to take advantage of this technology easily. To create and protect documents and e-mail messages with IRM, Microsoft Office Professional Edition 2003 or the full stand-alone products are required. A simple user interface based on customizable “rights templates” available in the standard toolbar makes IRM convenient and easy to use. Other Microsoft Office 2003 Editions will give users the ability to read and edit IRM-protected content but not create it. Integration with Active Directory® provides a level of convenience not seen on today’s document-specific passwords.

Finally, IRM-protected documents and e-mail can be shared across organizations and with users that do not have Office 2003 Editions. Microsoft is offering, for a limited time, an IRM service for customers who do not host their own Windows Rights Management

Services server. The Rights Management Add-On for Internet Explorer allows Microsoft Windows users to consume IRM-protected documents whether or not they have Office 2003 Editions. This service will use Microsoft Passport, instead of Active Directory, as the authentication mechanism. Users of this service will not be able to create custom rights templates, such as a company’s confidential template, but they will be able to share and access IRM-protected documents and e-mail messages.



How and when to enable IRM in Outlook 2003

IRM in Outlook 2003 helps prevent unauthorized forwarding, copying, or printing of sensitive e-mail messages. It also helps protect messages that are automatically encrypted during transit, and when the sender applies usage restrictions, Outlook 2003 disables the necessary commands. Office documents that are attached to protected messages are automatically protected as well and these policies persist with the document.





Users can apply usage restrictions to limit who can read and change e-mail messages and attachments.

Permission options

If a protected document is forwarded to an unauthorized recipient, the document cannot be opened and an error message that contains the document owner’s e-mail appears so that the recipient can request additional rights. If the document owner decides not to include an e-mail address, unauthorized recipients get an error message. 

Organizational policies and template options

On the Windows Rights Management Server, organizations can create “rights templates” that will appear in Office Professional Edition 2003 programs. For example, a company might define a template called Company Confidential, which specifies that a document or e-mail message in that template can only be opened by users inside the company domain. These templates can reflect the policies of the organization, and the number of templates that can be created is unlimited.



Rights Management Add-On for Internet Explorer

Because enforcement of rights is done at the application level, Office files protected with IRM technology can only be opened and edited by Office 2003 Editions. However, Rights Management Add-On for Internet Explorer allows users without Office 2003 Editions to read IRM-protected materials. The Rights Management Add-On for Internet Explorer is available for download free of charge at www.microsoft.com (connect-time charges may apply).

The Rights Management Add-On for Internet Explorer will play an important role in communication between business units and with business partners, as companies may choose to migrate to Office 2003 Editions on their own timeframes. Companies can use IRM in Office 2003 Editions knowing that authorized users will be able to access and consume protected content even if they do not have Office 2003 Editions.

Additional server requirements

Microsoft Windows Server 2003 with Rights Management Services and Active Directory are required to enable IRM fully in Office Professional Edition 2003. The Rights Management Services feature requires a premium Client Access License (CAL). Microsoft is also hosting, for a limited time, an IRM service through Passport for customers who do not have Windows Server 2003. This service will enable users to share protected documents and e-mail by using Microsoft Passport as the authentication mechanism.

Note that users of Office Standard Edition 2003, Office Small Business Edition 2003, and Office Student and Teacher Edition 2003 cannot create new IRM-protected documents or e-mail messages, or modify the permissions on existing IRM-protected files. However, they can open, edit, save, and print IRM-protected documents and e-mail messages with the appropriate permissions.

Regional permissions

When teams collaborate on very large documents, some users may be assigned certain portions of the document to work on at any given time. In the past, there was no way to ensure that each user only modified the assigned portion of the document. When it came time to reconcile the edits and merge changes into a master document, large numbers of conflicting edits often caused problems.

Document owners can set permissions to protect certain regions or specific portions of a document from being edited by some or all users. Using the Protect Document task pane (by selecting the Tools menu, and then Protect Document), a document owner can first protect the whole document against any edits (optionally allowing only comments) and then assign permissions to individual portions of the document by selecting them and specifying the users who should be able to edit that selected region. Later, when reconciling the changes of different individuals, the document owner is assured that no two people edited the same area, and no conflicts exist.

After the permissions have been set up, the task pane switches focus from helping the creator set up the permissions and managing the list of users to helping users find the parts of a document that they can edit.





User view of the Protect Document task panel.

Summary


The Office 2003 Editions and WSS integration make it easier and more efficient for users to connect with other team members and the information they need. By enhancing the desktop programs that employees are already familiar with, the Office 2003 Editions help users spend their time making progress on their projects instead of learning a new set of features and commands. The Professional version of Office 2003 Editions also allows authors to create documents and e-mail messages that are better protected from unauthorized use by offering IRM technology. This improved functionality in the Office 2003 Editions assists users when working on projects that require team efforts.

Introduction

Often, too much information exists in too many places for workers to keep track of it. Tasks such as organizing and managing e-mail can take much of the workday; the process of accessing e-mail slows the process further for remote and mobile users. Junk e-mail has become increasingly problematic because it can consume valuable space and prevents efficient processing of important messages.

Given this influx of e-mail and other data, locating information often requires going to multiple locations. Microsoft Office 2003 Editions provide new ways to help workers stay organized and manage the details that accompany information overload.

Organizational and design enhancements

The redesigned look and feel of the Office 2003 Editions help users manage and prioritize large volumes of information. The simplified interface of Microsoft Office Outlook 2003, Ink support for the Microsoft Tablet PC, and more make it easier to read, organize, and work with information. Some new design enhancements to Outlook 2003 include allowing users to read e-mail more quickly by using the new Reading task pane, to find important messages by using Search Folders, and to view tasks at-a-glance by using Quick Flags.

New feature highlights

With the improvements and new features of Outlook 2003, users can manage large volumes of information quickly and easily. The new screen layout optimizes screen space while giving users a comprehensive look at their Inbox, and users can organize messages virtually in Search Folders—by using the built-in Search Folders or creating their own. Quick Flags let users mark e-mail messages that require follow-up action, and these messages are easily found in the new For Follow Up search folder.

New security settings offer increased support for junk e-mail filtering and blocking of external content. Remote and mobile users can take advantage of improvements to connectivity performance with better caching. Along with a new look, Office 2003 Editions enables users to draw information from a variety of locations quickly by using the Research task pane.

A new look for Outlook 2003

Microsoft Office Outlook 2003 provides innovative features that help users manage and organize e-mail messages, contacts, calendar tasks, notes, and other critical information. The new look for Outlook 2003 helps users organize information to increase productivity and get the information they need. Outlook 2003 also helps users block the information they don’t need and protect against the misuse and unwanted distribution of key company information.

Working with new e-mail views

Studies of Outlook users show overwhelmingly that the sender’s name or address is the most important criteria for consideration when deciding whether to open e-mail messages. The Multi-Line view puts the sender’s name in dark text in the upper-left corner, making it easy to scan down the list for important names. Secondary information is rendered in lighter shades of text to draw the eye toward the more important information. This Multi-Line view also provides a taller region, which makes messages easier to select with the pen on a Tablet PC.

Microsoft has taken into account how customers interact with their e-mail. In the Office 2003 Editions, Outlook 2003 features a new interface that breaks from the traditional mold.

The new interface uses the Reading task pane (described below) to create an efficient and easy-to-use layout of messages on the screen. The vertical-column orientation of the new layout makes it possible to see nearly twice as much data on the screen at once. The new e-mail view is also optimized to help users easily find items and navigate through e-mail. This efficient layout means less time spent scrolling and more time accomplishing work.

Reading task pane

The Reading task pane helps reduce eyestrain and makes time spent reading e-mail more efficient by showing more of the message on the screen. This reduces scrolling and often eliminates the need to open and manage many separate windows for different messages.

Replacing the Preview task pane from previous versions of Outlook, the vertical layout of the Reading task pane presents messages in a manner that is more consistent with the way newspapers have been formatting text for hundreds of years. This simple redesign, in addition to the new multi-line mail list, frees up nearly twice as much monitor space for text as the previous horizontal view Preview task pane and makes for a more comfortable reading experience overall.



The Reading task pane is on by default in Outlook 2003. The Reading task pane accommodates more than three paragraphs of text and 14 e-mail messages, whereas the Preview task pane in earlier versions of Outlook showed only two paragraphs of text and 11 e-mail messages.

Intelligent grouping

When creating lists, users naturally group similar items together, such as a to-do list under the headings “Today,” “Tomorrow,” and “Next Week.” The new e-mail view automatically applies intelligent groupings to help users sort messages.

For example, when users arrange mail by the date it was received, Outlook 2003 splits the communications into simple groups—“Today,” “Yesterday,” “Last Week,” “Last Month,” and so on. When users rearrange by size, Outlook 2003 again splits the communications into user-friendly groups—“Large,” “Small,” “Very Large,” and so on. These groups make it easier for users to scan through a list and find what they need because the groupings reflect the way most humans work.

Advanced users can treat these groups as objects, choosing to move, delete, copy, forward, or perform other actions on all items in the group at the same time. For example, e-mail messages could be grouped by date, and then all messages from “Last Month” could be dragged to another folder and filed away with one click.





Clicking Arrange By shows the list of possible arrangements, such as by Date, From, Subject, Size, Flag, and so on. This menu is also available by clicking View -> Arrange By.

Smart Dates

To use space more efficiently in the Multi-Line view, Smart Dates change the date format on the fly based on how long ago the message was received. For example, an e-mail message that was received today will only display a time: 3:40 p.m. Messages that were received during the current week display a day of the week and time: Wed 1:24 a.m. For e-mail that was received many months ago, the exact time is less important, so Outlook 2003 displays only the date: 1/12/2003. This makes it easier for the user to sort, find, file, and manage e-mail quickly and efficiently.



Arrange by Conversation

Arrange by Conversation helps with the most common task that is performed in Outlook: reading mail. It was designed to help users quickly catch up on their e-mail, without embarrassing themselves by replying to items that have already been resolved.

Arrange by Conversation displays e-mail messages in a conversation-oriented or “threaded” view, by default showing only e-mail that is unread or marked for follow-up, so the user doesn’t need to skip over dozens of read messages to find the new ones. Similar messages are grouped together, and indentation indicates clearly who responded to whom throughout the conversation.

Each conversation can be expanded to show all related messages, so users can easily view the entire conversation at once, instead of reading pieces here and there. Users can use Arrange by Conversation as easily as they can sort mail, using the same interface, which means that the feature can be used right away by anyone who is familiar with Outlook. And, because multiple messages in a conversation share the same subject, the subject line only needs to be shown on the screen once per conversation, allowing for as many as twice the number of messages to fit on the screen. As with any group in Outlook, the conversation can be treated as an object, meaning that users can delete, copy, file, or forward the entire conversation at once.





In the Arranged by Conversation view, messages about the same conversation are grouped together and indentation shows who replied to whom. Only unread and Quick Flagged messages are shown by default, so the screen remains uncluttered while the user catches up on e-mail.

To arrange new messages by conversation, click Arranged By over the new mail view, and then click Conversation. Or, click Arrange By on the View menu, and then click Conversation.

Navigation pane

The Navigation pane builds more efficiency into Outlook 2003 by combining the main navigation and sharing aspects of the program into one easy-to-use pane. With the Navigation pane, users experience more relevant and context-sensitive navigation through Outlook 2003, rather than a simple, static list of folders.

In Calendar, for example, users see the date navigator and other users’ shared calendars. In Contacts, users get a list of all contacts folders they can open, both local and shared, in addition to different ways to view the contacts. The Navigation pane is on by default. To turn it off and on, click View, and then click Navigation pane.

The Navigation pane improves Outlook 2003 in several ways:



  • Efficient use of screen space. The best of the Outlook bar and the Folder list are brought together into a smaller, more efficient space. All navigation options, not just folder navigation, are in one place, giving users dramatically increased space to view their data. For example, users can view up to twice as much of their Calendar in Outlook 2003 compared to Outlook 2002.

  • Context sensitivity. Simplified, context-sensitive navigation shows the most relevant information for each type area of Outlook. For instance, in the Mail pane, users view the list of e-mail folders and search folders. In Calendar, they see a date picker and a list of calendars that are available to them.

  • Shared data. Sharing information is simplified by presenting shared data next to a user’s own data. For example, users can view other calendars to which they have access, placing them side by side with their own calendar.

  • View settings. View settings appear in the Navigation pane, making it easy to change how something is displayed.

  • Quick Launch. Advanced users appreciate the ability to shrink the module into a Quick Launch bar to save space.

  • Go menu. The Go menu and associated keyboard shortcuts make the Navigation pane more accessible.



Navigation pane with large buttons Navigation pane with smaller buttons

The Navigation pane. The splitter between the big buttons at the bottom and the content pane can be moved up and down to create larger or smaller buttons. The large buttons are great for easy clicking with Tablet PC or other pen-based computers, or users may choose to shrink all the buttons to a single Quick Launch bar in order to save space.
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