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sections, add formatting, and perform any other document task. You can also open an
individual subdocument and work on it separately by double-clicking the subdocument icon
in the left margin.

When you switch from Outline/Master view to any other view, even Reading view, you™ll
see the document in the condition it was in before you switched. That is, if you had
Note
collapsed the document, you™ll see the links to the subdocuments. If you had expanded
the document, you™ll see all the text from the subdocuments, with a section break before
and after each subdocument.

Be aware that Word inserts section breaks for each subdocument, because this may affect
your formatting decisions. You can apply different formatting (including headers, footers,
margins, paper size, page orientation, and page numbering) for different sections. You can
see the section breaks in Normal view by clicking the Show/Hide button on the Standard
toolbar.
Chapter 18 ¦ Getting Organized with Outlines and Master Documents 447


Working with a master document in Normal or Print Layout view is just like working with
Note any other document. You can apply formatting to the entire document or any part of it. In
addition, because each subdocument is a section, you can apply or modify any section-
level formatting, such as page numbering or margins. You can also insert new sections
within the subdocuments for formatting purposes.

If you follow the next two rules, you won™t have any problems formatting master
documents:
¦ If you want the formatting (for example, page numbering) to apply to the entire
document, apply that formatting in the master document rather than in a
subdocument.
¦ If you want the formatting to apply only to one subdocument, place your insertion
point inside the subdocument in which you want to apply the formatting (or open
the subdocument) before you proceed.
Also, remember that if you insert an existing document as a subdocument, that subdocument
retains its original section formatting ” except where that formatting would be overridden
by the master document™s template or styles. If you want one header or footer to continue
throughout the entire master document, make sure that your individual subdocuments don™t
contain their own headers or footers. To create different headers or footers for each
subdocument, however, set them up in the individual subdocuments.
Working with the entire master document in Normal or Print Layout view makes it easy to
move text and graphics among the subdocuments using Word™s standard cut-and-paste
techniques, including drag-and-drop. You can also navigate through a large document and
use Word™s Find and Replace feature to make global changes across several documents.

Working with subdocuments
In Master Document view, you can open any subdocument to work on it separately. This
is especially useful if several people are working on a project, because different people
can then open and edit several subdocuments simultaneously. You can also change the
order of the subdocuments, combine subdocuments, nest subdocuments within other
subdocuments, and even break a portion of a subdocument into a new subdocument.

Opening a subdocument
You can open an individual subdocument from within a master document by double-clicking
its subdocument icon in Master Document view. If you make changes to the subdocument,
however, save both the edited subdocument and the master document before closing the
master document. In case someone else may need to work on another part of the master
document while you™re editing the subdocument, close the master document once you open
the subdocument in which you want to work. As long as your subdocument has been
previously saved with the master document, that subdocument retains its link to the master
document even after you close the master document file.
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You can also open a subdocument using the File_Open command, but with this method,
certain changes may not be properly updated in the master document. To ensure that a
subdocument™s links are accurately updated in the master document, open subdocuments
from the master document.
If you opened the subdocument from the master document, closing that subdocument returns
you to the master document. If you opened the subdocument as a normal document or you
opened it from the master document but then closed the master document with the
subdocument still open, closing the subdocument is the same as closing any regular document.

Renaming or moving a subdocument
In order to rename a subdocument or move it to a different directory or drive, open the
subdocument from the master document and use the File_Save As command. Then
resave the master document.

If you move or rename a subdocument through Windows Explorer or use any method
Caution
other than the one just described, the master document loses its link with the
subdocument.

Removing subdocuments
To merge a subdocument into a master document, click the subdocument icon to select the
subdocument and then choose the Remove Subdocument button. When you do this, the
text remains in the master document but is no longer attached to the subdocument.
To remove the subdocument text entirely from the master document, click the
subdocument icon and press Delete. The subdocument text ” and the link to it ” is then
deleted from the master document.
Neither of these actions deletes the subdocument file from the disk. They only break the
subdocument™s attachment to the master document. To delete the subdocument file from
the disk, you must do so from outside, using Windows Explorer or another standard file-
deletion method.

Don™t delete a subdocument from the disk without first deleting it from the master docu-
ment. If you delete the subdocument file first, you get an error message the next time
Caution
you open the master document. Be very careful when working with master documents
that are entirely on, or have components on, removable disks. Don™t remove the disk
until you™ve closed Word completely. Simply closing the master document may not be
enough in some cases, and removing the disk can damage the files.
Chapter 18 ¦ Getting Organized with Outlines and Master Documents 449


Rearranging the order of subdocuments
Master Document view makes reorganizing your subdocuments a snap. You can also reorga-
nize subdocuments by selecting and moving text in Normal view, but reorganizing
subdocuments in Master Document view is a simple matter of dragging the subdocument icon.
You can also move a subdocument by positioning your insertion point anywhere in the
subdocument. Then hold down the Alt+Shift keys as you press an up- or a down-arrow key.
If you move a subdocument inside the boundaries of another subdocument, the subdocument
that you move becomes part of the destination subdocument. If you want a subdocument to
retain its integrity as a separate subdocument, move it to a location outside any other
subdocument™s boundaries.

Splitting subdocuments
A subdocument may become too large to work with effectively. Alternatively, you may
want more than one person to work on different portions of the subdocument
simultaneously.
To split a subdocument into two separate subdocuments, follow these steps:
1. Open the master document, and switch to Master Document view.
2. Select the entire heading or body text paragraph that will begin the new
subdocument.
3. Click the Split Subdocument button on the Outlining toolbar. The subdocument
then splits just above the selected paragraph.

Merging subdocuments
You can also combine several small files into one subdocument. You may want to do some
editing afterward, however.
To merge multiple subdocuments into one subdocument, make sure that the subdocuments
you™re going to merge are adjacent; then select them and click the Merge Subdocument
button on the Outlining toolbar. When you save the master document, Word assigns the
file name of the first document in your selection to the merged subdocument.

Sharing subdocuments
Word uses the Author information in Summary Info to determine the owner of each
subdocument. If you™re the owner, you have full rights to open and edit the document. If
you didn™t create the document, however, the document is locked, and a small padlock
icon appears just under the subdocument icon. Figure 18-7 shows a master document in
Master Document view with one subdocument locked.
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Figure 18-7: The first subdocument on this screen has been locked using the Lock
Document button. Note the padlock under the subdocument icon.

To lock or unlock a subdocument, select the subdocument and click the Lock Document
button on the Outlining toolbar. Remember, though, that Document option doesn™t provide
real protection. Anyone can unlock the document simply by clicking the Lock Document
button. If you need a higher level of protection, add a password.


Summary
With the outline feature in Word, you can organize your thoughts into headers and then
rearrange them as needed. With the Master Document feature, you can create large
documents by combining subdocuments, which provides you the best of both worlds: the
capability to work with all the files at once without forcing you to deal with one huge file.
In this chapter, you learned how to
¦ Create and work with outlines using the Outlining toolbar, which appears when you
choose View_Outline or click the Outline View button on the horizontal scroll bar.
The outline feature is essential for helping you to organize your thoughts in a
document using headings.
¦ Create and work with master documents by clicking the Master Document View
button on the Outlining toolbar. With the Master Document feature, you can work
efficiently with large documents by organizing them into subdocuments.
¦ ¦ ¦
19 CHAPTER



Processing
Outlook
Messages . . . .


Automatically In This Chapter

Using rules to filter
your e-mail

Backing up rules and
moving them between

Y
computers
ou are probably inundated with e-mail messages each day.
The flood of e-mail only continues to get worse, even
Using auto-responders
though many states are finally starting to take action to try to
stem the flood from spammers. Even solicited mail can become a
Filtering out junk mail
burden unless you know how to process it automatically, moving
and adult content
it to specific folders or handling it in other ways when it arrives.

Using the Out of Office
The term spam refers to unsolicited and unwanted e-mail. A
Note
Assistant with
spammer is a person or entity that sends out spam. Exchange Server
Outlook provides an excellent set of features that enable you to
process messages automatically, both when they arrive in your . . . .
Inbox and when you send messages out. You can use these rules
to move messages to specific folders, generate automatic
responses, filter out unwanted messages, and much more. In this
chapter you will learn how to put Outlook™s rules to work for you,
how to back them up and restore them if needed, and how to use
the Out of Office Assistant to manage your messages in your
Exchange Server mailbox when you are out.


Securing Against HTML Content
Junk mail ” or spam, as it is generally called ” can be a major
headache for anyone who has an e-mail account. Although most
spam includes instructions on how to unsubscribe to the list that
generated it, unsubscribing often yields questionable results. Some
Part III ¦ Beyond Mastery: Initiative within Office
452

spammers simply ignore your requests, while others use the request to validate your e-mail
address so they can continue sending to you. However, others have gone to a more indirect but
more effective method, explained next.

Blocking external HTML content
Many spammers are now using more advanced methods to validate addresses, such as
sending HTML-based messages that contain embedded external links. When you open the
message, your e-mail application attempts to retrieve the external content, and server-side
software then identifies your e-mail address as valid. These embedded URLs are often called
Web beacons.
Outlook 2003 helps reduce spam by blocking external content in HTML messages. This is
the default configuration, but if needed, you can configure Outlook to allow external
content:
1. In Outlook, choose Tools _ Options and then click the Security tab.
2. Click Settings in the Junk E-mail Prevention group to open the External Content
Settings dialog box (Figure 19-1).




Figure 19-1: The External Content Settings dialog box.

3. Choose options based on the following list:
Block external content in HTML e-mail. Select this option to block Web beacons;
clear the option to allow Outlook to retrieve external content.
Except if the external content comes from a Web site in these security zones:
Trusted Zone, Intranet Zone. Allow Outlook to retrieve external cntent only if the
target site is listed in the Trusted Zone or Intranet Zone. You define the sites that belong
in this zone through Internet Explorer™s security settings.
Warn me before downloading blocked content when editing, forwarding, or
replying to e-mail. Have Outlook prompt you that a message contains external content
when you edit, forward, or reply to the message.
Chapter 19 ¦ Processing Outlook Messages Automatically 453


Configuring security zones
Outlook uses the security zones you define in Internet Explorer to decide not only how to
handle messages with external content, but also how to handle messages that contain scripts.
By default, Outlook uses the Restricted Sites zone for handling messages. The default
settings for this zone prevents HTML messages from accomplishing potentially dangerous
or harmful tasks such as running scripts, downloading unsigned ActiveX controls, and
scripting Java applets. Regardless of the zone you select, however, Outlook always
deactivates ActiveX controls and does not run scripts. Even so, there might be other settings
that you want to configure for the security zone. Keep in mind that changing the settings
affects Internet Explorer as well as Outlook.

Outlook does not take into account any domains you might add to a particular zone. It uses the
Tip settings for the zone, but ignores the domains. For example, if you add sites to the Trusted
Sites zone but configure Outlook to use the Restricted Sites zone, it will use the settings
defined for the Restricted Sites zone even if you receive a message from a domain in the
Trusted Sites zone.

To change zone settings, in Outlook choose Tools _ Options and then click the Security tab.
Choose from the Zone drop-down list the zone you want Outlook to use for processing
HTML-based messages. Click the Zones Settings button if you want to change zone settings,
click OK at the warning message, and configure settings in the resulting Security dialog box
(Figure 19-2).




Figure 19-2: The Security dialog box.
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Select one of the four zones and click Custom Level to open the Security Settings dialog
box. Configure settings as needed and then click OK. Change other zones as needed, click
OK on the Security dialog box to close it, and return to Outlook.

The default settings for Outlook generally provide good protection against unwanted content
and malicious code. For that reason, you should modify the security settings only if you have
Note
a very specific reason to do so. For that reason, and because these settings are more appli-
cable to Internet Explorer than to Outlook, this chapter doesn™t cover zone settings in detail.


Using Rules
Rules are sets of instructions that you create to tell Outlook how to handle certain types of
messages. Rules are sometimes called filters, and they are often used to screen out unwanted
messages. You can set up your own rules to give special handling to important messages and
to send junk mail directly to the Deleted Items folder without it ever appearing in your
Inbox.
You can set up rules for handling both incoming and outgoing e-mail messages. Most of the
time, you™ll only concern yourself with incoming messages. Still, it™s nice to know that you
can automate both if necessary, and there are some important uses for outgoing rules. For
example, you might want to keep a copy of outgoing messages to certain people in a folder
other than Sent Items to make these messages easier to locate. For example, you could create
a folder for several of your most important clients, and store sent messages for those people
in their respective folders.
Although it™s really quite easy to set up rules, Outlook has a few rules that have been set up
and are ready to use immediately. In the following sections, you learn first about setting up
rules of your own and then about how you can use the junk e-mail lists that are built into
Outlook.

Using the Rules Wizard
Outlook provides a Rules Wizard to help you set up your own rules for handling e-mail
messages. This Rules Wizard steps you through the entire process so that creating or
modifying rules is really simple and straightforward.

Creating a rule
To use the Rules Wizard to set up an e-mail message-handling rule, follow these steps:
1. Select Tools _ Rules and Alerts. This will display the Rules and Alerts dialog box
(Figure 19-3).
Chapter 19 ¦ Processing Outlook Messages Automatically 455




Figure 19-3: The Rules and Alerts dialog box.

2. Click the New Rule button to start the Rules Wizard, and begin creating a new rule.
You can start from a blank rule or use one of several rule templates to create the
rule, as explained in the next step.
3. Select a rule template from the Step 1 box, as shown in Figure 19-4. As you select
different types of rules, the Step 2 box provides a brief description of the rule. If
you choose the option Start from a Blank Rule, you can instead choose Check
Messages When They Arrive or Check Messages After Sending to create a rule that
processes messages either when they arrive or when you send them, respectively.




Figure 19-4: Use the Rules Wizard to create and modify Outlook message rules.
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Choosing a rule template simply predefines certain rule properties. You can then modify
Tip these properties to customize the rule as needed. If you choose to start from a blank rule,
you must manually select all rule properties. The general process is the same regardless of
which method you choose.

4. Click Next to continue.
5. Scroll through the Which condition(s) do you want to check? list box, and choose
the items that you want to apply to this rule. You can specify multiple conditions.
Keep in mind that all the conditions that you choose must be met before the rule
will be applied. If you were to choose both the where my name is in the To box and
the where my name is in the Cc box conditions, for example, the rule would apply
only if your name were in both the To and the Cc boxes. The more conditions you
specify, the less likely it is that any message will meet the full set of conditions. It™s
generally better to set as few conditions as possible ” you can always go back later
and add additional conditions if you discover that the rule is too broad.
6. After you have applied all the necessary conditions to the rule, click each of the
underlined items in the Rule description list box in turn. This will enable you to
edit the item, as shown in Figure 19-5.




Figure 19-5: Click the underlined values to replace each with specific condition
criteria.
Chapter 19 ¦ Processing Outlook Messages Automatically 457

7. The choices you must make will vary depending on the type of value you are
editing. When you have selected all the items for the selected value, click OK to
continue.
8. If there are additional underlined items, click each in turn and choose the values.
When you have completed your selections, the Rules Wizard dialog box should
look something like Figure 19-6, with no remaining underlined items that need to
be specified.




Figure 19-6: Make certain that you have specified the values for all underlined
items before continuing.

9. Click the Next button to continue.
10. Choose any additional actions for this rule from the What do you want to do with
the message? list box, as shown in Figure 19-7.
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Figure 19-7: Add any additional actions for the rule.

11. Notice that specifying additional actions generally adds additional underlined items
to the Rule description list box. Click the new underlined items to edit them as you
did for the rule conditions. Click OK when you are done specifying the actions.
12. Click the Next button in the wizard to continue.
13. If necessary, select any exceptions to the rule using the options in the Are There
Any Exceptions list box. If you add exceptions, you may need to edit additional
underlined items that appear in the rule description list box.
14. Click the Next button to continue.
15. Enter a descriptive name in the Specify a name for this rule text box (Figure 19-8).
The name you enter should clearly identify the rule ” especially if you plan to
specify a number of rules in the future.

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