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folder file (PST) for you to store your messages. If this is the only account, Outlook also
stores your nonmail items (Calendar and so on) in the PST.
Chapter 3 ¦ Configuring Outlook 2003 69

When you add an IMAP account to a profile, Outlook creates a PST specifically for the
IMAP account. It does not, however, store your nonmail items in the IMAP PST. Instead,
Outlook creates a separate PST to store those items.
Although Outlook automatically creates PSTs as needed when you add accounts, you might
want to add your own PSTs to a profile. For example, perhaps you use an Exchange Server
account for your primary Outlook store, but want a set of personal folders to serve as an
archive; or perhaps you have an Exchange Server account and are adding a POP3 account.
Outlook will, by default, deliver your POP3 messages to the Exchange Server mailbox, but
you can create a rule that moves them to the PST after they come in.
If you™re interested to learn more about rules and how to create them, see chapter 8 of
Wiley™s Outlook 2003 Bible.
Follow these steps to add a set of personal folders to your profile:
1. If Outlook is not running, right-click the Outlook icon and then choose Properties, or
open the Mail applet from the Control Panel. Click Data Files to open the Outlook
Data Files dialog box (Figure 3-13). If Outlook is running, choose File_Data File
Management.




Figure 3-13: The Outlook Data Files dialog box.

2. Click Add to display the New Outlook Data File dialog box (Figure 3-14). Choose
one of the following options:
Microsoft Outlook 97-2002 Personal Folders File (.pst). Choose this option to create
a PST that is compatible with other Outlook versions. Use this type of PST if you need
to share a PST between different versions of Outlook.
Microsoft Outlook Personal Folders File (.pst). Choose this option to create a PST
that is not compatible with previous Outlook versions, but which supports a larger PST
file size and multilingual Unicode data.
Part I ¦ Getting Functional with Office 2003
70




Figure 3-14: The New Outlook Data File dialog box.

3. Outlook displays the Create or Open Outlook Data File dialog box, which is similar
to the standard Outlook Open or Save dialog box. Choose a location and file name
for the PST, and click OK.
4. In the Personal Folders dialog box (Figure 3-15), enter settings according to the
following list:
Name. Specify the name for the PST as you want it to appear in the Outlook folder list.
Using a unique name will help you identify the set of folders more easily.
Encryption Setting. Choose No Encryption if you don™t want to use encryption for the
PST. Choose Compressible Encryption to use encryption that also allows the PST to be
compressed to conserve disk space (this is the default). Choose Best Encryption to
provide extra security at the expense of losing compression capability for the PST.
Password. Enter and confirm an optional password to protect the PST, and choose the
Save This Password in Your Password List to have Outlook cache the PST password in
your password cache. Use this option if you are concerned that others might be able to
access your computer and view the items in the personal folders.




Figure 3-15: The Create Microsoft Personal Folders dialog box.
Chapter 3 ¦ Configuring Outlook 2003 71

5. Click OK to create the PST; then click Close.
After you add a PST, it appears in the folder list under its own branch. The branch name
comes from the Name field you specify when you create the PST.


Creating and Managing Outlook Profiles
An Outlook profile stores a set of accounts and their associated settings such as the data
files associated with the profile. In most cases you will have only one profile that contains
all of the accounts that you use. In a few situations, however, you might need to create
additional profiles on a computer. For example, even though Outlook can handle multiple
e-mail accounts in one profile, you might prefer to keep your work account separate from
your personal accounts. Or, maybe two users work with the same computer and each need
their own profiles.
You can configure Outlook to use a particular profile by default, or you can configure it to
prompt you to choose a profile when Outlook starts. Use the former when you work from the
same profile most of the time, and use the latter when you need to change profiles frequently.
Keep in mind that Outlook profiles have nothing to do with the other kinds of profiles you
will find on a typical Windows computer, including hardware profiles, user profiles, or even
Office settings profiles. Outlook profiles store the accounts and related settings for Outlook
only, not for any other application or system.
Outlook profiles store specific types of information, including the following:
Services. This includes data file properties and settings for each of the e-mail accounts
in the profile. Services can also include address books, LDAP directory service settings,
and third-party services such as one that delivers faxes to your Inbox.
Delivery Settings. An Outlook profile stores settings that determine where it should
deliver new incoming messages.
Address Settings. The profile stores settings that determine which address book
Outlook uses by default and the address book order it uses to validate e-mail addresses.
When you run Outlook for the first time, it steps you through the process of adding a profile
and creating an e-mail account for the profile. The following section explains how to create
a new profile.

Creating an Outlook profile
You can add to or modify the contents of a profile in Outlook, but you can™t create a profile.
Instead, you must use the following steps:
1. Open the Mail applet in the Control Panel, or right-click the Outlook icon and then
choose Properties to open the Mail Setup dialog box.
2. In the Mail Setup dialog box (Figure 3-16), click Show Profiles to display the Mail
dialog box (Figure 3-17).
Part I ¦ Getting Functional with Office 2003
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3. Click Add to display the New Profile dialog box, enter a name for the profile, and
click OK.
Two options on the Mail dialog box control how Outlook handles multiple profiles:
Prompt for a Profile to be Used. Select this option to have Outlook display a dialog
box when the application starts from which you choose the profile to use.
Always Use This Profile. Select this option if you want Outlook to use a particular
profile automatically. Select the desired profile from the drop-down list.
4. The E-mail Accounts Wizard launches automatically. Use the wizard to add ac-
counts, address books, or directory services to the profile. When you complete the
wizard, you™ll be returned to the Mail dialog box. Create any other profiles as
needed, and set the default profile as explained next; then click OK.




Figure 3-16: Use the Mail Setup dialog box to access the profiles stored in the user™s
profile.




Figure 3-17: The Mail dialog box shows all existing profiles within the user™s system
profile.
Chapter 3 ¦ Configuring Outlook 2003 73


Copying a profile
In some cases you might want to use the settings from an existing profile but make certain
changes, such as create two profiles that include a common e-mail account but which each
have a unique secondary account. If that™s the case, you can copy the existing profile and
then modify the copy. To do so, open the Mail dialog box as explained in the previous
section; then click Copy. Specify a name for the new profile, and click OK. You can then
modify the newly copied profile as needed.

Switching between profiles
If you maintain multiple Outlook profiles, it™s likely that sooner or later you will need to
switch to a different profile. If you switch frequently, the best approach is to configure
Outlook to prompt you to select a profile when Outlook starts. The section “Creating an
Outlook profile” earlier in this chapter explained how to do that.
There is no mechanism in Outlook to change profiles dynamically. You must exit Outlook
and, unless you™ve configured Outlook to prompt you for a profile at startup, change the
default profile before starting Outlook again. Here are the steps to take:
1. Open the Mail applet from the Control Panel and click Show Profiles to open the
Mail dialog box.
2. Select Always Use This Profile and then select the required profile from the list.
3. Click OK, and start Outlook to use the new profile.


Configuring Message Delivery Options
When an Outlook profile contains more than one e-mail account, Outlook prioritizes them
and uses the one with the highest priority as the one through which it sends e-mail by
default. For example, if you have an Exchange Server as well as a POP3 account in a
profile, and the Exchange Server account is at the top of the account list, Outlook will send
new messages through the Exchange Server account.
You can choose an account when you compose a message, and Outlook will send the
message through that account. To use a specific account, start a new message, click the
Accounts button in the toolbar, and select the account. Compose the message and then click
Send. Outlook will send it through the specified account.

The Accounts button doesn™t appear unless you have at least two accounts set up.
Note



You can easily change the account order so that Outlook uses a different account by default
for outgoing messages:
1. In Outlook, choose Tools_E-mail Accounts.
2. Choose View or Change Existing E-mail Accounts and then click Next.
Part I ¦ Getting Functional with Office 2003
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3. Select an account in the list, and click Move Up or Move Down to adjust the
account list. Set the desired account at the top of the list.
Setting the account order does more than just set the account Outlook uses by default for
outgoing messages”it also changes the order in which Outlook processes accounts. Outlook
performs sends and receives for multiple accounts in the order they are listed. Moving an
account up in the list means it will be processed before those below it.
One other change you might want to make for the profile is to specify the account to which
incoming mail is delivered. For example, imagine you have a POP3 account and an
Exchange Server account. In most cases you™ll likely want to leave the Exchange Server as
the location for incoming mail; however, you might decide to deliver mail to the POP3
account, which uses a local PST, because of network considerations or other reasons.
Here are the steps needed to specify the incoming mail store:
1. In Outlook, choose Tools_E-mail Accounts.
2. Choose View or Change Existing E-mail Accounts and then click Next.
3. In the E-mail Accounts dialog box (Figure 3-2), choose the mail store from the
Deliver New E-mail to the Following Location drop-down list.
4. Click Finish.


Setting Your E-mail Options
After you have the Internet e-mail service properly configured, you can set your e-mail
options. There are lots of these options, some more critical than others. In the following
sections, you have the opportunity to take a look at these settings so that you can learn how
the e-mail options affect you and your use of Outlook. Some of these settings will also be
covered in more detail in Part II of this book.

Setting the e-mail preferences
The e-mail preference settings affect the appearance and handling of your e-mail messages”
from what happens to messages you send to how replies are handled.

To set your e-mail options, follow these steps:
1. Select Tools_Options to display the Options dialog box. Click the Preferences tab if
necessary to bring it to the front.
2. Click the E-mail Options button to display the E-mail Options dialog box, shown in
Figure 3-18.
Chapter 3 ¦ Configuring Outlook 2003 75




Figure 3-18: Choose the basic e-mail options in this dialog box.

3. Select an action from the After moving or deleting an open item drop-down list box.
This specifies what you want to do when you close a message.
4. Select Close original message on reply or forward so that you won™t return to a
message you™ve replied to or forwarded. If you don™t select this check box, you™ll
need to close the original message yourself.
5. Select Save copies of messages in Sent Items folder to always save a copy of any
messages you send. If you don™t select this option, there will be no record that
you™ve sent messages, except in the Journal if those contacts have been selected for
recording in the Journal. Be sure to clean out the Sent Items folder occasionally if
you™ve selected this option.
6. Select Automatically save unsent messages to place copies of messages you™ve
begun but not yet sent in the Drafts folder.
7. Select Remove extra line breaks in plain text messages to have Outlook remove
extra line breaks in plain text messages, which compresses the message somewhat
and can make them easier to read.
8. Select Read all standard mail in plain text to have Outlook remove formatting in
messages.
9. Use the On replies and forwards options to specify how you want to handle the
original text of a message that you reply to or forward. You can only choose a line
prefix for the original message if you select the Prefix each line with option. It™s
become an Internet e-mail custom to prefix the original message lines with a greater-
than symbol (>), but you can use the options you prefer.
Part I ¦ Getting Functional with Office 2003
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Some of these e-mail option settings are codependent; others are mutually exclusive. For ex-
Tip
ample, you will not be able to use a character to prefix the lines of the original messages when
replying to messages if you also choose to include and indent the original message.

10. Click the Advanced E-mail Options button to display the Advanced E-mail Options
dialog box, shown in Figure 3-19.




Figure 3-19: Choose the advanced e-mail options in this dialog box.

11. Choose the options you prefer from this dialog box. These options are generally self-
explanatory. Use the following list as a guide:
Save messages. These options control whether Outlook saves unsent messages, saves
replies along with an original message, and saves forwarded messages in the Sent Items
folder.
When new items arrive. Use these options to specify the actions that Outlook takes
when new messages arrive.
When sending a message. These options set the default sensitivity and importance
for new messages and the options that Outlook makes available when you create a
new message. In addition, the Add properties to attachments to enable Reply with
Changes option, if enabled, makes it possible for recipients of messages with attach-
ments to make changes to the attached document and then reply back to the sender
with those changes.
Chapter 3 ¦ Configuring Outlook 2003 77


Although you can set the importance and sensitivity level for messages, these settings gener-
Note
ally accomplish very little in the real world. Mail recipients can choose to observe or ignore both
of these settings with impunity, which is one of the reasons that they are seldom used.

12. Click OK to close the Advanced E-mail Options dialog box.
13. Click the Tracking Options button to display the Tracking Options dialog box,
shown in Figure 3-20.




Figure 3-20: Set tracking options in this dialog box.

14. Choose the tracking options you prefer. Be aware of the differences between the two
receipt request options:
• A read receipt is a message that tells you the recipient has actually opened your
message.
• A delivery receipt is a message that simply tells you your message was delivered.
The message recipient may choose to ignore all your messages, even if they are
delivered, so a delivery receipt won™t confirm that your message was actually
read.
15. Choose how you want to respond to read receipt requests.

Notice that because you can turn off responses to read receipts, a sender can never be certain
Tip that you™ve actually opened a message. It™s relatively difficult to block the sending of delivery
receipts, so both types of receipt requests do serve a useful function when it™s important to
know that your message arrived at its destination.

16. Click OK to close the Tracking Options dialog box.
17. Click OK to close the E-mail Options dialog box.
Part I ¦ Getting Functional with Office 2003
78


Setting the mail format options
The mail format options affect the default appearance of outgoing e-mail messages that you
create. Figure 3-21 shows the Mail Format tab of the Options dialog box so you can get a
feel for all the available mail options.




Figure 3-21: The Mail Format page

The Mail Format page contains three option groups:
Message Format. These options enable you to specify either Word or Outlook as your
default mail editor, the default message format for new messages, and whether Outlook
uses Word or Outlook to read rich text messages. Click Internet Format to specify how
Outlook handles HTML- and rich text-based messages, as well as plain text messages.
You can also specify that Outlook use the UUENCODE format to encode attachments
for plain text messages.
Stationery and Fonts. Use this group of options to specify a default stationery, which
is a background and other elements that create a custom look for your messages. Click
Fonts to specify the fonts that Outlook uses for composing new messages, replies, and
forwarded messages, as well as other font-related settings.
Signature. Use this group to specify an optional signature (block of data, usually text)
to include at the bottom of each outgoing message. Note that your mail server might
also append notifications to your outgoing messages automatically.
If you are interested to learn more about the mail format options, see Wiley™s Outlook 2003
Bible, Chapter 6.
Chapter 3 ¦ Configuring Outlook 2003 79


Summary
Before you can use Outlook to send and receive e-mail, you must add at least one e-mail
account to your profile. This chapter explained how to add the various types of e-mail
accounts supported by Outlook. The chapter also explained the function of personal folder
(PST) files and how to add them. Personal folder files store Outlook items and enable you to
organize your Outlook items, for example keeping old items in a set of archive folders.
This chapter also explained a variety of options you can configure in Outlook that control
the way Outlook handles e-mail, both for incoming and outgoing messages. Finally, the
chapter explained the purpose of Outlook profiles, how to create them, and how to use them
effectively.
¦ ¦ ¦
4
CHAPTER



Essential Excel
Worksheet
Operations . . . .

In This Chapter

Understanding Excel
worksheet essentials

T his chapter covers some essential information regarding
Controlling your views
worksheets. You™ll learn how to take control of your
worksheets so that you will be more efficient using the program.
Manipulating the rows
and columns
Learning the Fundamentals of Excel
. . . .
Worksheets
In Excel, each file is called a workbook, and each workbook can
contain one or more worksheets. You may find it helpful to think
of an Excel workbook as a notebook and worksheets as pages in
the notebook. As with a notebook, you can activate a particular
sheet, add new sheets, remove sheets, copy sheets, and so on.
The following sections describe the operations that you can
perform with worksheets.

Working with Excel™s windows
The files that Excel uses are known as workbooks. A workbook
can hold any number of sheets, and these sheets can be either
worksheets (a sheet consisting of rows and columns) or chart
sheets (a sheet that holds a single chart). A worksheet is what
people usually think of when they think of a spreadsheet. You can
open as many Excel workbooks as necessary at the same time.
Part I ¦ Getting Functional with Office 2003
82

Figure 4-1 shows Excel with four workbooks open, each in a separate window. One of the
windows is minimized and appears near the lower-left corner of the screen. (When a work-
book is minimized, only its title bar is visible.) Worksheet windows can overlap, and the title
bar of one window is a different color. That™s the window that contains the active workbook.




Figure 4-1: You can open several Excel workbooks at the same time.

The workbook windows that Excel uses work much like the windows in any other Windows
program. Each window has three buttons at the right side of its title bar. From the left to right,
they are: Minimize, Maximize (or Restore), and Close. When a workbook window is maxi-
mized, the three buttons appear directly below Excel™s title bar.
Excel™s windows can be in one of the following states:
• Maximized: Fills Excel™s entire workspace. A maximized window does not have a
title bar, and the workbook™s name appears in Excel™s title bar. To maximize a
window, click its Maximize button.
• Minimized: Appears as a small window with only a title bar. To minimize a
window, click its Minimize button.

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