Retrieve Password

How to Retrieve E-mail Account Password

If you have a POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) e-mail account, and you have a problem with your account password, the following dialog box appears.

You can fix the problem by doing the following:

1. Contact your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.), and ask the ISP to assign your account a new password. Your old password cannot be retrieved from Outlook.
2. Update your e-mail account settings with your new password.

· On the Tools menu, click E-mail Accounts

· Click View or change existing e-mail accounts, and then click Next.

· Click the e-mail account you want, and then click Change.

· Make sure that the settings you see match the information you received from your ISP. You have the option of having Outlook remember your password by typing it in the Password box and selecting the Remember password check box. Although this means that you won't have to type your password each time you access the account, it also means that the account is vulnerable to anyone who has access to your computer.

· To verify that your account is working, click Test Account Settings. If any information is missing or incorrect, such as your password, you are prompted to type or correct it. Make sure your computer is connected to the Internet.

· If necessary, make your changes to the appropriate information. If you want to change additional settings, click More Settings. Otherwise, click Next.

· Click Finish.

Note Unless specified by your ISP, all server and address entries are typed in lowercase letters. Some ISPs require a combination of lowercase and uppercase letters for passwords to add further security, for example, passWorD. Check with your ISP to see if it requires a case-sensitive password. Use strong passwords that combine upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down.

Personal Folders file (.pst) Password

If you have password protected a Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.), when you try to open the .pst file in Outlook, a dialog box similar to the following appears.

Important Make sure you remember your password. Without the password, you cannot open the .pst file, and you cannot access any of the items or folders it contains. Microsoft is not able to retrieve lost file passwords.

How to Add Password

How to add Password Your Personal Folder File

Adding a password to your personal folders (.pst) file in Outlook 2000 protects the contents of your file from others who might have access to your computer or to the server location where you've stored the file. It also enables you to view the file when you've logged on using a different name.

To add a password to your personal folders file

Follow the Step

1. If the Folder List is not displayed, on the View menu, click Folder List.
2. Do one of the following:
• If you're using Outlook in the Internet Mail Only configuration, right-click Outlook Today - [Personal Folders], and then click Properties For Personal Folders on the shortcut menu.
• If you're using Outlook in the Corporate or Workgroup configuration, right-click Personal Folders, and then click Properties For Personal Folders on the shortcut menu.
3. On the General tab, click Advanced.
4. Click Change Password.
5. In the New password box, type your new password. In the Verify password box, type the new password again.
6. Make sure that the Save this password in your password list check box is cleared. This insures that you (or anyone with access to your computer) will be prompted for the password each time you run Outlook.

The next time you start Outlook, you'll be prompted to type a password for the .pst file.

Additional considerations for securing your .pst file

Utilities that can remove or bypass the password on a .pst file are available on the Internet. These utilities are not endorsed or supported by Microsoft. To protect any sensitive e-mail stored in a .pst file from these utilities, consider taking the following additional precautions:

• If you're using Outlook in the Corporate or Workgroup configuration, move all sensitive e-mail from the .pst to your mailbox on the Exchange Server.
• If you need to use a .pst file that is located on a file server or in a shared directory, control which users can access the .pst file. If you're running Microsoft Windows® NT, you can use the Windows NT File System (NTFS) to enable only the owner to access the .pst file. For more information about controlling access to files, see Help for the operating system you're using.
• If you use a .pst file that's located on your computer, limit access to the computer by using a password-protected screen saver, locking the computer, or locking the office where the computer is located.

Deleting a Profile

If you no longer need a profile, it should be removed from your computer. Remember,

profiles can be deleted only from the Windows desktop, not from within Outlook.

1. From the Windows desktop, click Start.

2. Point at Settings and click Control Panel. The Control Panel dialog box appears.

3. Double-click Mail. The Properties dialog box appears containing information about

the services on your computer.

4. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

5. Select the profile you want to delete.

6. Click Remove.

7. Click Yes to confirm the deletion. The Mail dialog box reflects the change you just

made.

8. Click Close.

9. Close the Control Panel.

Editing Profiles

Editing Profiles form the Windows Desktop

The greatest advantage of using the Windows method for editing profiles is that you can

easily select any profile that’s available to you.

1. From the Window’s desktop, click Start.

2. Point at Settings and click Control Panel. The Control Panel appears.

3. Double-click Mail. The Properties dialog box appears containing information about

your current default profile.

4. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

5. Select the profile you want to edit and click Properties. The Properties dialog box

appears listing the information services for the selected profile.

6. Click any of the following:

7. Add -- add an information service to the profile.

8. Remove -- remove an information service from the profile.

9. Properties -- examine and change an information service’s properties.

10. Copy -- make a copy of an information service.

11. About -- see information about an information service.

12. When you have finished making changes, click OK.

13. Click Close.

14. Close the Control Panel.

Editing Profiles from within Outlook

When you edit a profile from within Outlook, you can edit only the profile that is

currently being used. Before Outlook starts, it must know which profile to use. After

Outlook has started, you can not switch between profiles.

1. If it’s not already, start Outlook. When asked, select the profile you are wanting to

edit.

2. Click the Tools menu and select Services…. The Services dialog box appears with a

lists the services in the profile Outlook is currently using.

3. From the Services dialog box, click any of the following options:

• Add -- add an information service to the profile.

• Remove -- remove an information service from the profile.

• Properties -- examine and change an information service’s properties.

• Copy -- make a copy of an information service.

• About -- see information about an information service.

4. When you have finished making the changes you want, click OK.

Outlook 2000 Creating Profile

When Outlook is installed, a profile is created in order for you to access your Exchange

account. If you share a computer, or need to access more than one account such as a

departmental account, each account needs to have its own profile to keep Outlook

information separate. Learn to modify your own profile or to create additional profiles.

This document was created to support the Outlook documentation. There is not a specific

course on Working with Profiles offered by Academic Computing Services (ACS). Use

this document to enhance what you know about message management. This document

discusses the fundamentals of Working with Profiles using Outlook 2000. Upon

completion of this document you should be able to:

• create new profiles

• edit profiles

• delete profiles

Outlook Profiles

When Outlook is installed, a profile is automatically created for you. A profile contains

the following information:

Information Services – a list of information services and the properties of each of

them.

• Delivery – the location to which new email should be delivered, and where other

Outlook items are saved. Delivery also defines the order that Outlook uses

information services when attempting to send email.

• Addressing – the default address book to use when addressing email, the address

book in which you want to save information about new contacts, and the order in

which address books should be searched to verify recipients email addresses.

Your profile information, stored in the Windows registry, contains information that

defines how Outlook works for you. You can modify this profile or you can create

additional profiles. If you share a computer, each person needs to have their own profile

to keep Outlook information separate.

Profiles can be created, viewed, and modified from the Windows desktop or from within

Outlook. Copying and deleting profiles can be done only from the Windows desktop not

from within Outlook.

Creating a new Profile from the Windows desktop

If you share a workstation with another or you need to configure options for a

departmental resource such as a room, create a new profile for each user.

1. From the Window’s desktop, click Start.

2. Point at Settings.

3. Click Control Panel. The Control Panel dialog box appears.

4. Double-click Mail. The Properties dialog box appears containing information about

the current service on your computer.

5. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

6. Click Add…. The Microsoft Outlook Setup Wizard leads you through a series of

windows in which you set up the information services for the new profile.

7. Select Microsoft Exchange Server. Click Next.

8. In the Profile Name field, type a name for the new profile (e.g. John Doe). Click

Next.

9. In the box below the Mailbox Exchange server: field, type

skylark.mail.ukans.edu if you are staff or faculty or hawk.mail.ukans.edu if

you are a student.

10. Type the new Exchange account name of the profile in the Mailbox: field (e.g.

jdoe@ukans.edu). Click Next.

11. If you travel with your computer, select Yes. If not, leave No selected. Click Next.

12. The last window tells you that everything has been installed. Click Finish.

13. The Mail dialog box displays the new profile. Be sure the new profile is selected and

click Properties. The Properties dialog box for that account appears.

14. Be sure Microsoft Exchange Server is selected and click Properties.

15. Click the Advanced tab.

16. Under the Logon network security: field, click the down arrow and select None.

17. Click OK twice.

18. Click Close.

19. Close the Control Panel.

20. Open Outlook.

21. Click the Tools menu and select Options…. The Options dialog box appears.

22. Click the Mail Services tab.

23. Select Prompt for a profile to be used.

24. Click OK to close the Options dialog box.

The next time you open Outlook the Choose Profile dialog box appears allowing you to

select which profile you want to open. Next to the Profile Name: field, click the down

arrow and select your profile. Click OK to proceed with the start up process.

How to Use Outlook Web Features

Managing Communications on Your Intranet

Microsoft Outlook 2000 provides the following ways to manage information from the Internet or your intranet. Users can use the Contacts folder to do the following:

• Keep track of contacts’ Web sites.
• Open the Web history folder from within Outlook 2000.
• Share a catalog of Web sites in a public folder.

Browse Web pages in Outlook

In Outlook 2000, you can select a Web page from the Favorites menu or use the Web toolbar to enter a URL and display a Web page in Outlook. Or you can send the Web page that you are currently viewing in Outlook as the body of an e-mail message by clicking Send Web Page by E-Mail on the Actions menu.

System Policy Tip If you do not want your users browsing the Web from Outlook 2000, you can disable commands on the Web toolbar by using a system policy. In the System Policy Editor, disable the commands in the Microsoft Outlook 2000\ Disable items in user interface\Predefined category that you do not want available to your users. For more information, see Using the System Policy Editor.

Create home pages for folders

Because you can view Web pages in Outlook 2000, it is easy to create a home page for a public folder. A folder home page can be used to provide the following:

• Information about the purpose and use of a public folder.
• A primary or secondary customizable view of the folder contents.

To add a folder home page in Outlook 2000

1. In the Outlook Folder list, right-click the folder, and then click Properties.
2. In the Properties dialog box, click the Home Page tab.
3. Select all the options that you want to set up the home page.

System Policy Tip You can specify folder home pages for your users by setting a system policy. You can also disable folder home pages through a system policy. In the System Policy Editor, set the policies in the Microsoft Outlook 2000\Miscellaneous\Folder Home Pages for Outlook special folders category to specify folder home pages options for your users.

Store URLs on the Outlook Bar

To keep track of interesting or important Web sites, you can add URLs to the Outlook Bar. You can also send a script in an e-mail message that automatically adds a URL to the Outlook Bar of every recipient.

Customizing the Outlook Bar

You can customize the Outlook Bar to include the shortcuts your users need either by customizing the Outlbar.inf file or by using the Outlook 2000 object model to programmatically create Outlook Bar shortcuts.

If you have not deployed Outlook 2000, and you want to add a shortcut to a Web page when you deploy the application, you can customize the Outlbar.inf file. The Outlbar.inf file is stored in the Program Files\Microsoft Office\Office\1033 folder. After you customize the file, replace the existing Outlbar.inf file on your administrative installation point with your new Outlbar.inf file, and then deploy Outlook 2000.

Outlook Bar groups are stored in an FAV file located in the Application Data folder. When Outlook 2000 detects that the Outlook Bar needs to be refreshed (for example, during Setup), it follows instructions in the Outlbar.inf file and then installs Outlook Bar groups and shortcuts accordingly. If the user already has an FAV file (from Outlook 97/98), the new Outlook Bar shortcut does not appear until the Outlook Bar is recreated.

To add a URL to the Outlook Bar

1. In Outlook 2000, use the Address box on the Web toolbar to go to the Web page that you want to add.
2. On the File menu, click New, and then click Outlook Bar Shortcut to Web Page.

When you click the URL in the Outlook Bar, the Web page appears in the right pane of the Outlook 2000 window.

System Policy Tip If you do not want your users to create Outlook Bar shortcuts to Web pages, you can disable this command by using a system policy. In the Microsoft Outlook 2000\Disable items in user interface\Predefined category, select the Disable command bar buttons and menu items policy. Then in the Settings for Disable command bar buttons and menu items area, select All folders: File | New | Outlook Bar shortcut to web page. For more information, see Using the System Policy Editor..

Save Web page addresses in Contacts

Outlook 2000 can store an Internet address for each contact in the Contacts folder so that you can go directly to a contact’s Web page from Outlook 2000. This feature is useful in individual contact lists, but it can also be used by a workgroup to keep track of important customer information.

For example, a sales department can maintain a list of customers in a public folder. The public folder can include a custom view that shows each customer name, business phone number, e-mail address, and Web site address.

To create a list of contacts’ Web addresses in a public folder

1. Create a new public folder, and then configure it to contain the information for your contacts.
2. Create or modify a view to show only the Full Name, Business Phone, E-mail address, and Web Page fields.
3. Add or import contacts to the public folder.

Toolbox The Microsoft Office 97/98 Resource Kit provides additional information about using public folders. This archive edition is included in its entirety as a downloadable CHM file. See the Office 97 Resource Kit Documentation download for more information.

Password protect Outlook

Currently there is no way to password protect Outlook on startup or to lock Outlook if you need to quickly walk away from your computer other than by using your Microsoft Windows® logon password or by using third-party software written specifically to password protect Outlook. However, you can set a password on your Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.). If you use an Internet e-mail account in Outlook, such as a POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) or HTTP (HTTP (Hypertext Transfer Protocol): Protocol that is used when you access Web pages from the Internet. Outlook uses HTTP as an e-mail protocol.) account, your e-mail messages are delivered to a .pst data file on your computer's local hard disk. You can use a password on your .pst file to help prevent accidental intrusion by other people whom you share your computer with.

How to:

1. On the Go menu, click Folder List.

2. Do one of the following:

If you have a POP3 e-mail account, right-click the Personal Folders folder, and then click Properties For "Personal Folders" on the shortcut menu.

If you have an HTTP e-mail account (not supported in Outlook 2000), such as MSN® Hotmail®, right-click the Hotmail folder, and then click Properties For "Hotmail" on the shortcut menu.

3. On the General tab, click Advanced.

4. Click Change Password.

5. In the Change Password dialog box, type your new password and verify it by typing it a second time. The password can be up to 15 characters.

Note Use strong passwords that combine upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down.

6.Make sure that the Save this password in your password list check box is cleared. This prevents the password from being cached, and you need to type the password each time you run Outlook. Don't forget the password.

7. Click OK three times.

Important The .pst password feature is not intended to provide security against hackers. It is just a way to prevent inadvertent intrusion by other people whom you trust and share your computer with, such as at home with your family. A more secure way of protecting your data on a computer that

you share with other people is to create a password-protected Windows user account for each individual using the comp

Set Outlook as your default e-mail program

Your default e-mail program is the program that starts when you choose to read mail or send a message from Microsoft Internet Explorer, or when you choose to send a message from a Microsoft Office or other e-mail enabled program (one that's not an e-mail program, but that you can send mail from). In Internet Explorer version 5, Microsoft Outlook Express is automatically set as the default e-mail program for the browser, Microsoft Office, and other e-mail enabled programs. How you change the default e-mail program to Outlook 2000 depends on whether you've run Outlook since setting it up on your computer.

Set Outlook as the default e-mail program

Use the procedure that applies to your situation:

1. Start Outlook 2000 and wait for it to complete its setup tasks (also called "first run tasks").

2. When you see the message
"Outlook is not currently your default manager for Mail, News and contacts. Would you like to register Outlook as the default manager?"

click Yes.

You must quit and restart any open Office programs to have them recognize Outlook as the new default e-mail program. You might also need to quit and restart any other open, e-mail enabled programs.

If you've already run Outlook 2000, but you clicked No when asked if you wanted to register it as your default e-mail, newsgroup, calendar, and contact manager, you can register Outlook as the default e-mail program from within Internet Explorer.

1. Start Internet Explorer.

2. On the Tools menu, click Internet Options, and then click the Programs tab.

3. In the E-mail, Newsgroups, Calendar, and Contact list lists, click Microsoft Outlook. Click OK.

Note If you're using a browser other than Internet Explorer 5, see the Help for that browser to learn how to change the default e-mail program.

Create a message using stationery

1. Click Inbox.
2. Do one of the following:

If you're using Outlook in the Corporate or Workgroup configuration, on the Actions menu, point to New Mail Message Using, and then click the stationery you want to use.
If the stationery you want is not listed, click More Stationery, and in the Stationery list, click the one you want to use.

If you're using Outlook in the Internet Only configuration, on the Actions menu, point to New Mail Message Using, and then click More Stationery. In the Stationery list, click the one you want to use.

You can add more stationery choices to Outlook if you have Internet access. Click Get More Stationery in the Select a Stationery dialog box to connect to the Microsoft Microsoft Office Online site and download more stationery.

If you can't find stationery that suits your needs, you can customize existing stationery, create your own, or use stationery that someone else sends in a message you receive.

If there's a stationery style that you'd like to use for the e-mail you send every day, you can change your e-mail settings so that all your new messages are sent with that stationery.

The HTML message format also lets you enhance messages using formatted text or a structured layout

Note While many popular e-mail programs besides Outlook 2000 — such as Outlook 98, Outlook Express 4.0, Eudora 4.0, and Netscape Messenger 4.0 — understand HTML messages, some do not.

Contacts displayed in Address Cards view

Outlook also has a Contacts folder that stores names, addresses, phone numbers, and more. Outlook contacts are fully integrated into Outlook, providing flexibility and customization that are not available in the Personal Address Book. You can link any Outlook item or Office document to a contact to help you track your activities associated with that contact. You can also import contact lists from other programs into Outlook. And now, you can use your contact list to start Microsoft Word mail merges from Outlook. Here are some of the other contact features you can use:

Find a contact Easily find and open a contact from anywhere in Outlook by typing the name into a box on the toolbar.

Card view View and print contacts in a compact format that looks like an address card file.

Outlook Address Book Use the Outlook contact list as an e-mail address book in the Address Book dialog box.

Personal distribution lists Create distribution lists of selected contacts from your Contacts folder and from the Microsoft Exchange Server Global Address List.

Address booklet Print contacts in a convenient, small-sized or medium-sized booklet format for use in your paper address book.

AutoAddress Enter an address for a contact and have Outlook separate the street, city, state or province, country or region, and ZIP code/postal code into different fields

AutoName Enter the full name for a contact, and have Outlook separate the first, middle, and last names into different fields so that you can sort, group, or filter contacts by any part of the name.

AutoDial, speed dial, and last-number redial Have Outlook dial contact phone numbers if you have a modem. Add numbers you dial frequently to a speed-dial list for quick access, and redial numbers you called recently.

Automatic Map Have Outlook start your Web browser and take you to the Microsoft Expedia® Web site, where a free service will plot a map to any address in the United States.

Flag Contact for Follow-up Mark contacts with follow-up reminders.

File As File a contact under any name that helps you find that contact quickly.

Contact Activity Tracking Keep track of all e-mail, tasks, appointments, journal entries, and documents related to a contact. For example, you can easily see all upcoming appointments and tasks related to a particular contact. You can also open a contact from any related item.

Journal integration Quickly view activities that you recorded for each contact in your contact list.

New Contact from Same Company Quickly create several contacts from the same company.

New Message to Contact, New Meeting with Contact, New Task for Contact Have Outlook automatically enter the contact's name and e-mail address when you create a message, meeting, or task directly from a contact.

Mail Merge to Contacts Begin a mail merge from Outlook based on the contacts shown in the current view, and include any contact fields you want.

Phone number entry and formatting Keep multiple phone numbers for each contact. Have Outlook format phone numbers for you when you type them so that your phone list is more readable, consistent, and accurate.

World Wide Web page access Store a Web page address for each contact so that you can quickly go to the contact's home page.

Merge Contact Information Before adding a new contact, Outlook sends a message if the contact might be a duplicate and gives you the option of automatically merging the new information with the existing contact entry.

Share contacts using electronic business cards in Outlook

Business cards are a great way to share information about yourself and your company when you want to network with others-potential clients, employees, employers, businesses whose services you want to use, friends, and so on. However, relying on printed business cards alone can be risky: You and the people you give them to can lose them, misplace them, or run out just when encountering a valuable contact. A handy solution is electronic business cards, called vCards (virtual business cards), which you can send in e-mail using Outlook.

Think how much handier it'll be for recipients when your business card is stored on their computers. No more digging through briefcases or wallets for a little piece of paper! And think how much easier it'll be for them to share your information with others when they can send your electronic business card to anyone they exchange e-mail with.

Before you can send a vCard, you must enter in Contacts the information for the person whose business card you're going to send. This includes adding an entry for yourself if you're going to send your own business card.

To send a vCard

1. In your Outlook Contacts, enter information for the person whose business card you want to send. (If you've already done this, go to step 2.
2. On the File menu, point to New, and then click Contact. In the Full Name box, type a name for the contact. Enter any additional contact information.

Tip To quickly create an entry in Contacts for another individual, open a message you received from them, right-click on the sender's name in the From line, and then click Add to Contacts on the shortcut menu.

3. Send the vCard to the individual you want to receive it. In the open contact, on the Actions menu, click Forward as vCard. Outlook attaches the contact information in a vCard file called contactname.vcf

4. Complete the rest of the message and click Send.

Note You can automatically include a vCard every time you send a message. Just add the vCard to your signature!

Outlook does not save a copy of contactname.vcf on your hard disk when you send the vCard directly from Contacts. This means that you'll need to open Contacts each time you want to send someone's vCard. If you want more flexibility in distributing a vCard — for example, if you want to be able to insert a vCard in a message that you've already started composing or in other Outlook items-save the file for that vCard to a convenient location where you can access it.

To save a vCard file to a convenient location

1. Click Contacts, and then select the contact you want to open.

2. On the File menu, point to Open, and then click Selected Items.

3. In the contact, on the File menu, click Export to vCard. Specify the location where you want to save the file, and then click Save. When you want to insert the file in an item that you have opened, on the Insert menu in the item, click File, and then select the .vcf file.

When you receive a vCard file from someone else, you can transfer the information to Contacts to automatically create a contact for that person. Once the information is in Contacts, you can forward it at any time as a vCard.

To transfer to Contacts vCard information sent to you

1. In the message that contains the vCard you received, double-click the vCard attachment.
2. Add any other information you want about the contact, and then on the File menu, click Save and Close.

Only the information in the vCard is saved. Outlook does not save a copy of the vCard file itself (except in the original message). This means you're limited to distributing that person's vCard from Contacts (or from the original message). As stated above, you'll have more flexibility if you save the vCard file to a convenient location.

To save to disk a vCard file sent to you

1. In the message that contains the vCard you received, on the File menu, click Save Attachments.
2. Specify the location where you want to save the vCard file, and then click Save.

If someone gives you a disk or directs you to a location where they've stored one or more vCard files, you can import that information into Contacts.

Add a special design to an Outlook HTML message

Holidays, birthdays, formal engagements, and many other special events deserve special attention, so you'll want your e-mail to match the occasion. Using the HTML message format in Outlook 2000, you can choose from many designs of stationery for the greeting or announcement you want to send or even for your everyday e-mail. With the stationery you choose, Outlook provides appropriate fonts, images, and background colors for your message.

Track a phone call to a contact

1. Open the contact you want to call.
2. On the Actions menu, point to Call Contact, and then click the phone number.
3. To record the start and end time of the call, select the Create new journal entry when starting new call check box.
   If you select this check box, after you start the call, a journal entry opens with the timer running. You can type notes in the text box of the journal entry while you talk.
4. Click Start Call.
5. Pick up the phone handset, and then click Talk.
6. When you are finished, click Pause Timer to stop the clock, and then click Save and Close.
7. Click End Call, and then hang up the phone.

To view the new journal entry for the call, click the Activities tab, and then in the Show list, click Journal.

Note If you don't see the entry for the phone call when you click the Activities tab in the contact and then click Journal in the Show list, you might need to change how the contact is filed.

Maintain address books and a contact list

An address book in Outlook is an electronic version of a paper address book that stores names, phone numbers, and other information. You may have multiple address books, such as your company's global address book and a Personal Address Book

Add a contact from a message or meeting request

1. In the open e-mail message or meeting request, in the From, To or Cc field, right-click the name you want to add to Contacts, and then click Add to Contacts on the shortcut menu.
When the entry for the contact opens, the name and e-mail address are filled in for you. If you want, add any other information for the contact.

2. Click Save and Close on the toolbar.

Add an address to my Outlook Contacts folder from e-mail I receive

In Outlook 2000, you can easily add to your Contacts folder the name of anyone who sends you an e-mail message.

Add a sender's name to your Contacts folder

1. Open the e-mail message.

2. On the From line, right-click the name of the sender, and then click Add to Contacts.

A contact will open with the sender's name and e-mail address filled in. You can add any other information you want.

Display a map for an Outlook Contact

Just knowing the address of your customers, business contacts, and other places you travel to may not be enough to quickly find the location. If you're not familiar with the area, it can be time consuming to drive around until you figure out the street system. Outlook 2000 takes the guesswork out of traveling. Working with your Web browser, such as Microsoft Internet Explorer, Outlook automatically links an address in your Contacts folder to a map of that area that's available through the Expedia® Maps Web site on the Internet.

Note If an address is in your Personal Address Book, you can import it into Contacts to use the mapping and other features Contacts offers. For more information, type import addresses into contacts in the Office Assistant or on the Answer Wizard tab in the Outlook Help window, and then click Search.

See a map of a contact's address

1. Click Contacts on the Outlook Bar.
2. Click the contact whose address you want to locate.
3. On the File menu, point to Open, and then click Selected Items.
4. Under the address button, click the down arrow, and then click the type of address you want to find on a map - Business, Home, or Other.
5. On the Actions menu, click Display Map of Address.

On the Expedia Maps Web site, you might need to specify additional information to get the most appropriate map for your needs. For help on this, click the Help button on the Expedia Maps Web site toolbar.

If the Web site can't display a map for the address, verify that you entered the address correctly. In the contact in Outlook, click the Address button. Make sure the fields contain the correct information.

Keep a record in Outlook of calls

In today's world, time is money, so you want to keep track of how much time you spend consulting with a client, researching information, or otherwise spending billable time making phone calls. Also, you'll want to keep a record of what you discussed, decisions you made, issues to follow up on, and other important content of your conversation. You can do all this by creating a journal entry from within Contacts. While you type notes to document your conversation, Outlook will record the call length. If you want to, you can also look up previous calls and other journal entries related to that contact.

The following procedure assumes your computer and modem are set up for automatic phone dialing. If they aren't, learn how to do this by typing automatic dialing in the Office Assistant or on the Answer Wizard tab in the Outlook Help window, and then clicking Search. Also, see Using Outlook to dial local calls that require an area code.

Finding a contact quickly in Outlook 2000

Trying to find an Outlook contact but can't remember the person's last name? Or do you remember a contact's catchy e-mail address, but can't remember their name? Use the Find a Contact box on the Standard toolbar in Outlook to quickly locate the contact without even opening your Contacts folder.

On the toolbar, type the name of the contact you want to find in the Find a Contact box. You can enter a partial name, such as Judy L, a first or last name, or an e-mail alias. To quickly open a contact you previously searched for, click the Find a Contact arrow and select a name.

Create new Outlook Contact from e-mail sent to you

If someone you'd like to add to your list of contacts sends you a message or meeting request, or is included on one of these items that you receive, you don't have to manually enter all the contact information about that person. You can automatically enter their name and e-mail address by following the procedure below.

Outlook 2000 Configuration

The steps follow to Configure Outlook 2000

1. Open up Microsoft Outlook 2000
2. Click Tools on the Menu bar then select Accounts

3. Click Add then select Mail












4. Enter in your name and click Next
















5. Specify the Email address that you want others to reply or send mail to you with. Click Next
















6. Select POP3 as the server type at the top of the window enter popmail.real-time.com for the Incoming mail (POP3 or IMAP) server. Type mail.real-time.com for the Outgoing mail (SMTP) server. Click Next

















7. Type in the User (Account) Name and Password that was given to you by Real Time for accessing your email account. The "Log on using Secure Password Authentication ((SPA)" Check mark box should be unchecked. Click Next
















8. Select Connect using my phone line if you are using a modem, or appropriate Internet connection. Click Next
















9. Select Use an existing dial-up connection. Click Next
















10. Click Finish
















11. Left click on popmail.real-time.com so it is highlighted. Then click on Properties













12. In the Properties window, make sure mail account is popmail.real-time.com. Place a check in the box next to Include this account when receiving mail or synchronizing. Click on the Servers tab to continue




















13. Under the Outgoing Mail Server heading, place a check mark in the box next to My server requires authentication Click on the Advanced tab




















14. Place a check in the This server requires a secure connection (SSL) box under Incoming Mail (POP3): heading (the Port Number automatically changes to 995.) Place a check in the This server requires a secure connection (SSL) box under Outgoing mail (SMTP): heading, then click on OK




















15. Click on Close in the Internet Accounts window

Microsoft Outlook 2000

Microsoft Outlook 2000

Outlook 2000 was included with all versions of Office 2000 (Standard, Professional, Premium and Microsoft Office Developer). It was also available as a standalone product; however, it doesn't journal Office 97 application documents. Microsoft customers who have a valid Exchange Server client access license (CAL) can use Outlook 2000. Outlook 2000 is also included with Microsoft Small Business Server 4.5

Microsoft Outlook 2000 is an advanced e-mail software program that allows users to send and receive e-mail. In addition to e-mail, Outlook has a personal calendar and group scheduling, personal contacts, personal tasks and the ability to collaborate and schedule with other users.

System Requirement for Outlook 2000

Computer: 100% IBM Compatible

Processor: Intel Pentium 75MHz or higher

Memory: 16MB RAM for Windows 9x
32MB RAM for Windows NT4.0

Drives: 178MB Hard disk drive space
2x CD-ROM

Sound: Multimedia computer required for sound and other multimedia effects.

Video: VGA or higher-resolution

Controls: Keyboard / Mouse

Operating System: Microsoft Windows 95 / 98 / NT 4.0 with Service Pack 3

Other: Requires Internet and/or Network access with SMTP/POP3, IMAP4 or other MAPI compliant messaging service