Turn an Outlook item into another type of item

You can also view an animated version of this procedure, Animation: Turn an Outlook item into another type of item.

Has this happened to you? You've had a lengthy e-mail conversation and now you realize a face-to-face meeting is necessary. Instead of creating a new meeting request and then copying and pasting text from the e-mail message, you can use the Outlook AutoCreate feature to quickly create a meeting request and capture all the information in your e-mail thread. And best of all, AutoCreate lets you convert any item into an item of another type, such as a contact into a task or a note into an appointment.

Step to Turn an Outlook item into another type of item

1. Drag the message onto the Calendar icon on the Outlook Bar.
2. Enter the location for the meeting, and then make any changes and select any additional options you want on the Appointment tab. (Relevant information from the message has already been added to fields in the new meeting request. The entire message appears in the meeting text box.)
3. On the Actions menu, click Invite Attendees.
4. Enter a name or names in the To box.
5. Click Send.

That's it. You've turned an e-mail message into a meeting. Now that you know how easy it is to use AutoCreate, see what other kinds of items you can create from existing items.

Note If you prefer menu commands, you can select the item and then click Copy to Folder on the Edit menu to create a new item.

Outlook as default e-mail program

Set Outlook as the 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.

Use the procedure that applies to your situation:

I have not run Outlook 2000 since setting it up on my computer.

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.

Set Outlook as default e-mail program

I have run Outlook 2000 since setting it up on my computer.

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.

Outlook Web Features

How to Use Outlook 2000 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. For more information, see Using the System Policy Editor.

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. For more information about programming the Outlook Bar, see the Microsoft Office 2000/Visual Basic Programmer’s Guide.

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.

Get More Microsoft Outlook, Outlook Support, Outlook Help

Source microsoft.office.com

Custmize Outlook

Installing Outlook and duplicating custom settings
First, you must install Outlook 2000 on your new computer, but do not start the program.
To duplicate your custom settings on your new computer, you'll need to copy any of the following that you've customized: personal folders files (.pst), shortcuts, toolbar or menu customizations, rules, nicknames, signatures, stationery, Personal Address Book, and custom categories.
Note For detailed information about any of the steps below, type the step text in the Office Assistant or on the Answer Wizard tab in the Outlook Help window, and then click Search.
Copy the following from your old computer to the same location on your new computer
Personal folders files (.pst) that you use Your program information from Outlook is stored in a personal folders file, which has the extension .pst. It is usually located in C:\Windows\Local Settings\Application Data\Microsoft\Outlook or C:\Windows\Profiles\User Name Local Settings\Application Data\Microsoft\Outlook if more than one person uses Outlook on your computer. If you have an offline folder (.ost) file, do not copy it -- a new one will be created on your new computer.
Outlook shortcuts Copy the Profile Name.fav file, usually located in C:\Windows\Application Data\Microsoft\Outlook or C:\Windows\Profiles\User Name\Application Data\Microsoft\Outlook if more than one person uses Outlook on your computer. If you have more than one Outlook profile, you'll have a separate .fav file (Profile Name.fav) for each profile.
Menu or toolbar customizations Copy the Outcmd.dat file, located in C:\Windows\Application Data\Microsoft\Outlook or C:\Windows\Profiles\User Name\Application Data\Microsoft\Outlook if more than one person uses Outlook on your computer.
Rules Copy the Profile Name.rwz file, located in C:\Windows\Application Data\Microsoft\Outlook or C:\Windows\Profiles\User Name\Application Data\Microsoft\Outlook if more than one person uses Outlook on your computer. If you have more than one Outlook profile, you'll have a separate .rwz file (Profile Name.rwz) for each profile.
Nicknames (shortened versions of e-mail names that Outlook matches to actual e-mail addresses) Copy the Profile Name.nick file, located in C:\Windows\Application Data\Microsoft\Outlook or C:\Windows\Profiles\User Name\Application Data\Microsoft\Outlook if more than one person uses Outlook on your computer. If you have more than one Outlook profile, you'll have a separate .nick file (Profile Name.nick) for each profile.
Signatures Copy all the files with .rtf, .htm, .html, or .txt file name extensions in C:\Windows\Application\Data\Microsoft\Signatures or C:\Windows\Profiles\User Name\Application Data\Microsoft\Signatures if more than one person uses Outlook on your computer.
Stationery If you've created stationery, copy all the files in C:\Windows\Application Data\Microsoft\Stationery or C:\Windows\Profiles\User Name\Application Data\Microsoft\Stationery if more than one person uses Outlook on your computer.
Personal Address Book Before copying your Personal Address Book to your new computer, you must first identify the path to your Personal Address Book (.pab) file in your mail profile. Then you can search for the .pab file on your old computer and copy it to your new computer.
Finding and copying your .pab file
1. Start Outlook.
2. On the Tools menu, click Services.
3. On the Services tab, click Personal Address Book, and then click Properties.
4. Note the path to your .pab file. It is usually in C:\Windows\Local Settings\Application Data\Microsoft\Outlook and is named Mailbox.pab.
5. Click OK twice, and then, on the File menu, click Exit and Log Off.
6. Use the Microsoft Windows® Find feature to search for your .pab file, and then copy it to your new computer. You can save the .pab file in any directory on the new computer, but be sure to note the location for use later.
Note If you have more than one Outlook profile, you'll have a separate .pab file for each profile. It's not possible to merge one Personal Address Book with another. However, you can use the Import and Export Wizard to merge all the e-mail addresses in your Personal Address Books into your Contacts folder.
Custom categories If you've added custom categories to your Master Category List, you can export the Categories key from your registry and move this key to your new computer.
Note If you've added only a few custom categories to your Master Category List, you may want to skip this section and add the categories manually to the Master Category List on your new computer.

We also provide technical support with Microsoft Certified Technicians, for all Computer issue. e.g Computer Support, Computer Help, Tech Support, Computer Repair, Online Computer Support.

Source microsoft.office.com

Find specific items and other information

Instead of scrolling through a long list of Outlook items to find the one you want, you can use the Find page to search quickly. The Find page works like a typical Web search page, and you can search for any kind of Outlook item, including messages, appointments, contacts, or tasks.

Click Advanced Find to search for items in more than one folder, or to search for items by more than one criterion.

To quickly find a contact no matter where you are in Outlook, use the Find a Contact box on the toolbar.

Share Outlook Calendar

Share an Outlook Calendar by using Net Folders

If you want to share information, such as a group events schedule, with people in different organizations, you can use Outlook 2000 Net Folders to share information with anyone who also uses Outlook. First, create a group calendar. Then send everyone you want to be a subscriber (member) a copy of the group calendar Net Folder. Each person in the group can enter events, activities, and other information if you've granted them the appropriate permission level. Each time an appointment or event is added or changed, each member's shared calendar will be updated automatically. To share a calendar, you must place the calendar folder in a personal folders file (.pst) that's stored on your computer. You cannot share folders stored on a Microsoft Exchange server.

First, create the group calendar

1. On the File menu, point to New, and then click Folder.
2. In the Name box, enter a name for the folder.
3. In the Folder contains list, click Appointment items.
4. In the Select where to place the folder list, click a location for the folder.

Next, publish a Net Folder

1. In the Folder List, select the group calendar folder that you want to share.
2. On the File menu, point to Share, and then click This folder.
3. Click Next.
4. Click Add.
5. In the Type name or select from list box, enter the names of the people you want to share the folder.
   After you enter each name, click To. When you finish entering names, click OK.
6. Click a name in the Member List list, click Permissions, and then assign a level of permission to that person. You can select multiple names to give them all the same level of permission.
7. Click Next.
8. If you want, type some text to describe the folder to subscribers, and then click Finish.

An automatic invitation is sent to each of the potential subscribers. They must click the Accept button in the invitation in order to subscribe.

Tip If you want to place an item in a Net Folder that's viewable by you but isn't sent to other subscribers, after creating the item, select the Private check box.

source microsoft.office.com

Manage files and folders

Each type of information in Outlook is stored in a separate folder. E-mail is stored in the Inbox folder; contacts are stored in the Contacts folder, and so on. Some Outlook folders and their shortcuts are already created for you on the Outlook Bar. You can add new folders and shortcuts as you need them, and you can work directly with the folder hierarchy by displaying the Folder List.

In addition to Outlook folders, you can use Outlook to work with other files on your computer's hard disk or on a network server. You can quickly open, copy, move, print, or delete files, and you can create shortcuts to your files. You can also connect to or disconnect from a network server.

Here are some of the features that help you manage files and folders in Outlook:

· Import and Export Wizard Import and export Microsoft Excel, Microsoft Access, and other file formats so that you can leverage existing information.

· Microsoft Word as an e-mail editor Use Word as the text editor for e-mail messages to take advantage of the formatting and other features it offers.

· Document properties Find, sort, group, and display a subset of Microsoft Office files based on their properties.

· Mail merge with Word Begin mail merges and bulk mailings of e-mail messages or of faxes.

· Document Explorer Find Office files.

· Drag-and-drop editing Copy information directly from Outlook items to other Office files, and vice versa.

· Find files Search for Office files based on search criteria you specify. You can sort, group, and filter the search results, and open the files to view details.

· Letter Wizard in Word If you use Word as your e-mail editor, prepare a new letter to any person in the Outlook Contacts folder.

· Office files as Outlook forms Use Office files as custom forms.