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You can assign categories to all Outlook items to provide a means of sorting and organizing those items. The journal is no exception: each journal item can have multiple categories assigned to it. Journal items, however, can also be classified by entry type, which defines the purpose of the journal item. In many respects, entry types are like categories, because you can use them to sort and search for journal items. When you create a journal item manually, Outlook assumes that you re creating a phone call journal entry and automatically selects Phone Call as the entry type. However, you can select a different entry type from the Entry Type drop-down list. Figure 4-7 shows the majority of the available entry types.
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Part 1: Working With Outlook
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Figure 4-7. You can select entry types only from a predefined list.
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Here s how:
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1 Open the Registry Editor. (Choose Start, Run; type regedit; and click Open.) 2 Open the key HKEY_CURRENT_USER\Software\Microsoft\Shared Tools\Out
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look\Journaling.
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3 Right-click Journaling and choose New, Key. 4 Rename the key based on what the new entry type will be. For example, you might
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name it Dr. Visit.
5 Right-click the key you just created and choose New, String Value. Rename the string
value Description.
6 Double-click the Description value just created, and set its value to the text you want
to appear in the Entry Types drop-down list, such as Dr. Visit.
7 Close the Registry Editor.
After you have edited the registry to add the new entry type, it should appear on the journal entry form in the Entry Type drop-down list.
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Unlike categories, which you can create on the fly, journal entry types are limited to those types found in Outlook s predefined list. Although the default entry types cover a lot of bases, they don t offer much flexibility. For example, you might want to use the journal to track your activity in an application that isn t included on the list, or you might need to keep track of trips to the doctor, school programs, or other events. Although you don t have the ability to add entry types directly when you create a journal entry, you can modify the registry to add journal entry types.
Part 2
Messaging
5 Managing Address Books and Distribution Lists 6 Using Internet Mail 7 Sending and Receiving Messages 8 Filtering, Organizing, and Using Automatic Responses 9 Sending and Receiving Faxes 10 Securing Your System, Messages, and Identity 11 Processing Messages Selectively 12 Integrating Outlook Express and Outlook 13 Using Outlook Express for Public and Private Newsgroups 121 147 167 215 261 287 329 341 353
5
Managing Address Books and Distribution Lists
Understanding Address Books . . . . . . . Configuring Address Books and Addressing Options . . . . . . . . . . . . . . . . Managing Contacts in the Personal Address Book . . . . . . . . . . . . . . . . . . . . Finding People in the Address Book. . . 121 125 130 133
Using AutoComplete for
Addresses . . . . . . . . . . . . . . . . . . . . . . 134
Using Distribution Lists . . . . . . . . . . . . 136
Automatically Adding Addresses
to the Address Book. . . . . . . . . . . . . . . 145
An e-mail program isn t very useful without the ability to store addresses. Microsoft Outlook, like other e-mail enabled applications, has this storage ability. In fact, Outlook offers multi ple address books that can help make sending messages easy and efficient. This chapter explores how Outlook stores addresses and explains how Outlook interacts with Microsoft Exchange Server (which has its own address lists) to provide addressing services. You ll learn how to store addresses in Outlook s Contacts folder and use them to address mes sages, meeting requests, appointments, and more. You ll also learn how to create distribution lists to broadcast messages and other items to groups of users and how to hide the details of the distribution list from recipients. The chapter concludes with a look at how you can share your address books with others.
Although this chapter discusses the Outlook Contacts folder in the context of address lists, it doesn t cover this folder in detail. For a detailed discussion of using and managing the Contacts folder, see 14, Managing Your Contacts.
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