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Creating and Using Custom Views
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Creating Rules for Automatic Formatting of Text
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Click Automatic Formatting in the Customize View dialog box to display the Automatic Formatting dialog box, similar to the one shown in Figure 27-12. This dialog box lets you create rules that cause Outlook 2007 to automatically format data in the view based on the criteria you specify. For example, you might create an automatic formatting rule that has Outlook 2007 display in blue all tasks that you own and display all other tasks in black. Or perhaps you may create a rule to display in green all contacts from a speci c company.
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Figure 27-12. Use the Automatic Formatting dialog box to create rules that automatically format text in views based on the conditions you specify.
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As you re working in the Automatic Formatting dialog box, keep in mind that you can t create task-oriented rules, as you can with the Rules Wizard. For example, you can t create a rule in this dialog box that moves messages from one folder to another. The rules you create in the Automatic Formatting dialog box control only the appearance (color, font, and font styles) of data in the view.
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For information about the Rules Wizard see 11, Processing Messages Automatically.
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You can t modify the conditions for prede ned rules, but you can specify the font characteristics to use for the rule. You can also create your own rules and change the order in which rules are applied to achieve the results you need. To set up an automatic formatting rule for text, follow these steps: 1. Click Add in the Automatic Formatting dialog box to add a new rule named Untitled. 2. Click Font to open a standard Font dialog box in which you specify the font, font style, and color that will apply to text that meets the rule s condition. 3. Close the Font dialog box, and then click Condition to open the Filter dialog box, shown in Figure 27-13. This dialog box offers three tabs you can use to specify the condition for the rule. You can specify multiple conditions from multiple tabs, if needed.
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27 Creating Custom Views and Print Styles
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Figure 27-13. Specify conditions for the rule in the Filter dialog box.
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4. Click OK when you re satis ed with the lter condition.
TROUBLESHOOTING
You need to restrict the available views
In some situations, you might want to restrict the available views to only the custom views you ve created, hiding the standard views that Outlook 2007 provides. For example, perhaps you created a custom calendar view that you want all employees to use instead of the standard calendar views because your custom view includes additional information that the standard views don t contain. When you restrict the Outlook 2007 views to only custom views, the standard views no longer appear on the View menu. You must con gure each folder separately. For example, you might restrict the Calendar folder views without restricting the Inbox folder views. This would give users the ability to choose one of the standard Outlook 2007 views in the Inbox folder but would limit their choices to only custom views in the Calendar folder. Follow these steps to restrict the views that Outlook 2007 provides on the View menu:
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1. In Outlook 2007, select the folder for which you want to restrict views. 2. Choose View, Current View, De ne Views to open the De ne Views dialog box. 3. Select the Only Show Views Created For This Folder check box, and then click
Close.
4. Repeat steps 2 and 3 to restrict other folders as necessary.
Note
The option to tell Outlook 2007 to use only custom views for a folder is not available in the Tasks folder.
Printing in Outlook
Printing in Outlook
Many users work in Outlook 2007 and never print any of the items they store in the program. For other users, however, the ability to print from Outlook 2007 is important. For example, if you use a hard-copy day planner rather than a notebook computer or a Personal Digital Assistant (PDA) to keep track of your daily schedule, you might prepare the schedule in Outlook 2007 and then print it for insertion in the day planner. This section examines the options and methods for printing your Outlook 2007 data. It also explains how to customize the print styles provided by Outlook 2007 to create custom styles that better suit your preferences or needs.
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