Wiley Office 2011 for Mac All-in-One For Dummies
Contents
1. Outlook is not available in the Home and Student edition of Microsoft Office If you have the Home and Student edition we recommend using Apple Mail with Address Book and iCal continue using Microsoft Entourage if you have it already To upgrade Home and Student to Home and Office open Microsoft Word From Word s menu bar choose Word Purchase Options Choose either Enter Your Product Key if you already purchased an upgrade key from a vendor or choose Purchase a Product Key On Line to purchase an upgrade key and then return to this screen to enter it Getting to Know Microsoft Outlook for Mac yew in 20H The New in Office 2011 icon could go next to every paragraph in this entire minibook for Outlook 2011 But we re sure you would get tired of seeing it so we just use it to alert you to specific features that are brand new in Outlook for Mac Microsoft Outlook for Mac replaces Microsoft Entourage and continues forward with these features E mail Supports IMAP POP and Exchange protocols Protocols are just a way in which e mail is handled by the mail server and unless you re an administrator you won t ever need to know how these work Internet service providers usually offer two different kinds of service POP and IMAP At one time POP was the dominant method but IMAP is what we recommend now if you have a choice Here s a brief explanation of the difference e IMAP Configured to keep your mail inbox on the pro2. and notes from mixing in with your business activities Use one Identity for work and another for your private life Keeping jobs independent Perhaps you work two or more jobs and don t want to intermingle mail calendars and so on Making an Identity for each job can help you keep your jobs from getting crossed Organization support If you take care of the e mail for a club or organization make a separate Identity to keep that mail segregated Special event If you manage a special event such as a conference webinar or colloquium starting a new Identity and e mail account for the event is the perfect way to manage things Upgrading from Entourage 2008 or 2004 Note If you started with Office 2011 and don t have an older version of Entourage installed you can skip this section Upgrading from Entourage 2008 or 2004 is simple After you install Office 2011 when you close the welcome screen Outlook automatically upgrades your Entourage Identity into a new 2011 Identity Your old Entourage Identity remains on your drive unchanged Upgrading from Entourage 2008 or 2004 709 Later when you re satisfied that Outlook brought forward everything you need from your old Identity you can save your old Entourage Identity for posterity or trash it Your old Identity can be found in Documents Microsoft User Data folder Office 2008 or 2004 Identities Refer to Figure 1 2 Identities can be large so when you re satisfied th
3. File Import from the menu bar This starts a series of dialogs The Begin Import dialog displays Select Entourage Information from an Archive or Earlier Version and then click the right arrow at the lower right corner of the dialog The Choose an Application dialog displays Select either Entourage 2004 or Entourage 2008 as appropriate and then click the right arrow The Import Items dialog displays with all check boxes selected Accept the default and click the right arrow The Select an Identity dialog displays Select the Identity you want to upgrade and then click the right arrow The default is to display Entourage Identities You can click the Browse button if your Identities aren t stored in the default location Outlook upgrades your Identity and then opens so that you can use it If you re prompted about allowing items to be updated in your Keychain choose Always Allow Rebuild your freshly imported Identity before using it See the previous section Running Microsoft Database Utility Book V Chapter 1 Yoong YOSIN 0 Guipesidy 122 Managing Identities Figure 1 9 Outlook s Identity chooser dialog Switching Identities Only one Identity at a time can display in Outlook To switch Identities take these steps Quit Outlook pressing 3 Q quits any application Run the Microsoft Database Utility as described earlier in this chapter Change the default Outlook Identity Click the red clos
4. Guipesidy 718 Managing Accounts in an Identity Figure 1 6 Entering Exchange account settings Adding an Exchange account Adding an Exchange account is easy to do 1 In Outlook choose Tools Accounts from the menu bar The Account dialog displays Refer to Figure 1 4 Click the plus sign in the lower left corner Choose Exchange from the pop up menu An import form displays Enter your e mail address username and password in the aptly named text boxes See Figure 1 6 From the Method pop up menu choose User Name and Password In most cases entering these three pieces of information and choosing User Name and Password is all you need to do Outlook does the rest If you need to use Kerberos to connect to Exchange click the Method pop up button and choose Kerberos Kerberos is an authentication protocol don t worry too much about this unless your system or the server administrator asks you to opt for this option Click the Add Account button Enter your Exchange account information E mail address Authentication Method User Name and Password B User name DOMAIN use me Password m Configure automatically Cancel Add Account etre Immediately after connecting Outlook synchronizes itself with the Exchange server bringing in all your mail contacts calendars tasks and notes We were impressed by how fast synchronization took place with our Exchange
5. server Figure 1 7 Entering advanced LDAP settings Managing Accounts in an Identity 71 9 Adding a directory account A directory is a list of contacts provided in standard LDAP format typically for a large organization or entity If you add a directory account to Outlook the contacts will be automatically available as you type e mail addresses and you will be able to search the directory to find individuals You will need to obtain the LDAP directory settings from the server administrator prior to attempting to add the server to your Outlook accounts To add an account take these steps 1 In Outlook choose Tools Accounts from the menu bar The Account dialog displays 2 Click the plus sign in the lower left corner Choose Directory Service from the pop up menu An import form displays 3 Enter the name of the LDAP server and then click Add Account The account is added to the list of accounts in the Account dialog and the account settings display on the right 4 Optional Click the Advanced button Advanced settings display as shown in Figure 1 7 Adjust settings as required for the LDAP server In the Search Base field typically you enter something like c US for a United States Server and o Organization s name LDAP search options Maximum number of results to return 1000 Search base C Use simple search filter 60 seconds Search timeout Ys Short Long Learn ab
6. Chapter 1 Upgrading to Microsoft Outlook In This Chapter Receiving a warm welcome Discovering your Identity Upgrading from Entourage and Apple Mail v Upgrading from Gmail Yahoo and Hotmail Importing contacts from a text file vy Adding Email Exchange and Directory accounts Keeping track of your Identities 0 utlook 2011 is a milestone in the history of Microsoft Office on the Mac Of course all Microsoft Office for Mac products are designed and built only on Macs but Outlook 2011 is the first completely Cocoa Office application in the Office suite For you making Outlook in Apple s Cocoa framework means Outlook has a distinctive Mac feel and you can feel good that it is made with purely Mac ingredients Delicious Outlook is the productivity application within Office 2011 that provides e mail calendar contact manager task and notes taking tools to help you stay organized Integration with Messenger and Communicator enables you to be aware of the presence of your colleagues and associates Outlook is the premier Microsoft Exchange client on the Mac And if all those terms sound bewildering don t worry because we explain them all in this minibook Most people already have an e mail account or maybe several and in this chapter we help you get your e mail account s working in Outlook And if you get a new e mail account we show you how to make that one work too 104 Getting to Know Microsoft Outlook for Mac ar
7. at your Identity is working fine in Outlook deleting your old Identity can free a considerable amount of disc space Here are some fine details about upgrading from Entourage 2008 or Entourage 2004 Categories calendars calendar events tasks and notes are all supported in Outlook and will be carried forward Outlook upgrades only one Identity automatically If you have more than one Identity see the later section Manually upgrading an Entourage Identity If you have any Project Center documents they re left undisturbed If your project documents are not already in shared locations and you need to share them consider moving your documents to SkyDrive SharePoint Mac OS X sharing or Windows shared folders Project Center projects will be lost because Entourage Project Center is not supported in Outlook Outlook does not support Entourage s link feature Links that were in Entourage will be abandoned when upgrading If you re using a version of Entourage older than 2004 or 2008 Outlook may not be able to import your Entourage Identity To find out which version of Entourage you have choose Entourage About Entourage Before installing Office 2011 in Entourage choose File Export to save your Identity as an Entourage Archive file rge See Entourage help for details about how to do this In Entourage choose Tools Accounts and gather all the account information You ll need to re create your accounts
8. ccounts in an Identity 717 Of course before you begin you should obtain your e mail address password and account settings from your Internet service provider Here s how to add a new e mail account to an Identity 1 In Outlook choose Tools Accounts from the menu bar The Account dialog displays Refer to Figure 1 4 2 Click the plus sign in the lower left corner Choose E Mail from the pop up menu An import form displays 3 Enter the e mail address and password for your e mail account and then click OK See Figure 1 5 As soon as you enter your e mail address additional form fields appear asking you to supply appropriate settings information provided by your Internet service provider If Outlook knows the settings they will be filled in for you and the Configure Automatically check box will remain selected 4 If Outlook didn t automatically fill in the account settings fill them in manually 5 Click the Add Account button to add your e mail account to the accounts list in the Account dialog Enter your account information E mail address Password eesessess Configure automatically User name Type IMAP Ee Incoming server O Override default port J Use SSL to connect recommended Outgoing server smtp example cor C Override default port Use SSL to connect recommended Cancel Add Account otc Book V Chapter 1 Yoong YOSIN 0
9. e window button in the upper left corner of the Utility window to quit the Database Utility 5 Start Outlook DAWNS You can make the Outlook dialog shown in Figure 1 9 display automatically whenever you open Outlook To make the dialog available 1 Quit Outlook pressing 38 Q quits any application 2 In Finder open your Microsoft Office 2011 Identities folder 3 Change the name of the folder of your default Outlook Identity 4 Start Outlook 5 Select the Show This List When Opening Outlook check box Be sure to select the Show This List When Opening Outlook check box It s a handy tool for switching Identities instead of using the Database Utility You can then choose the Identity you want to use and click OK without having to open the Database Utility Outlook Select an identity Demonstration New Demonstration Backed up 2010 09 0 f _ Rename JBG Delete Main Identity Quit i om M Show this list when opening Outlook
10. es csv xt gt gt Record 2 of 4 Mapped fields Unmapped fields First Name 0 Experiment Trial 3 Last Name Date 41000 Title Result 3 3 Suffix Nickname Company A Job Title Dept Work Street Address Work City Work State Minek Fir Cancel Managing Accounts in an Identity Earlier in this chapter we mention that the Welcome screen has an Add Account button If you click the button you start with an empty Identity and add the first e mail account to the Identity If you already have an e mail account within an Identity you can add more accounts one at a time You don t have to stick with one kind of e mail account either You could have an IMAP account an Exchange account and a POP account all in the same Identity You manage accounts within an Identity using the Account dialog To activate the Account dialog shown in Figure 1 4 click Add Account on the welcome screen or in Outlook choose Tools Accounts from the menu bar Book V Chapter 1 Yoong YOSIN 0 Guipesidy 716 Managing Accounts in an Identity e00 Accounts eet 2 Hotmail IMAP Account Account description Hotmail Personal information Full name James Gordon E mail address goldkey74 hotmail com Server information Username goldkey74 hotmail com Password sessesees Incoming server localhost 9143 F Override default port O Use SSL to connect recommended C Always use secure password Outgoi
11. formation such as contacts from another application Contacts or messages from a text file Add holidays to your Outlook calendar See Chapter 4 of this minibook Close Closes the welcome screen and runs Outlook ar If your computer had Entourage 2004 or Entourage 2008 on it Outlook automatically upgrades your Identity and then runs Outlook See the section Upgrading from Microsoft Entourage 2008 or 2004 later in this chapter If your computer didn t have Entourage 2004 or 2008 Identities to upgrade Outlook simply runs with an empty Identity when you choose this option Usually you get to see the welcome screen only once but if you want to see it again choose Help Welcome to Outlook from the menu bar Learning Vour Identity yen Outlook has a special folder within the Mac OS X Finder called Office 2011 amp Identities See Figure 1 2 You can locate it for yourself here Users Username Documents Microsoft User Data Figure 1 2 Locating Outlook Identities MBER KV amp Learning Vour Identity 107 Just like it sounds this special folder contains everything about your Outlook activities Inside this folder Outlook stores one folder for each individual Identity The name of the folder is the name of the Identity Each Identity folder stores your e mail account information calendar events tasks and notes in a database for each Identity You may also see aMeContact plist file which y
12. he very first time you open Outlook you re greeted with the beautiful welcome screen You can see Outlook s six major new features immediately by clicking the What s New button in the welcome screen and reading a brief description of each new feature you see in Figure 1 1 We cover details about all of these features in this minibook Other options from the Welcome screen are as follows Welcome to Outlook for Mac reads Seamless Mac integration Outl k mac ee Add Account Import Explore Outlook Book V Chapter 1 Yoong YOSIN 0 Guipesidy 706 Learning Vour Identity Explore Outlook Click this button to visit the Microsoft Outlook 2011 Web site in your default Web browser Add Account Click this button if you aren t upgrading from Entourage Outlook or another e mail program This option is for starting off com pletely fresh Add Account opens the Accounts dialog discussed later in this chapter in the Adding an e mail account section Import This is the same as choosing File gt Import from the menu bar while Outlook is running Choose this option to import any of the following into Outlook Outlook data file from Windows or the really old Outlook for Mac Yes a decade or so ago Microsoft abandoned Outlook on the Mac to create Entourage and now it has come back around to Outlook call it a full circle Entourage information from an Entourage archive file or Entourage In
13. hoose File gt Import from the menu bar The Begin Import dialog displays 2 Select Contacts or Messages from a Text File and then click the right arrow button at the lower right corner of the dialog The Choose a File Type dialog displays 3 Depending on the file type you need to import choose either e Import Contacts from a Tab or Comma Delimited Text File e Import Messages from an MBOX Format Text File Figure 1 3 Mapping imported fields Managing Accounts in an Identity 715 4 Click the right arrow in the lower right corner of the dialog to display the Import Text File dialog file browser 5 Click the Import button Outlook displays the Import Contacts dialog shown in Figure 1 3 6 Choose the field names from your old e mail programs to equate them with Outlook s fields using the Import Contacts dialog This maps the old e mail program s field names to Outlook s field names 7 Click Import and then in the next dialog click Finish Your contacts from the old e mail program are now in your Outlook Contacts list Lf i Import Contacts pping Map fields using Automatic Mapping 18 Fields that correspond to Outlook fields First fi t fiel mi appear opposite their counterparts in the E First record contains field names Mapped fields box To add or change a M Import unmapped fields to Notes field mapping drag the field to a new position in the Mapped fields box Fscenerdirnaasari File Tabl
14. in Outlook After installing Office 2011 open Microsoft Outlook Follow these steps to import your Identity into Outlook from the rge file using a wizard like series of setup dialogs 1 In Outlook choose File gt Import from the menu bar The Begin Import dialog displays 2 Select the Entourage Information from an Archive or Earlier Version option and then click the right arrow button at the lower right corner of the dialog The Choose an Application dialog displays 3 Select the Entourage Archive rge option and click the right arrow button at the lower right corner of the dialog The Import file browser displays Book V Chapter 1 Yoong YoSoy 0 Guipesidy 710 Switching from Windows Outlook to Mac Outlook 4 Navigate to the saved Entourage archive rge file and click the Import button Outlook imports your Identity If it seems like nothing is happening and the progress bar got all the way to the end just keep waiting Eventually you see the Done button 5 Click Done Your Identity has been successfully imported 6 In Outlook choose Tools gt Accounts from the menu bar Enter account information to restore your accounts as described later in this chapter in the Managing Accounts in an Identity section Switching from Windows Outlook to Mac Outlook ar Microsoft makes it easy to switch to Outlook for Mac As we mention earlier in this chapter Outlook 2011 is the first Outlook version to take ad
15. lled JBG Main Identity Test 2004 and Home Keep in mind that when you upgrade or add an e mail account calendar task or note the information is stored within an Identity Book V Chapter 1 Yoong YOSIN 0 Guipesidy 108 Upgrading from Entourage 2008 or 2004 Sticking with standards The Word Wide Web Consortium www w3c org Is an international body that publishes standards so that software engineers can design applications that share compatible files on a variety of platforms The specifica tions are an alphabet soup including XML eX tensible Markup Language HTML HyperText Markup Language used in Web browsers and HTML e mail There are standard file formats for calendar events and contacts vCards Office 2011 is designed to be compatible with applications that adhere to W3C standards Sending and receiving HTML mail in Outlook should work just fine with other up to date standards based e mail applications Sending and receiving contacts and calendar events using Outlook should work with other applica tions that adhere to W3C standards such as Gmail Sunbird and Thunderbird on Windows Macintosh and Linux These scenarios illustrate times when having more than one Identity is desirable Separation of work and private life e mail accounts Your work may require you to have an IMAP account a Gmail account and an Exchange account but you want to keep your personal e mail accounts contacts tasks
16. n Outlook choose File Import from the menu bar to import the contacts from the csv you saved from the Web See the later section Importing Contacts from a Text File for directions Upgrading from Hotmail The default configuration that Outlook provides for Hotmail is a POP account We prefer to use IMAP with Hotmail To use IMAP with Hotmail we found a wonderful application called mBox Mail for Mac It s 19 99 USD and works beautifully with Outlook 2011 No we don t get a cut of the price Here s where to get it http fluentfactory com mboxmail for mac See the later section Adding an e mail account for instructions on how to add your Hotmail account to Outlook Search Hotmail Help for instructions on how to export your contacts in the Comma Separated Values csv file format which Outlook can import into your Outlook address book as explained in the next section Contacts between Outlook and the Web can t be synchronized Importing Contacts from a Text File As we mention earlier in this chapter sometimes you need to make a csv file of your contacts in a different e mail program so that you can bring your contacts into Outlook Outlook also supports delimited text file formats such as tab txt comma csv and MBOX file formats which you can use if your old e mail program is capable of saving in these formats Importing Contacts is straightforward using a short series of dialogs 1 In Outlook c
17. ng server smtp live com C Override default port Figure 1 4 Use SSL to connect recommended Managing More Options Accounts Learn about IMAP account settings Advanced gt Set Default Account The Account dialog lists your Identity s accounts along the left When you choose an account the account s settings display on the right You can make the selected account the default account for the Identity by clicking the Set Default Account button To add a new account click the plus sign and to remove the selected account click the minus sign When you click the plus sign you discover there are three kinds of accounts E mail These are POP and IMAP accounts See Getting to Know Microsoft Outlook for Mac earlier in this chapter Exchange An account that is hosted on a Microsoft Exchange Server Directory This is a lookup service using a protocol called LDAP Lightweight Directory Assistance Protocol Large organizations often offer LDAP service either internally or to the entire Internet Adding an e mail account You may be pleasantly surprised by how easy it is to add an e mail account to an Outlook Identity Microsoft has gathered the settings for a large number of popular e mail providers so that in many cases all you have to do is enter your e mail address and password and Outlook takes care of the rest Figure 1 5 Entering e mail account settings Managing A
18. ntacts In Apple Address Book select all contacts that you want to bring to Outlook s Contact manager 2 Drag the selected contacts to the desktop The single vCard file that appears contains the selected contacts 3 In Outlook press 38 3 to display Outlook Contacts 4 Drag the vCard into the list of Outlook contacts If you had groups in Apple Address book the group members are given the same category and are not put into an Outlook group Upgrading from Gmail or Vahoo Mail When you upgrade using IMAP with Gmail or Yahoo mail your mail is syn chronized between Outlook and the Web For example when you delete an e mail in Outlook it s deleted simultaneously on the Web and vice versa Before you can use IMAP with these Web services you must change the set tings on the Web to allow IMAP connections to your Web service Use the Help feature in Gmail and Yahoo mail and search for the term JMAP Then follow the instructions to allow your account to accept IMAP connections Also search the Web service Help for export These services can export your contacts in Comma Separated Values csv file format which Outlook can import into your Outlook address book Contacts between Outlook and the Web can t be synchronized 7 14 Upgrading from Hotmail The next step is to add your Gmail or Yahoo account to Outlook See the Adding an e mail account section later in this chapter After you have added your account i
19. oose a file location Note its location and then click the Finish button Outlook asks whether you want to give your file a password Leave the Password fields blank and then click OK If you click the Cancel button Outlook not only cancels adding a password it cancels making your pst file and you ll have to start over in frustration as we did Outlook prepares the data file which you should copy or move to your Mac using a method of your choice DVD USB drive SkyDrive and SharePoint are but four of many possible transfer methods Importing an Outlook for Windows data file To import your saved pst file in Outlook for Mac follow these steps 1 In Outlook 2011 for Mac choose File gt Import from the menu bar The Begin Import dialog displays Select Outlook Data File pst and then click the right arrow button at the lower right corner of the dialog The Choose a File Type dialog displays Select Outlook for Windows Data File pst and then click the right arrow The Import file browser displays Navigate to the Outlook data file and click the Import button Outlook imports your Identity If it seems like nothing is happening and the progress bar got all the way to the end just keep waiting Eventually you see the Done button Click Done Your Identity has been successfully imported In Outlook 2011 for Mac choose Tools Accounts from the menu bar Enter account information to res
20. ou should not disturb v J Microsoft User Data gt Gi Excel gt By Excel Script Menu Items gt Import Mappings gt I Microsoft Communicator Data gt Microsoft Messenger Data gt gt gt v I Microsoft Messenger History L Office 2004 Identities I Office 2008 Identities Office 2011 AutoRecovery Office 2011 Identities gt JBG __ gt tm Main identity _ MeContact plist gt E Test 2004 G Work v For Outlook 2011 the structure of an Identity folder is completely new Outlook now treats each item within an Identity as a discreet file Each e mail calendar event or task is stored as its own file This means Time Machine backups for your Identity can take a fraction of a second instead of several minutes or longer as it sometimes did in Entourage Spotlight searching is much improved as a beneficial side effect By default Outlook makes an Identity for you called Main Identity which stores your first e mail account s information It s a good idea to learn where your Identity folder is located if for no other reason so that you know not to delete or move it Use Mac OS X Finder application on your Dock to navigate your file system Finder s icon appears in the left margin It s possible to have more than one Identity Figure 1 2 shows that we have four Identities stored in Documents Microsoft User Data Office 2011 Identities Our four Outlook Identities are ca
21. out LDAP settings Cancel 0K Learn about LDAP settings Book V Chapter 1 Yoong YOSIN 0 Guipesidy 720 Managing Identities Managing Identities MBER es Figure 1 8 Running Outlook s Microsoft Database Utility At the beginning of this chapter we introduce the concept of an Identity In Figure 1 2 we show where your Identities are stored on your Mac Now we explain how to take care of your Outlook Identities The default Outlook Identity is called Main Identity Outlook gives you some tools to help you manage your Identities Running Microsoft Database Utility Microsoft Database Utility shown in Figure 1 8 is your Identity managing toolbox You must quit Outlook before you can run the Database Utility To run the Utility hold the Option key down as you open Outlook Microsoft Database Utility enables you to do the following Create a new Identity Click the plus sign in the lower left corner of the Utility window and then type a name for a new empty Identity Delete the selected Identity Select an Identity from the list and then click the minus sign in the lower left corner to move the selected Identity s folder from the Office 2011 Identities folder to the Trash Set the default Identity Select an Identity from the list and click the Set as Default button to make it the Identity that Outlook uses when it opens Rebuild an Identity Select an Identity from the list and then click
22. the Rebuild button to build a new Identity of the same name from the con tents of the selected Identity The old Identity is renamed as Backed Up with the date and time it was rebuilt as shown in Figure 1 8 After enough time has passed that you re satisfied that the rebuilt Identity is function ing properly use the Database Utility to delete the backed up file 220 Microsoft Database Utility J 4 Select an identity 1 ter Identity Name A Date Modified Demonstration Today 4 46 PM Demonstration Backed up 2010 09 07 16 46 00 Yesterday 9 11 PM Home Today 9 45 AM JBG Today 4 37 PM Main Identity Aug 1 2010 8 55 AM f te Rebuild eee Managing Identities 721 Manually upgrading an Entourage Identity If you had more than one Identity in Entourage 2008 or 2004 you can manu ally upgrade them to Outlook 2008 Take these steps to upgrade one of your old Identities You can update one Identity at a time 1 2 wnt 10 11 12 Quit Outlook pressing 38 Q quits any application Run the Microsoft Database Utility as described in the preceding section In the Database Utility click the plus sign and a new name is added to the Identity Name list Type a name for your new Identity Set the newly added Identity as the default Identity Click the red Close button to close the Microsoft Database Utility Open Outlook Outlook will open and run with an empty Identity Choose
23. tore your accounts as shown later in this chapter in the Managing Accounts in an Identity section Book V Chapter 1 Yoong YOSIN 0 Guipesidy 712 Upgrading from Apple Mail ar Are you one of the hold outs on System 9 or 8 6 even still using the old Outlook for Mac Then hold out no more Get yourself a nice Intel processor based Mac and you can upgrade to new Outlook 2011 Before you do in your old computer s Outlook choose FileExport to start a wizard that will let you save your Outlook Identity as an Outlook for Mac olm data file Move or copy the olm data file to your new Mac and then follow the steps out lined in the previous steps In Step 2 choose Outlook Data File for Mac o1lm instead of pst The rest of the steps remain the same Upgrading from Apple Mail You may hesitate to upgrade to Outlook if you love Apple Mail However we encourage you to try out Outlook You can easily switch back to Apple Mail if you decide you prefer it Upgrading to Outlook is quick and easy If your Apple Mail is using Microsoft Exchange skip to the steps in the Adding an Exchange account section later in this chapter For non Exchange accounts you upgrade to Outlook in three stages The first stage in the upgrade is to copy your e mail messages accounts rules and signatures from Apple Mail to Outlook 1 If Apple Mail is open close it Check Apple Mail s Dock icon to make sure there s no indicator 2 In O
24. utlook choose File gt Import from the menu bar The Begin Import dialog displays 3 Select Information from Another Application and then click the right arrow button at the lower right corner of the dialog The Choose an Application dialog displays 4 Select Apple Mail and then click the right arrow button The Import Items dialog displays 5 Accept the default all check boxes selected and then click the right arrow button Outlook imports the selected items 6 Click Finish Because Apple Mail is not integrated with iCal the second stage imports Apple iCal calendar events and to do entries Outlook understands W3C standard calendar events in the ics file format as does Apple Mail so you can import calendar events as follows Upgrading from Gmail or Yahoo Mail 713 1 In Apple iCal choose File gt Export Book V Chapter 1 A Save As dialog displays 2 Name your exported file choose a location that you can easily remember and then click the Export button S aS Your calendar and events are ready to be imported into Outlook 32 a 3 In Outlook press 38 2 to display the Outlook Calendar sa oo 4 Drag the file you exported from iCal into the Outlook Calendar Your calendar events are now incorporated into your Outlook calendar The final stage copies your Apple Address Book entries into Outlook We take advantage of the fact that both Apple Address Book and Outlook use WSC standard vCard files for sharing co
25. vantage of the new Outlook Identity format Before starting this process we recom mend that you make a note of the account settings in Outlook for Windows In Outlook 2010 for Windows choose File Info Account Settings If you re using a version of Outlook for Windows older than Outlook 2010 check Outlook Help for instructions for making an Outlook data file pst Saving an Outlook data file You can migrate your Windows Outlook Identity by making an Outlook data file pst in Outlook for Windows and then importing the pst file into Outlook 2011 for Mac Here s how to save your Outlook data file in Outlook 2010 for Windows 1 In Outlook 2010 for Windows choose File gt Options gt Advanced gt Export and then click the Export button The Import and Export wizard displays If you don t see the wizard try minimizing the visible window because the wizard may display behind the current window 2 Select Export to a File and then click the Next button The Create a File of Type dialog displays 3 Select Outlook Data File pst and then click the Next button The Select a Folder to Export From dialog displays with the proper folder selected and the Include Subfolders check box selected NING RY Switching from Windows Outlook to Mac Outlook 711 Click the Next button The Save Exported File As dialog displays Give your file a name be sure to use pst as the file extension and then click the Browse button to ch
26. vider s server You can create subfolders on the server to store mail in folders such as read mail deleted messages junk mail or any folder you want The advantage of IMAP is that you can connect to the server from various devices Your message list appears the same from any device such as your iPod or cellphone your computer at work or your laptop Your e mail account has the same messages available regardless of what device you use no matter where you connect e POP Usually configured to download e mail messages to your local computer and delete them from the server right away This option is fine if you have only one computer and one location Although you can set POP to leave the messages on the server in general you run the risk of accidentally deleting a wanted message Calendars Supports W3C standard calendar protocol and Microsoft Exchange calendar protocol These are again various ways in which calendars are configured Opening Outlook for the First Time 105 Contacts Supports W3C standard vCard protocol and Microsoft Exchange calendar protocol If you don t want to get too much into this protocol stuff just be happy that Outlook handles so many of them Tasks A built in task manager with calendar tie in Notes A built in notes manager SkyDrive and SharePoint integration replaces the Entourage Project Center Opening Outlook for the First Time Figure 1 1 Greetings from Outlook 2011 T
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