Thread: Microsoft Office is a program called Outlook

Included with many editions of Microsoft Office is a program called Outlook. At first glance it might just seem like a glorified version of the free email program that came pre-installed on your computer but, in fact, Outlook is much more. You can use it to
manage multiple email accounts, keep on top of your appointments with the advanced calendar and to-do list, and keep a central list of friends, family and business contacts that can be copied to portable devices such as a mobile phone or handheld Pc. In this feature we'll explore all this and more, showing you what Outlook has to offer and how you can unlock this neglected program's potential.

Hidden gem
When most of us think of an office suite, we tend to think of a WOld processor, spreadsheet and presentation program. This'is perhaps why Outlook is often the forgotten member of the Office family. Many people think of it as a tool for business users only, and indeed Outlook 2007 isn't included in the cheapest H9me and Student Edition of Office 2007. You will find a copy in all other editions of Office 2007, though, as well as every single edition of Office 2003. This means that if you own a copy of Office there may well be a copy of the program hidden on your hard disk.
It's easy to confuse Outlook with its lesser sibling, Outlook Express, which comes pre- installed on all Windows XP computers, or its Vista equivalent, Windows Mail. Outlook Express and Windows Mail are little more than simplified programs for sending and receiving emails. There's nothing wrong with either, and they both get the job done with the minimum offuss. But neither ofthem can claim the ability to effectively run your life for you in the way that the full¬blown version of Outlook can.


Do more
Outlook can connect to more types of email system than its free counterparts. This isn't particularly useful for home users, as the Pop3 and Imap systems used by most ISPs are supported by both Outlook Express and Windows Mail. It has other advantages, though. Outlook Express has no built-in junk mail filter, but Outlook includes one that sorts spam into a special folder. Outlook can also automatically archive old messages, making it ideal for those who send lots of emails.



While these email extras are handy, they pale in comparison with the other tools Outlook has to offer. Outlook Express allows you to collect a list of contacts, which it stores in the Windows Address Book, while Windows Mail does the same with Vista's renamed Windows Contacts. Outlook, on the other hand, uses its own built-in contacts database, which appears as a folder within the main Outlook Navigation Pane or Folder List on the left-hand side of the screen. It's also possible to set up multiple address books - one for work contacts and one for friends and family, for example- and synchronise all the contact details on your computer with a compatible mobile phone or handheld PC so that you have access to the same people's details whether you're at your desktop or out and about. Not all mobile devices will sync with Outlook, but the majority, including any device that runs Windows Mobile, most Nokia smartphones and the Apple iPhone, work fine.

Make a date
Windows has, historically speaking, always been a bit useless when it comes to calendars. There's no calendar directly accessible from within either Outlook Express or Windows Mail. And, while Windows Vista users at least have the option of using the new Windows Calendar application, those using XP have access to little more than the date and time in the NotificationArea, which can't even schedule appointments. Outlook, on the other hand, has a powerful, customisable calendar built in, so you can enter appointments or important dates and receive a pop-up reminder when they're coming up. As with the contacts list, Outlook's calendars can be synchronised with portable devices.

Another two tools that can be found in Outlook, but not in the free alternatives, are the task list and notes. Click on Tasks and you'll be presented with a virtual to-do list into which tasks can be entered and ticked off when completed. Tasks
can even be assigned a due date to ensure you don't fall behind. The Notes function works just like a set of sticky notes for your computer, and is handy for jotting down ales, shopping lists or other bits of information that you could need later.

New and improved?

Ihere is surprisingly little difference between Outlook 2003 md Outlook 2007 as Office 2007's new Ribbon interface is less obvious in the new Outlook than it is in the other programs. The main Outlook 2007 window doesn't use the Ribbon's context-sensitive tabs at all, and these don't appear until you have opted to create a new message, contact, calendar ently or task. The most visible difference is Outlook' 2007's to-do bar- this sits on the right-hand side of the window and shows a swnmary of upcoming appointments, tasks and calendar entries. It's now possible to preview email attachments within Outlook 2007 without having to open them in a separate program, and there's a new Instant Search feature for finding items and emails.
It's easy to be put offbythe businesslike appearance and functions of Outlook, but it certainly offers much more than the free programs that come with Windows - and all from a useful, unified interface that allows you to communicate, manage and plan your personal comings and goings with ease. If you already have a copy on your PC, why not make the switch?