outlook2011_in_corporate_environment

Using Outlook for Mac 2011 in a corporate environment

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Table of Contents

Add an Exchange account ................................................................................................................................................1 Turn on or off Out of Office replies...............................................................................................................................2 Add a signature automatically to every message ....................................................................................................7 Turn off Office Reminders.................................................................................................................................................8 Access a public folder .........................................................................................................................................................8 Join an online meeting.................................................................................................................................................... 10 Schedule an online meeting.......................................................................................................................................... 11 See and share multiple calendars................................................................................................................................ 12 Look up someone's schedule........................................................................................................................................ 14 Add and manage your delegates................................................................................................................................ 15 Become a delegate or stop being a delegate ........................................................................................................ 17 Share a folder in an Exchange account..................................................................................................................... 18 Open a shared calendar, address book, or e-mail folder................................................................................... 20 About time zones .............................................................................................................................................................. 20 Create additional folders in the navigation pane ................................................................................................. 21 Compare Outlook for Mac 2011 with Outlook 2010 for Windows................................................................ 22

Add an Exchange account

1

Add an Exchange account Outlook supports accounts managed by Microsoft Exchange Server 2007 Service Pack 1 with Update Rollup 4 (KB952580) and later versions.

When you add an Exchange account, Outlook syncs your e-mail messages, calendar events, contacts, tasks, and notes with the Exchange server.

1. On the Tools menu, click Accounts.

2. In the lower-left corner of the Accounts dialog box, click Add , and then click Exchange.

3. Enter your e-mail address.

4. On the Method pop-up menu, select the appropriate authentication method for your account.

To authenticate with Do this

User name and password Click User Name and Password, and then enter your credentials.

Kerberos Click Kerberos, and then select an ID from the Kerberos ID pop-up menu.

To create a new ID, click Create a New ID.

Client certificate Click Client Certificate Authentication, and then select a certificate from the pop-up menu.

Note User name and password is the most common method for authenticating Exchange accounts. If you are having difficulty adding your account, check with your account administrator to see which authentication method you should use.

5. Do one of the following:

To Do this

Have Outlook try to automatically detect your Exchange server

Click Add Account.

Enter your Exchange server address manually

Clear the Configure automatically check box, enter the server address, and then click Add Account.

Turn on or off Out of Office replies

2

6. When the process of adding the account is completed, the account appears in the left pane of the Accounts dialog box, and Outlook begins downloading your messages and other items. A green indicator next to the account name shows that the account is connected.

Tips

• Your user name is usually your domain name followed by a backslash and your account ID. For example, if your domain name is "example" and your account ID is "someone," you type example\someone. However, for some accounts, your user name is your complete e-mail address.

• To enter additional settings for the server, delegates, or security, click Advanced, and then click the tab that you want.

• To add a client certificate for two-factor authentication, click Advanced, click the Security tab, and then under Certificate authentication, select the certificate. If your authentication certificate is located on a smart card, make sure that the card is inserted into the reader.

• To delete an account, in the left pane of the Accounts dialog box, select an account,

and then click Delete . Be aware that if you delete an account, you will lose any account information that is not synced with the server.

Turn on or off Out of Office replies You can send an out of office e-mail message to people while you are out of the office. If your mail account is a Microsoft Exchange account, you can use the Out of Office Assistant. For POP or IMAP accounts, you can set up a mail rule to automatically reply to new e-mail messages.


3

Turn on the Out of Office Assistant for an Exchange account The Out of Office Assistant works with the server that is running Microsoft Exchange Server to automatically reply to e-mail messages while you are out of the office. Because the Exchange server sends the messages (not Outlook), Outlook does not need to be open for the reply messages to be sent.

1. At the bottom of the navigation pane, click Mail .

Note If you have multiple Exchange accounts, you must turn the Out of Office Assistant on or off for each account separately. To choose an account for which you want to turn on the Out of Office Assistant, select a folder in the account in the folder list before you continue to the next step.

2. On the Tools tab, click Out of Office.

3. Click Send Out of Office messages.

4. In the Reply to message with box, type the text that you want to include in your automatic reply.

5. Do any of the following:

To Do this

Set start and end dates for an Out of Office message

Select the I am out of the office between check box, and then set your Start date and End date.

Set options for replying outside your organization (if enabled by your Microsoft Exchange administrator)

Select the Send replies outside my company to check box, and then complete the information.

Note Your delegate cannot turn on or turn off the Out of Office Assistant for you.


4

Turn off the Out of Office Assistant for an Exchange account


Note If you have multiple Exchange accounts, you must turn the Out of Office Assistant on or off for each account separately. To choose an account for which you want to turn off the Out of Office Assistant, select a folder in the account in the folder list before you continue to the next step.

2. On the Tools tab, click Out of Office.

3. Click Do not send Out of Office messages.

Tip If you set a start and end date for your Out of Office message, it will turn off automatically when it reaches the end date. If you want to turn off the Out of Office message before the end date, click Do not send Out of Office messages.

Create a mail rule to automatically reply to incoming mail messages You can set up a mail rule in Outlook to automatically reply to new e-mail messages. Mail rules can be set up for all account types in Outlook, including POP or IMAP accounts.

Important Because mail rules are run by Outlook and not the mail server, your computer must be on and Outlook must be open for automatic reply messages to be sent.


2. On the Organize tab, click Rules, and then click Edit Rules.


5

3. In the left pane of the Rules dialog box, click the account type for which you want to create the rule.

If you don't know what type of account you have 1. In the Rules dialog box, click Show All, and then under Personal Settings, click

Accounts.

2. In the left pane of the Accounts dialog box, click the account.

The account type appears under the account description. In this example, the account is a POP account.

3. To return to the Rules dialog box, click Show All, and then under E-mail, click Rules.

4. Click Add .

5. In the Rule name box, type a name for the rule, such as Vacation response.

6. Under the Add Action button, on the Change status pop-up menu, click Reply.

7. Click Reply Text, type the automated reply that you want Outlook to send, and then click OK.

8. Make sure that the Enabled check box is selected, and then click OK.

9. To turn off the automatic reply messages, double-click the rule to open it, and then clear the Enabled check box.

Tip You can also turn off a rule by clearing the check box next to the name of the rule in the Rules dialog box.


6

Turn off a mail rule


2. On the Organize tab, click Rules, and then click Edit Rules.

3. In the left pane of the Rules dialog box, click the account type for which you want to create the rule.

If you don't know what type of account you have 1. In the Rules dialog box, click Show All, and then under Personal Settings, click

Accounts.

2. In the left pane of the Accounts dialog box, click the account.

The account type appears under the account description. In this example, the account is a POP account.

3. To return to the Rules dialog box, click Show All, and then under E-mail, click Rules.

4. Double-click the rule to open it, and then clear the Enabled check box.

Tip You can also turn off a rule by clearing the check box next to the name of the rule in the Rules dialog box.

Turn off Office Reminders

7

Add a signature automatically to every message Do you get tired of typing your contact information at the end of every email? Well Outlook can help by automatically adding your signature for you to every message that you send. You first need to create a signature and then set is as the default.

Note Keep in mind that if you don’t want to use the default signature when you reply or forward a message, you shouldn’t create a default signature but instead, insert a signature into every new message. For more information, see Insert a signature into a message .

1. On the Outlook menu, click Preferences.

2. Under E-mail, click Signatures .

3. Click Add .

A new signature appears under Signature name with the name Untitled.

4. Double-click Untitled, and then type a name for the signature. This name does not appear in the signature in your messages; it is only for your reference.

5. In the right pane, type the text that you want to include in the signature.

Tip Your name is automatically pulled in.

6. Close the Signatures dialog box.

7. On the Outlook menu, click Preferences.

8. Under E-mail, click Signatures .

9. Click Default Signatures.

10. Under Account, select the account for which you want to set a default signature.

11. Under Default signature, click the pop-up menu in the selected row, and then click a signature name.

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Access a public folder

8

Turn off Office Reminders Microsoft Office Reminders displays reminders for Outlook calendar events and tasks that you set a reminder for. It also displays reminders for e-mail messages and contacts that are flagged for follow up. Office Reminders also notifies you of Microsoft Office files, such as a Word document or an Excel sheet, that you flag for follow up.

Office Reminders displays scheduled reminders when your computer is running, even when you are not using Outlook or another Office application. If a reminder is scheduled to appear at a time when your computer is turned off, you will receive the reminder when you turn your computer back on.

When you turn off Office Reminders, you will not receive reminders from any of the Office applications.

• On the Outlook menu, click Turn Off Office Reminders.

Access a public folder Public folders are a feature of Microsoft Exchange Server that let people in an organization share messages, calendars, and address books. After you subscribe to a public folder, the folder appears in the navigation pane and you can access its contents.

Subscribe to an Exchange public folder Note Before you can subscribe to a public folder, you must add your Microsoft Exchange account to Outlook. For more information, see Add an Exchange account.

1. On the Tools menu, click Public Folders.

2. In the left pane, under Public Folders, click the Exchange account that you want.

A list of public folders appears. Mail folders are represented by the icon, calendars show the Icon, and address books show the icon. Folders to which you are already subscribed are displayed in bold.

3. Click the folder that you want to subscribe to, and then click Subscribe .

The subscribed folder appears in the navigation pane under Subscribed Public Folders.

4. To view the contents of the folder, click the folder in the navigation pane. Messages or contacts in the folder appear in the item list. Or, if the folder is a calendar folder, events appear on the calendar.

Access a public folder

9

Send a message to a public mail folder If a public mail folder has been assigned an e-mail address by the folder's administrator (a folder setting called "mail enabled"), you can send a message directly to the public folder. You may be able to find the e-mail address for a public folder by looking in the To field of messages in the public folder. Or, you can search for the address in your organization's directory.


2. On the Home tab, click E-mail.

Tip The keyboard shortcut to create a new e-mail message is ⌘+N.

3. Add the folder's e-mail address in the To box, and then create and send the message.

Notes

• If a public folder does not have an e-mail address assigned to it, you cannot use Outlook for Mac to post a message in the folder.

• To view your subscribed public folders, in the navigation pane, click Subscribed Public Folders.

Add a meeting or appointment to a public calendar folder After you have subscribed to a public calendar folder, you can add a new event if you have the appropriate permissions from the folder's administrator.

1. At the bottom of the navigation pane, click Calendar .

2. In the navigation pane, click the arrow next to Subscribed Public Folders, and then click the calendar that you want.

3. On the Home tab, click Meeting or Appointment.

4. Enter the details about the event, and then send or save it.

Join an online meeting

10

Add a contact to a public address book folder After you have subscribed to a public address book folder, you can add new contacts if you have the appropriate permissions from the folder's administrator.

1. At the bottom of the navigation pane, click Contacts .

2. In the navigation pane, click the arrow next to Subscribed Public Folders, and then click the address book folder that you want.

3. On the Home tab, click Contact.

4. Enter the details about the contact, and then save it.

Join an online meeting With Lync for Mac or Communicator for Mac 2011, you can join a scheduled online meeting with colleagues and clients from down the hall or across the world without leaving your desk. You access your scheduled conference invite from Outlook for Mac 2011.

Note For online meetings with audio or video calls, you must have a webcam, a microphone, and either speakers or headphones. If your computer does not have a built-in webcam and microphone, you can purchase a Mac-compatible device to attach to your computer. To learn about how to set up these devices, see Mac Help.

Join a conference call by using Lync and Outlook 1. In Outlook Calendar, double-click the conference call invite.

2. In the meeting message, click Join online meeting.

Schedule an online meeting

11

Join a conference call by using Communicator and Outlook 1. In Outlook Calendar, double-click the conference call invite.

2. Do any of the following:

To Do this

Join the conference by using Communicator Click Join using Communicator.

Join the conference by using a Web browser Click Join using a Web browser.

Schedule an online meeting Important To schedule an online meeting, you need Outlook for Mac 2011 14.1.3 update or later and Lync for Mac. To check to see if you need to get the latest version of Outlook, on the Help menu, click Check for Updates, click Manually, and then Check for Updates.

You can use Outlook together with Lync for Mac to schedule online meetings with your contacts.

For virtual meetings with audio or video calls, you must have a webcam, a microphone, and either speakers or headphones. If your computer does not have a built-in webcam and microphone, you can purchase a Mac-compatible device to attach to your computer. To learn about how to set up these devices, see Mac Help.


2. On the Home tab, click Meeting.

Tip You can also double-click a time period in the day, week, or month view. The date and time of your selection are automatically entered in a new appointment window. Then, to convert the appointment to a meeting, on the Appointment tab, click Invite.

See and share multiple calendars

12

3. In the meeting request, click Online Meeting , and then click Create Online Meeting.

The online meeting information will be automatically generated and entered into the meeting message.

Note Delegates cannot create or modify an existing Online Meeting in Outlook on behalf of the principal.

See and share multiple calendars You can organize a cluttered schedule by creating separate calendars for each of the different areas that demand your attention. You can also view shared calendars, or share your calendar with someone else, for easier collaboration.

Track two or more separate schedules in your own calendar Keep your work and personal events separate by using two separate calendars in Outlook. Each calendar operates independently, but you can show the events from both calendars simultaneously.

Important If you create a new calendar under your Exchange calendar, the new calendar will also sync with the Exchange server. However, if you create a meeting on the new Exchange calendar, responses to this meeting aren't tallied.


2. In the navigation pane, select the calendar under which the new calendar will be saved.

If you have multiple calendars, expand the My Calendars group, and then select a calendar. If you don't see the calendar that you want, collapse the categories list.

See and share multiple calendars

13

3. On the Organize tab, click New Calendar.

4. In the navigation pane, type a name for the new calendar.

Tips

• Drag events between calendars to move them from one schedule to another.

• New events that you create are saved in the calendar that is currently selected in the navigation pane.

• To see or hide a calendar, simply select or clear the check box next to the calendar name.

• To delete a calendar that you create, click the calendar in the navigation pane, and then on the Edit menu, click Delete.

Share your calendar with someone else 1. In the navigation pane, click Calendar.

2. On the Organize tab, click Permissions.

3. Click Add User, type the name of the user, and then click Find.

4. In the search results, click the user's name, and then click OK.

5. In the Name list, click the user's name, and then on the Permission Level pop-up menu, click the access level that you want.

To customize the user's permission levels, select or clear the check boxes. You can also change the options for Edit Items and Delete Items.

Note When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

Look up someone's schedule

14

View a calendar that someone has shared with you Important To open another person's calendar, both you and the other person must have Microsoft Exchange accounts and the account owner must grant you permission.

1. Click Calendar on the navigation pane.

2. On the Organize tab, click Open Calendar.

3. Click Find User .

4. Type the name of the person who granted you access, click Find, click the person's name, and then click OK.

If you have multiple Microsoft Exchange accounts, on the Account pop-up menu, click the account that you want to use to open the other user's calendar.

5. On the Type pop-up menu, select Calendar, and then click OK.

The shared folder appears in the navigation pane under the Shared heading.

Notes

• If you have a shared calendar selected in the navigation pane, new items that you create are saved in that shared calendar.

• To remove another user's shared calendar from your navigation pane, hold down CONTROL, click the folder, and then click Remove from View.

Look up someone's schedule If you have a Microsoft Exchange account, you can look up the schedule of someone in your organization.

This procedure instructs you to set up a meeting invitation. However, you can then delete the invitation without sending it.

1. On the Home tab, click New, and then click Meeting.

2. In the To box, type the name or address of the person whose schedule you want to look up.

Add and manage your delegates

15

3. If you have more than one account in Outlook, on the From menu, select the Exchange account for the organization that you want.

4. In the Starts field of the meeting, enter the day for which you want to check the schedule.

5. Click the Scheduling Assistant tab, which is located under the date and time text boxes.

A calendar appears that indicates the free/busy times for the person in the To box.

6. To show all the hours in the day — not just the hours of your work day — clear the Show work hours only check box.

7. To delete the event without sending it, close the meeting window.

Tip When you look up someone else's schedule, the information that you see reflects how they have set their free/busy status for each event. If someone has marked a meeting status as "Free," you will not see that meeting on their calendar.

Add and manage your delegates You can give a delegate access to your Microsoft Exchange calendar, address book, and inbox, and you can set permissions that define the activities that delegates can carry out for you.

Add a delegate Important To use delegation, you and your delegate must have Microsoft Exchange accounts.


2. Click the account that you want to add a delegate to, click Advanced, and then click the Delegates tab.

3. Under Delegates who can act on my behalf, click Add .

4. Type the name of the person that you want to add as a delegate, and then click Find.

5. Click the delegate's name, and then click OK.

6. For each item type, use the pop-up menu to select the permission level that you want to set for the delegate.

Add and manage your delegates

16

For more information about the permission levels for delegates, see About sharing and delegation .

Note Before a delegate can access your items, he or she must add you to the People I am a delegate for list in his or her Microsoft Exchange account. For information about how to become a delegate for someone else, see Become a delegate or stop being a delegate.

Manage delegate permissions for multiple item types 1. On the Tools menu, click Accounts.

2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab.

3. Under Delegates who can act on my behalf, click the delegate.

4. Click the Action button, click Set Permissions, and then make the changes that you want.

Note If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later. For information about the permission levels, see About sharing and delegation .

Manage delegate permissions for a single folder 1. In the navigation pane, click the folder that you want to change.


3. Click the name of the person that you want to change the permissions for.

4. On the Permission Level pop-up menu, click the access level that you want.

To customize the permission levels, select the check boxes for the items that you want, and then under Edit Items and Delete Items, click the permission level that you want.

Note If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later. For information about the permission levels, see About sharing and delegation .

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Become a delegate or stop being a delegate

17

Remove a delegate 1. On the Tools menu, click Accounts.

2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab.

3. Under Delegates who can act on my behalf, click the delegate.

4. Click Delete .

Become a delegate or stop being a delegate Before you can become a delegate, another person must grant you delegate access to a Microsoft Exchange account. You may receive an e-mail notifying you that you have delegate access. Then, to access the items that you are a delegate for, you must add the person who granted you access to your People I am a delegate for list. When you want to stop being a delegate for someone, you need to remove the person from the list.

Do any of the following:

Become a delegate for someone else Important To become a delegate, you need to have a Microsoft Exchange account.


2. Click the Exchange account that you will use to access the delegated items, click Advanced, and then click the Delegates tab..

3. Under People I am a delegate for, click Add .

4. Type the name of the person who has added you as a delegate, and then click Find.

5. Click the delegate's name, and then click OK.

Share a folder in an Exchange account

18

Stop being a delegate 1. On the Tools menu, click Accounts.

2. Click the Exchange account that you want to change, click Advanced, and then click the Delegates tab.

3. Under People I am a delegate for, click the person that you want to stop being a

delegate for, and then click Delete .

Share a folder in an Exchange account If you have a Microsoft Exchange account, you can share folders in that account with other people on the same Exchange server. You can share calendars, or folders that contain mail, contacts, tasks, or notes.

Do any of the following:

Share a folder 1. In the navigation pane, click the folder that you want to share.


3. Click Add User, type the name of the user, and then click Find.

4. In the search results, click the user's name, and then click OK.

5. In the Name list, click the user's name, and then on the Permission Level pop-up menu, click the access level that you want.

To customize the user's permission levels, select or clear the check boxes. You can also change the options for Edit Items and Delete Items.

Open a shared calendar, address book, or e-mail folder

19

Notes

• When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

• Sharing a folder does not automatically share any subfolders. To share a subfolder, the primary folder must be shared first, and then you can set sharing permissions for the subfolder.

Stop sharing a folder 1. In the navigation pane, click the folder that you want to stop sharing.


3. On the Permissions tab, click the name of the user who you want to stop sharing with.

4. To temporarily suspend access, on the Permission Level pop-up menu, click None.

Or, to permanently stop sharing with the person, click Remove.

Tip If you change the permission level to None, the user remains on the list, which allows you to quickly reinstate permissions later. If the calendar, address book, or mail folder has Folder Visible permissions assigned, the folder is still visible to the user when you suspend access.

About time zones

20

Open a shared calendar, address book, or e-mail folder Important To open another person's address book, calendar, or mail folder, both you and the other person must have Microsoft Exchange accounts and the account owner must grant you permission.

1. On the File menu, point to Open, and then click Other User's Folder.

2. Click Find User .

3. Type the name of the person who granted you access, click Find, click the person's name, and then click OK.

If you have multiple Microsoft Exchange accounts, on the Account pop-up menu, click the account that you want to use to open the other user's folder.

4. On the Type pop-up menu, click Calendar, Address Book, or Inbox, and then click OK.

The shared folder appears in the navigation pane under the Shared heading.

Notes

• If you have a shared folder selected in the navigation pane, new items that you create are saved in that shared folder.

• To remove another user's shared folder from your navigation pane, hold down CONTROL, click the folder, and then click Remove from View.

About time zones Outlook keeps track of time zones and daylight saving time so that events automatically appear at the correct time on your calendar.

For example, imagine that your workplace is in Los Angeles and your colleague's workplace is in New York, which is three hours ahead of Los Angeles. When your colleague sends you an invitation for a conference call at 11:00 A.M. New York time (Eastern Time), Outlook adjusts the meeting time to 8:00 A.M. (Pacific Time) when you view it on your laptop in Los Angeles.

If you change the time zone on your laptop, Outlook updates events on the calendar to the correct time for the new time zone. For example, if you travel to another time zone and, upon arrival you change the laptop's System Preferences to the new time zone. When you open Outlook, all events on the calendar are updated accordingly.

Create additional folders in the navigation pane

21

When you create a new event, Outlook uses the default time zone that is set in your Outlook preferences for Calendar. If you want, you can specify a different time zone for an event as you are creating it. To display the Time zone selector in the meeting window, on the Meeting tab, click Time Zone.

For example, if you will be traveling from Los Angeles to New York, you might want to create an event that will occur in New York's time zone instead of your workplace time zone. By specifying the specific time zone of the event, you can make sure that the event time will be accurate, even if you travel and change the time zone on your laptop.

When Outlook receives invitations or imports events from applications that don't store time zone information, Outlook assigns the time zone that is set in your Outlook preferences for Calendar.

Create additional folders in the navigation pane Outlook lets you create additional folders to help you organize your messages, contacts, tasks, and notes. For example, you can create a folder for personal e-mail messages that you keep separate from your work messages.

Important If you create a new folder under a Microsoft Exchange account folder, the new folder will also sync with the Exchange server.

1. In the navigation pane, click Mail , Contacts , Tasks , or Notes .

2. In the navigation pane, select the folder under which the new folder will be saved.

3. On the Organize tab, click New Folder.

4. In the navigation pane, type a name for the new folder.

Compare Outlook for Mac 2011 with Outlook 2010 for Windows

22

Notes

• As an alternative to having multiple folders, you can organize your items with categories. Not only are categorized events displayed in different colors in the item list, category filters let you show events, contacts, tasks, and notes only in the categories that you want.

• The above procedure explains how to create a subfolder of an existing folder. To create a folder on the same level in the hierarchy, select a folder, and then press SHIFT+OPTION+⌘+N.

• To delete a folder that you create, click the folder in the navigation pane, and then on the Edit menu, click Delete.

Compare Outlook for Mac 2011 with Outlook 2010 for Windows Outlook for Mac 2011 and Outlook 2010 for Windows differ in some key respects. The following table summarizes these differences.

Exchange features

Exchange features Implemented in Outlook for Mac 2011?

Implemented in Outlook 2010 for Windows?

Communicates with the server that is running Microsoft Exchange Server

Yes

Outlook for Mac uses Exchange Web Services to communicate with the Exchange server.

Yes

Outlook uses a MAPI-based architecture to communicate with the Exchange server.

Connects to multiple Exchange accounts

Yes Yes

Provides access to the Offline Address Book (OAB)

Yes Yes


23



Creates or modifies server-side rules Yes

Note This feature was introduced in Office for Mac 2011 Service Pack 1 (SP1).

Yes

Manages Exchange server distribution lists

No Yes

Synchronizes the personal distribution list with Outlook for Windows

Yes Not applicable

Synchronizes categories with Outlook for Windows

Yes

The Master Category list is not synchronized.

Not applicable

Synchronizes S/MIME certificates and contact photos between Outlook 2010 for Windows and Outlook for Mac 2011

Yes No

Supports retention and compliance functionality

No

Users cannot apply a retention policy to a message or a folder. However, IT-enforced retention policies on the Exchange server will apply.

Yes

Users can apply a retention policy to a message or a folder. IT can enforce policies on built-in folders (Inbox, sent items, and so on). Also, an online archive provides separate, online-only folders for long-term retention and archiving.

Available as a 32-bit application and a 64-bit application

No

Outlook for Mac 2011 is available as a 32-bit application only.

Yes


24



Enables voice mail previews Yes

Microsoft speech technology converts voice mail messages into text that users receive in an e-mail or text message.

Yes

Plays voice mail messages received from Microsoft Exchange Server Unified Messaging

Yes Yes

Mail features

Mail features Implemented in Outlook for Mac 2011?


Enables Outlook forms, voting buttons, and receipt tracking

No Yes

Enables RTF message formatting Yes

You can use hyperlinks, strikethroughs, highlighting, and signatures in your messages. You can also copy and paste charts or tables from Word, PowerPoint, or Excel. Or, use the Office Photo Browser to quickly add your iPhoto or Photo Booth images to messages.

Yes

Enables conversation view (a threaded view of e-mail messages in an Outlook folder)

Yes Yes

Supports Exchange, POP, and IMAP accounts in one Inbox

Yes Yes


25



Supports improved search tools for contact search

Yes Yes

Supports Ignore and Clean Up actions No Yes

The Ignore button on the ribbon moves an entire conversation and any future replies to that conversation directly to the Deleted Items folder.

The Clean Up button moves older, redundant messages in the conversation to the Deleted Items folder but keeps the most recent message.

Imports Outlook 2010 for Windows .pst files

Yes Yes

Enables attachment previews in mail messages

Yes

Outlook for Mac 2011 uses Quick Look to view attachments. This enables you to view a multipage document or photo slide show without leaving Outlook. This feature is available when Outlook is used on a computer running Mac OS X v10.6 (Snow Leopard).

Yes


26



Displays photos of your contacts in your mails, contact lists, and calendar.

Yes

Note This is a new feature in Office for Mac 2011 Service Pack 1 (SP1).

Yes

Calendar features

Calendar features Implemented in Outlook for Mac 2011?


Establishes a federated trust relationship with an external partner to share availability (free/busy) information, calendar, or contacts

No Yes

Overlay calendars Yes

You can view multiple calendars in the overlay mode but not side-by-side.

Yes

You can use the new Group Schedule view in Outlook 2010 Calendar to see multiple calendars vertically, in addition to side-by-side, or save frequently used groups of calendars together from one location.


27

Calendar features Implemented in Outlook for Mac 2011?


Calendar preview in meeting requests Yes

When you view a meeting invitation, Outlook automatically displays your calendar alongside the body of the message. This lets you see whether the proposed time works with your schedule, without having to switch back and forth between your messages and calendar.

Yes

Miscellaneous features

Miscellaneous features Implemented in Outlook for Mac 2011?


Synchronizes Calendar, Mail, Tasks, Notes, Categories, and Contacts with the Exchange server

Yes Yes

Uses the ribbon interface that helps you quickly find the features and commands that you can use to complete tasks

Yes

Outlook menus continue to be part of the user interface.

Yes

The ribbon replaces the menus and toolbars of the Outlook main window.

Supports rich integration with Communicator

Yes

Hover over a name, see a person’s availability, and then easily start a conversation directly through instant messaging, voice call, or video.

Yes


28

Miscellaneous features Implemented in Outlook for Mac 2011?


Supports Information Rights Management policies

Yes Yes

Displays contacts, tasks, and appointments at a glance even when Outlook is closed

Yes

Outlook for Mac 2011 includes the My Day application that allows users to display tasks and appointments at a glance.

No

outlook2011_in_corporate_environment

Documents

microsoft trademarks

microsoft terms of use

intellectual property

date of publication

online meeting

written license agreement

subject matter

someones schedule