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Microsoft® Outlook® Version 2002 Inside Out
Author Jim Boyce
Pages 1264
Disk 1 Companion CD(s)
Level Int/Adv
Published 06/20/2001
ISBN 9780735612822
Price $44.99
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Chapter 1: Outlook Architecture, Setup, and Startup continued

Options for Starting Outlook

Office offers several options to control startup, either through command-line switches or other methods. You can choose to have Outlook open forms, turn off the preview pane, select a profile, and perform other tasks automatically when the program starts. The following sections describe some of the options you can specify.

Normal Startup

When you install Outlook, Setup places a Microsoft Outlook icon on the desktop. You can start Outlook normally by double-clicking the icon. You also can start Outlook by using the Start menu (choose Start, Programs, Microsoft Outlook).

When Outlook starts normally and without command-line switches, it prompts you for the profile to use (see Figure 1-16) if more than one exists. The profile contains your account settings and configures Outlook for your e-mail servers, directory services, data files, and other Outlook settings.

Click to view graphic
Click to view graphic

Figure 1-16.  Outlook prompts you to choose a profile at startup.

You can use multiple profiles to maintain multiple identities in Outlook. For example, you might use one profile for your work-related items and a second one for your personal items. To use an existing profile, simply choose it from the drop-down list in the Choose Profile dialog box and click OK. Click New to create a new profile (covered in Chapter 2, "Advanced Setup Tasks"). Click Options to expand the Choose Profile dialog box to include the following options (as shown in Figure 1-16):

  • Set As Default Profile. Select this option to specify the selected profile as the default profile, which will appear in the drop-down list by default in subsequent Outlook sessions. For example, if you maintain separate personal and work profiles, and your personal profile always appears in the drop-down list, select your work profile and choose this option to make the work profile the default.
  • Show All Logon Screens. Select this option to have Outlook prompt you for all startup options, including which address book to use; how to display names in the address book; the display name, file name, and password for your local data store; options for individual services such as Exchange Server or the Fax Mail Provider; and personal folders options.

For an in-depth discussion of creating and configuring profiles, see "Understanding User Profiles," page 44. The details of configuring service providers (such as for Exchange Server) are covered in various chapters where appropriate—for example, Chapter 6, "Using Internet Mail," explains how to configure POP3 and IMAP accounts; and Chapter 32, "Configuring the Exchange Server Client," explains how to configure Exchange Server accounts.

Safe Mode Startup

Safe mode is a new startup mode available in Outlook 2002 and the other Microsoft Office XP applications. Safe mode makes it possible for Office applications to automatically recover from specific errors during startup, such as a problem with an add-in or a corrupt registry. Safe mode allows Outlook to detect the problem and either correct it or bypass it by isolating the source.

When Outlook starts automatically in safe mode, you see a dialog box that displays the source of the problem and asks whether you want to continue to open the program, bypassing the problem source, or try to restart the program again. If you direct Outlook to continue starting, the problem items are disabled, and you can view them in the Disabled Items dialog box (see Figure 1-17 on the next page). To open this dialog box, choose Help, About Microsoft Outlook, and click Disabled Items. To enable a disabled item, select the item and click Enable.

Click to view graphic
Click to view graphic

Figure 1-17.  Use the Disabled Items dialog box to review and enable items.

In certain situations, you might want to force Outlook into safe mode when it would otherwise start normally—for example, if you want to prevent add-ins from loading or prevent customized toolbars or command bars from loading. To start Outlook (or any other Office application) in safe mode, hold down the Ctrl key and start the program. Outlook detects the Ctrl key and asks whether you want to start Outlook in safe mode. Click Yes to start in safe mode or No to start normally.

If you start an application in safe mode, you will not be able to perform certain actions in the application. The following is a summary (not all of which apply to Outlook):

  • Templates can’t be saved.
  • The last used Web page is not loaded (FrontPage).
  • Customized toolbars and command bars are not opened. Customizations that you make in safe mode can’t be changed.
  • The AutoCorrect list isn’t loaded, nor can changes you make to AutoCorrect in safe mode be saved.
  • Recovered documents are not opened automatically.
  • No smart tags are loaded, and new smart tags can’t be saved.
  • Command-line options other than /a and /n are ignored.
  • You can’t save files to the Alternate Startup Directory.
  • You can’t save preferences.
  • Additional features and programs (such as add-ins) do not load automatically.

To start Outlook normally, simply shut down the program and start it again without pressing the Ctrl key.

Starting Outlook Automatically

If you’re like most Office users, you work in Outlook a majority of the time. Because Outlook is such an important aspect of your work day, you probably want it to start automatically when you log on to your computer, saving you the trouble of starting it later. Although you have a few options for starting Outlook automatically, the best solution is to place a shortcut to Outlook in your Startup folder.

Follow these steps to start Outlook automatically in Windows 98 and Windows 2000:

  1. Close or minimize all windows on the desktop.
  2. Locate the Microsoft Outlook icon on the desktop, and drag it to the Start button. Don’t release the mouse button.
  3. Hold the pointer over the Start menu until it opens; then, while continuing to hold down the mouse button, open the Programs menu and then the Startup menu.
  4. Place the cursor on the Startup menu and release the mouse button. Windows informs you that you can’t move the item and asks whether you want to create a shortcut. Click Yes.

TIP:   Create a new Outlook shortcut
If you don’t have a Microsoft Outlook icon on the desktop, you can use the Outlook executable to create a shortcut. Open Windows Explorer and browse to the folder \Program Files\Microsoft Office\Office10. Create a shortcut to the executable Outlook.exe. Note that the default syntax for the standard Microsoft Outlook shortcut is "C:\Program Files\Microsoft Office\Office10\Outlook.exe" /recycle. For an explanation of the /recycle switch and other Outlook startup options, see "Startup Switches," page 35.

You can use the following procedure to accomplish the same task in Windows 95 and Windows NT:

  1. Right-click an empty area of the taskbar, and choose Properties.
  2. Click the Advanced tab, and then click Advanced.
  3. In the resulting Windows Explorer window, open the Startup folder.
  4. Using the right mouse button, drag the Microsoft Outlook icon from the desktop to the Startup folder, release it, and choose Create Shortcut(s) Here.
  5. Close the Windows Explorer window and the taskbar dialog box.

TIP   Change Outlook’s shortcut properties:
If you want to change the way Outlook starts from the shortcut in your Startup folder (for example, you might want to add command switches), you need only change the shortcut’s properties. For details, see "Changing the Outlook Shortcut," below.

Adding Outlook to the Quick Launch Bar

The Quick Launch bar appears by default on the taskbar just to the right of the Start menu. Quick Launch, as its name implies, gives you a way to easily and quickly start applications—just click the application’s icon. By default, the Quick Launch bar includes the Show Desktop icon, as well as the Internet Explorer and Outlook Express icons (if Outlook Express is installed). Quick Launch offers easier application launching because you don’t have to navigate the Start menu to start an application.

Adding a shortcut to the Quick Launch bar is easy:

  1. Minimize all windows so that you can see the desktop.
  2. Using the right mouse button, drag the Microsoft Outlook icon to the Quick Launch area of the taskbar and then release it.
  3. Choose Create Shortcut(s) Here.

You can also left-drag the Microsoft Outlook icon to the Quick Launch bar. Windows will inform you that you can’t copy or move the item to that location and will ask whether you want to create a shortcut instead. Click Yes to create the shortcut or No to cancel.

Changing the Outlook Shortcut

Let’s assume that you’ve created a shortcut to Outlook on your Quick Launch bar or in another location so that you can start Outlook quickly. Why change the shortcut? By adding switches to the command that starts Outlook, you can customize the way the application starts and functions for the current session. You can also control Outlook’s startup window state (normal, minimized, maximized) through the shortcut’s properties. For example, you might want Outlook to start automatically when you log on, but you want it to start minimized. In this situation, you would create a shortcut to Outlook in your Startup folder and then modify the shortcut so that Outlook starts minimized.

To change the properties for a shortcut, first locate the shortcut, right-click its icon, and choose Properties. You should see a dialog box similar to the one shown in Figure 1-18.

Click to view graphic
Click to view graphic

Figure 1-18.  A typical Properties dialog box for an Outlook shortcut.

The following list summarizes the options on the Shortcut tab of the Properties dialog box (some of which do not appear in Windows 9x):

  • Target Type. This read-only property specifies the type for the shortcut’s target, which in the example shown in Figure 1-18 is Application.
  • Target Location. This read-only property specifies the directory location of the target executable.
  • Target. This property specifies the command to execute when the shortcut is executed. The default Outlook command is "C:\Program Files\Microsoft Office\Office10\Outlook.exe" /recycle. The path could vary if you have installed Office in a different folder. The path to the executable must be enclosed in quotes, and any additional switches must be added to the right, outside the quotes. See "Startup Switches," page 35, to learn about additional switches you can use to start Outlook.
  • Run In Separate Memory Space. This option is selected by default and can’t be changed for Outlook. All 32-bit applications run in a separate memory space. This provides crash protection for other applications and for the operating system.
  • Run As Different User. Select this option to run Outlook in a different user context, which lets you start Outlook with a different user account from the one you used to log on to the computer. Windows will prompt you for the user name and password when you execute the shortcut.

  • TIP:
    You also can use the RUNAS command from a command console (Windows NT and Windows 2000) to start an application in a different user context. For additional information, see the following section, "Use RUNAS to Change User Context."

  • Start In. This property specifies the startup directory for the application.
  • Shortcut Key. Use this property to assign a shortcut key to the shortcut, which will allow you to start Outlook by pressing the key combination. Simply click in the Shortcut Key box and press the keystroke to assign it to the shortcut.
  • Run. Use this property to specify the startup window state for Outlook. You can choose Normal Window, Minimized, or Maximized.
  • Comment. Use this property to specify an optional comment. The comment appears in the shortcut’s ToolTip when you rest the pointer over the shortcut’s icon. For example, if you use the Run As Different User option, you might include mention of that in the Comment box to help you distinguish this shortcut from another that launches Outlook in the default context.
  • Find Target. Click this button to open the folder containing the Outlook.exe executable file.
  • Change Icon. Click this button to change the icon assigned to the shortcut. By default, the icon comes from the Outlook.exe executable, which contains other icons you can assign to the shortcut. You also can use other ICO, EXE, and DLL files to assign icons. You’ll find several additional icons in Moricons.dll and Shell32.dll, both located either in the Windows folder or in the %systemroot%\System32 folder (Windows NT and Windows 2000).

When you’re satisfied with the shortcut’s properties, click OK to close the dialog box.

Use RUNAS to Change User Context

As explained in the preceding section, you can use the option Run As Different User in a shortcut’s Properties dialog box to run the target application in a different user context from the one you used to log on to the system. This option is applicable on systems running Windows NT and Windows 2000 but not on those running Windows 9x or Windows Me.

You can also use the RUNAS command from a command console in Windows NT and Windows 2000 to run a command—including Outlook—in a different user context. The syntax for RUNAS is

RUNAS [/profile] [/env] [/netonly] /user:<UserName> program

The parameters for RUNAS can be summarized as follows:

  • /profile Use this parameter to indicate the profile for the specified user if that profile needs to be loaded.
  • /env Use the current user environment instead of the one specified by the user’s profile.
  • /netonly Use this parameter if the specified user credentials are for remote access only.
  • /user:<UserName> Use this parameter to specify the user account under which you want the application to be run.
  • Program This parameter specifies the application to execute.

Following is an example of the RUNAS command used to start Outlook in the Administrator context of the domain ADMIN. (Note that the command should be on one line on your screen.):

RUNAS /profile /user:admin\administrator
""C:\Program Files\Microsoft Office
\Office10\Outlook.exe" /recycle"

It might seem like a lot of trouble to type all that at the command prompt, and that’s usually the case. Although you can use RUNAS from the command console to run Outlook in a specific user context, it’s generally more useful to use RUNAS in a batch file to start Outlook in a given, predetermined user context. For example, you might create a batch file containing the sample RUNAS syntax just noted and then create a shortcut to that batch file so that you can execute it easily without having to type the command each time.

Startup Switches

Microsoft Outlook supports a number of command-line switches that modify the way the program starts and functions. Although you can issue the Outlook.exe command with switches from a command prompt, it’s generally more useful to specify switches through a shortcut, particularly if you want to use the same set of switches more than once. Table 1-1 on the next page lists the startup switches you can use to modify the way Outlook starts and functions.

For an explanation of how to modify a shortcut to add command-line switches, see "Changing the Outlook Shortcut," page 32.

Table 1-1. Startup switches and their purposes

/a <filename>Open a message form with the attachment specified by <filename>
/c ipm.activityOpen the journal entry form by itself
/c ipm.appointmentOpen the appointment form by itself
/c ipm.contactOpen the contact form by itself
/c ipm.noteOpen the message form by itself
/c ipm.postOpen the discussion form by itself
/c ipm.stickynoteOpen the note form by itself
/c ipm.taskOpen the task form by itself
/c <class>Create an item using the message class specified by <class>
/CheckClientPerform a check to see whether Outlook is the default application for e-mail, news, and contacts
/CleanFreeBusyRegenerate free/busy schedule data
/CleanRemindersRegenerate reminders
/CleanSchedPlusDelete Schedule+ data from the server and enable free/busy data from the Outlook calendar to be used by Schedule+ users
/CleanViewsRestore the default Outlook views
/FolderHide the Outlook Bar and folder list if displayed in the previous session
/NoPreviewHide the preview pane and remove Preview Pane from the View menu
/ProfilesDisplay the Choose Profile dialog box even if Always Use This Profile is selected in profile options
/Profile <name>Automatically use the profile specified by <name>
/RecycleStart Outlook using an existing Outlook window if one exists
/ResetFoldersRestore missing folders in the default message store
/ResetOutlookBarRebuild the Outlook Bar
/select <folder>Display the folder specified by <folder>

Choosing a Startup View

When you start Outlook, it defaults to using Outlook Today view (see Figure 1-19), but you might prefer to use a different view or folder as the initial view. For example, if you use Outlook primarily as an e-mail client, you’ll probably want Outlook to start in the Inbox. If you use Outlook mainly to manage contacts, you’ll probably want it to start in the Contacts folder.

Click to view graphic
Click to view graphic

Figure 1-19.  Outlook Today is the default view.

To specify the view that should appear when Outlook first starts, follow these steps:

  1. Open Outlook and choose Tools, Options.
  2. Click the Other tab and then click Advanced Options (see Figure 1-20).
  3. Click to view graphic
    Click to view graphic

    Figure 1-20.  Use the Advanced Options dialog box to specify the startup view.

  4. From the Startup In This Folder drop-down list, choose the folder you want Outlook to open at startup.
  5. Click OK and then close the dialog box.

If you switch Outlook to a different default folder and then want to restore Outlook Today as your default view, you can follow the previous steps to restore Outlook Today as the default.

Simply select Outlook Today from the drop-down list or follow these steps with the Outlook Today window open:

  1. Open Outlook and open Outlook Today view.
  2. Click Customize Outlook Today at the top of the Outlook Today window.
  3. On the resulting page, select When Starting Go Directly To Outlook Today and then click Save Changes.

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Last Updated: Saturday, July 7, 2001