Microsoft Office Reference Guide

Mar 26, 2004

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One of the most frustrating things that happens to me is that I get asked all the time about something relating to email by a novice. Then it turns out that the user has a web mail account of some kind that does not integrate with what I consider “normal” email, namely a POP account set up and run from Outlook.

This renders all of my “normal” solutions to the user’s problem moot — because they all depend on which web mail service is being used and its feature set. For example, including an attachment (common issue) is different on Yahoo, Google or Hotmail.

To my mind, Outlook is the logical place to run email, particularly if you are a major user of MS Office, because it integrates so well with the rest of the Office suite. In addition, the presence of my calendar and contacts, not to mention tasks in the same program makes Outlook like my personal secretary.

I’ve also gotten used to Outlook as my pal; for example I use a program called Anagram to quickly import contacts and calendar items into Outlook with a hot key.

But up until now getting it to work with web mail applications has not been easy. Generally it’s still easier to access web mail through the browser, where you can also have a calendar and contacts, but then you need to synchronize them with Outlook to keep things up to date.

That’s why I decided to take a shot at the beta version of the new MS Outlook Connector, which promises to integrate my Hotmail web and Microsoft Office Live Mail accounts with my desktop Outlook application.

In the past I’ve been critical of the new Office Live because of its lack of integration with the “real” Office. The Outlook Connector actually works with Hotmail which part of Windows Live (not to be confused with Office Live, which has its own email also connected using the Outlook Connector) but promises to potentially herald the type of integration that the web and desktop versions of Office may have in the future.

(I’m anticipating another look at the new Office Live beta in the near future to get a sense of whether real integration is already present or just on the horizon).

In any case, I decided to give the Outlook Connector for Hotmail a try. After downloading and installing the beta, and opening Outlook, as you might expect, I was prompted to add the Hotmail account to Outlook.

Figure 1

The obvious next step, after reopening Outlook, is to add the particulars of your Hotmail (Windows Live) account.

Figure 2

With the connection properly set up, Outlook can send and receive email through your old account as well as Hotmail.

Figure 3

Notice that Outlook Connector is also available as a new menu item directly within Outlook, allowing you to set options for Hotmail and to access Hotmail through the browser from directly in Outlook.

Figure 4

That’s one way of working with the online email account—by using the Outlook Connector you can set Hotmail options and see email that’s in your Inbox.

Figure 5

But that’s really not what I was after; instead, if you take a look at the Personal Folders in the left panel, you will now find a set of mail folders for your Hotmail account, and you can access and process your email there from within Outlook.

Figure 6

If you switch to the Calendar view, you will also find that your Hotmail Calendar is set up along with your regular Outlook calendar, and you can view them side by side.

I’ve covered multiple calendars in a previous update.

Figure 7

By clicking on Sharing in the Office Connector menu in Outlook, you get the option to set up the beta Calendar sharing capability between Hotmail Calendar and Outlook.

Figure 8

You can also decide whether to keep your online Calendar private or share it with others. If you forego setting up the beta Calendar synchronization capability, you can still send appointments from your Outlook calendar to Hotmail’s online calendar via email.

Are contacts synchronized to coordinated yet? There is an import option for uploading a current set of contacts as a CSV text file and also, under Contacts in Outlook, there is a direct connection to your Contacts on Hotmail through your email address.

Figure 9

So it looks like there is hope for integrating Outlook and the web — but so far it’s in Windows Live and also for email in Office Live, although all of the buzz out of the last Product Development Conference was that the next version of Office will feature full web integration.

But for now, you can finally use a web mail app directly within Outlook, by downloading the Outlook Connector and working with Hotmail on Windows Live and Microsoft Office Live Mail accounts.

InformIT Articles and Sample Chapters

Checking Out Office Live

A Tale of Two Tech Supports — OfficeLive and Zoho

Books and eBooks

Using Office Live (Digital Shortcut)

Getting Email from a Hotmail Account (Safari snippet from Taming the Information Tsunami)

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