Editorial Review
Outlook 2000^® is a fairly easy-to-learn contact management software package. Some users report that the To-do List feature is terrific since it is easy to sort, categorize tasks and remove completed tasks. Task reminders employ sounds and visual cues that alert users to complete tasks at certain times.

In this version, it's also possible to import information from Outlook into Microsoft Word, including Word's Mail Merge function, so no time is wasted copying or retyping names and addresses. This is more efficient than the older versions of Outlook. In fact, the new version has streamlined many of the features that weren't easy to execute in older versions.

The Journal feature stores notes, retrieves the notes by date and leaves almost unlimited space to enter information. It is simple to use, but the retrieval method is somewhat limited.

Outlook 2000 is a great tool for a new user of contact management software. Its user interface is friendly and offers help via the Microsoft Wizard feature along the way. The strongest features of the new version are its ability to merge names and addresses easily into Mail Merge, and the new Today feature that allows users one-click access to most Outlook tools.

There are definitely some limitations to this program however, that other contact management systems solve better. The contact record itself is contained in a series of screens and views, not allowing a user to see the most important information in a glance. This functionality is cumbersome. Outlook is just not as sleek and efficient as it could be.

Business users will be limited by Outlook's lack of sales management features, a must for anyone maintaining relationships with clients or customers. Other contact management systems offer customer relations management (CRM) tools. A few programs offer sales training and productivity tools as well.

Outlook 2000 may be appropriate for a small insurance company or office with one or two agents as a beginning contact management system. Within a year or two though, the office will probably be ready to move to a more sophisticated system.

Features

Product Background

• Why was this product developed?
  Microsoft provided a very basic meeting planner and address book program with Windows 3.1. As more businesses and individuals became familiar with computers and began using them on a regular basis, their contact management needs became more sophisticated. Microsoft answered this need by developing Outlook and bundling it with Microsoft Office.

• When was it developed?
  When Windows 95 and Microsoft Office were introduced to the public, Outlook was part of the Office package. 

• Who are its most common users?
  Anyone with Microsoft Office 2000 is a potential user of Outlook, since it's part of the Office package. It is also appropriate for anyone who needs to: track information about people they come in contact with; send e-mail; keep a calendar and to-do list; set up meetings; or a variety of other tasks -- professionals, homemakers and students would all find its features useful.

• What similar products are offered in the same market?
  The closest competitors are Lotus Development's Lotus Organizer and Claris' Mac-compatible Claris Organizer. Symantec's ACT! 2000, Multiactive Software Inc.'s Maximizer, and Goldmine Software Corp.'s Goldmine are other competing software programs that offer more specific sales tools and reports as well as other contact management features.

• How often does it upgrade?
  This product was upgraded significantly with the release of Microsoft Office 97.  It was upgraded again in 1998. In 1999, when the 2000 version came out, it was improved again. It seems to be an almost annual event! 

• What improvements were made during the most recent upgrade?
  Outlook is now equipped with standard Office 2000 productivity features such as personalized menus and toolbars.

The current version's nifty Outlook Today view gives a user access to all the Outlook tools when the program first opens. This makes it easy to glance quickly at messages, e-mails, to-do lists, and the calendar and determine what needs to be accomplished that day. Users can link e-mail, appointments, tasks and documents to specific contacts and review or track them.

The Find and Organize tools have a search feature, letting a user locate e-mail, appointments or tasks from any open screen in Outlook.

Users can create custom shortcuts to access the information they want quickly and easily. In the current version, users can group contacts from the same or different folders or the Microsoft Exchange Server Global Address List into distribution lists. A feature called AutoMerge Contact Information alerts a user if a new contact entry duplicates an existing contact in the database.

The Mail Merge feature allows users to choose contacts, paste them into Microsoft Mail Merge, and create a merged document from Outlook fields.

Outlook 2000 also incudes several Internet-enabled features such as sharing calendars; multiple POP3 (POP3 is the latest version of Post Office Protocol. The protocal is used to retrieve e-mail from a mail server.); IMAP4 e-mail accounts (IMAP4, or Internet Message Access Protocol version 4, is a newer protocol than POP.); opening Web pages; and using Windows Media Player.

• Does the program have any bugs?
  A much-publicized problem with the product is a security issue that can be fixed with a patch released by Microsoft in July 2000. There is a way that hackers can infect computer systems through Outlook's e-mail system. The patch is free and available for download from Microsoft.

Technical Requirements

• Pentium PC of 75 MHz or higher processor
• Microsoft Windows 95, 98 or NT 
• Minimum of 24 to 32 MB RAM, depending on Windows version
• 178 MB hard disk space 
• CD-ROM drive
• VGA or higher resolution monitor. Super VGA recommended.

Recommended to Operate Certain Features

• Windows-compatible modem
• Printer supported by Windows

Supported Software

• Internet Explorer 
• Microsoft Word 
• Microsoft Outlook 
• Can import from Ecco Pro 4.0, Lotus Organizer, and
  Act! versions 3, 4 and 2000.

Supported Networks

• Microsoft Networks
• Novell NetWare

Purchase Information

• Retail price
  $109.95

• Online purchase available?
  Yes

• Internet download available?
  No

• Additional add-on products available?
  None that are widely distributed.

Contact Information
Microsoft Inc.
One Microsoft Way
Redmond, WA 98052-6399
Phone: 425.882.8080