I recently received a Microsoft Word file from a company that distributes monthly reports. I duly posted screenshots of some of their charts. Whoa, the company’s PR contact emailed, those are the wrong captions. For some reason, she saw newer captions on her Mac, but I saw her old ones on my PC.

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Where is Outlook for Mac 2011 data stored? I need to find where the Outlook data is stored in order to restore it with Time Machine. I went to the MUD folder and found Outlook Identities 2011, but the only items in it are 2008 Identities from when I was using Entourage.
By Geetesh Bajaj, James Gordon. You can write e-mail messages in Outlook 2011 for Mac in several different ways. Perhaps the easiest way to start a new Outlook mail message is to click the E-Mail button on the Home tab of the Outlook Ribbon or by pressing Command-N. Outlook displays an empty message-body area.

That will happen a lot less often, Microsoft says, with the upcoming Office for Mac 2001. Microsoft’s Macintosh Business Unit issued an announcement on Thursday timed to the first really crazy day of Macworld Expo here in San Francisco.

Outlook for Mac 2011 changes some items to make Outlook more OS X like. The biggest change is the Preferences pane. In Entourage, the preferences pane was just a section of items and the options would be available on the right. Outlook shows a ‘System Preference’ like setup.

“The suite has new connections to Microsoft services,” a prepared Microsoft statement says, “so you can work together more effectively, an updated user interface making tasks easier, and essential compatibility to ensure your documents look the way you made them when shared.”

But the best news is Office 2011 will dump the little-used Entourage email client in favor of a Mac version of Outlook. Finally! “The communications app will be built in Cocoa for the latest Snow Leopard integrations and appearance,” PC Magazine reports, adding that Outlook for Mac will work with the same .PST file format used by the Windows version to store messages and other items.

If you don’t hate Microsoft with all the bile in your heart, this is great news. Especially if you’re a freelance writer like me who schedules meetings and trades mail with nearly a hundred Outlook-using PR people and entrepreneurs all day, every day.

The press release dubs Office for Mac 2011 “the quintessential teammate.” I’m snobby enough to guess that whoever wrote that doesn’t know the etymology of the word “quintessential,” which comes from the age of alchemy. Is Microsoft Office the mythological perfect fifth element? I don’t think that’s what they meant.

The essential teammate would be more accurate. Despite Google Docs, Zoho and many other Microsoft competitors, nothing makes my editors at national print publications happier than when I fire up Word to write an article for them. Word, Excel and PowerPoint are the most widely understood and supported file formats among many knowledge workers. And Office calendar events for meetings are how most of my business contacts schedule and manage meetings at their own offices.

Gmail handles Outlook events automatically, sticking them into my Google calendar, but I’d be much happier running my email and calendar in a combined desktop app on my 24-inch iMac, rather than wrangling them inside Google Chrome browser tabs. Desktop apps run faster, there are no little waits for the network when saving changes, and I can keep my email and scheduling separate from all the browser windows and tabs I pop open while researching and writing assignments.

To recap, Office for Mac 2011 has three other enhancements over the current 2008 edition.

It has, Microsoft promises, fewer incompatibilities with the Windows and Web-based versions of Office applications.
It has improved collaboration tools, so geographically separated coworkers can review and edit the same version of the same document rather than emailing attachments to one another — a proven formula for fail.
It incorporates the Ribbon, the totally different, non-menu-driven user interface introduced with Office 2007 for Windows. At the time, I dubbed it “the most annoying computer upgrade since Windows 95.” Since then, I’ve learned how to use the ribbon efficiently. Usually.

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I’ve asked Microsoft for a review copy. I’m going to stick my neck out and try filing a few articles for The New York Times, The Wall Street Journal, and Wired magazine using Office for Mac 2011. I’m going to try running my day in Outlook instead of Google Docs. If my editors don’t reply with a snippy “couldn’t open this,” if my BlackBerry’s Documents to Go client can pop open my Office 2011 essays and spreadsheets, and if Outlook for Mac is as good as the PC version, I’ll finally be happy to see the Ribbon on my iMac.

The audio problem: Learn how new cloud-based API solutions are solving imperfect, frustrating audio in video conferences. Access here

The Home tab of the Ribbon in Outlook 2011 for Mac is where you spend most of your time when working with e-mail. It has most of the commands you need. The buttons on the Ribbon’s Home tab, in Office 2011 for Mac, do the following:

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E-Mail: Opens a new mail message dialog.
New: Displays a pop-up menu from which you can choose to make a new e-mail message, meeting, appointment, contact, contact group, task, or note.
Delete: Deletes the select message.
Reply: When a message is selected, displays a mail message pre-addressed to the sender of the selected message, with the body of the original message included and indented.
Reply All: Same as Reply, but all recipients in the To and CC fields in the original message are replied to.
Forward: Opens a mail message with the contents of the selected message.
Meeting: Opens a dialog that lets you schedule a meeting, complete with the ability to add a customized meeting invitation to send to invitees, and the ability to use the Scheduling Assistant to help you check for available times in your calendar.
Attachment: Opens a new mail message with the contents of the selected message attached so that you can send it as-is to recipients you specify.
Move: Select one or more messages in the list and then click this button to display a browser that lets you choose a folder in your folder list.
Rules: Displays a pop-up menu that lets you apply existing rules or display the Rules dialog discussed later in this chapter.
Junk: Select one or more messages in the message list and then click this to display a menu with the following options:
- Mark as Junk:Changes the category of selected messages to Junk.
- Block Sender: Adds the sender’s e-mail address to the list of blocked senders in Tools→Junk E-Mail Protection→Blocked Senders.
- Mark as Not Junk:Only displays if three or more messages are selected, or if you change the state of a selected message previously classified as junk to not junk.
Unread: Changes the state of a read message to unread. The button may change to Read so you can change the state of a message from unread to read.
Categorize: Using the pop-up menu, you can apply a category to selected messages, display a dialog to add or edit categories, and clear categories from selected messages.
Follow-Up: Click the triangle next to the flag to display a pop-up menu that lets you set a reminder for the selected item.
Filters: Click the triangle on the right of this button to display a pop-up menu from which you can choose a variety of filters or clear all filters.
Find a Contact: Type a contact’s name and then press Return or Enter to display the results of your contact search in the Contacts Search.
Contacts Search: Displays the Contacts Search dialog.
Send/Receive: Click this button to tell Outlook to check with the mail server and update the message list and send messages that are queued in the Outbox.