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How do I... Receive podcasts from RSS feeds using Outlook 2007?

For IT professionals, acquiring new technical information is the life blood that keeps them ahead of the next crisis. One of the more efficient ways of receiving that new information is through podcasts delivered via RSS feed directly to your Outlook 2007 inbox. Mark Kaelin walks you through the setup process.

For most IT professionals, there is no such thing as too much technical knowledge; to keep ahead in information technology one has to continually train, learn, and grow. The podcast can be an efficient delivery method for such technical information, especially if that information arrives in your Outlook 2007 inbox.

This blog post is also available in PDF form as a TechRepublic download.

Set up

One of Outlook 2007's better features and one that separates it from previous Outlook versions, is the built-in RSS feed aggregator. While many very good third-party RSS readers exist, receiving the feeds in Outlook eliminates the need to run and maintain a separate application. Setting up Outlook to receive RSS feeds is a little convoluted, so follow closely.

The RSS Folder is part of the default install of Outlook 2007. If you right-click on that folder you will get the helpful information shown in Figure A.

Figure A

So that's what an RSS feed is
If you are interested in one of the Microsoft text feeds, you just need to click the link on this page and it will give you the option to subscribe to the RSS feed (Figure B).

Figure B

Outlook RSS feed

While you might enjoy the Microsoft product information feeds, it is very likely that you will want a little variety. Adding other feeds to Outlook 2007 requires that you enter a specific URL. These URLs differ depending on what RSS software a particular feed uses, but in general, the URL references XML for the specific feed. To find podcast URLs, it is best to go to the original source -- iTunes.

The concept of the podcast is really a product of the ITunes/iPod era, and just about every podcast worth the time of day can be found there. Two nice things about iTunes: You don't have to register with iTunes to see its extensive podcast directory and most of the podcasts are free (Figure C).

Figure C

Podcasts galore

Of course, once you find a podcast in the iTunes directory, your official option is to subscribe to the feed within the iTunes client. While that will work, we want our feeds to arrive in Outlook 2007. To make that a reality, we have to find the RSS feed URL.

For example, let's say we want to subscribe to ZDNet: ThreatCast (Figure D).

Figure D

ZDNet: ThreatCast on iTunes

From iTunes we would click on the Website link to reach ZDNet and find the RSS Feed URL for podcasts. Ideally, the link in iTunes will lead you to the page where that link can be found, but sometimes you have to do a little searching. On ZDNet the actual podcast links are located under the Podcast tab.

The subscription link page is going to be slightly different depending on the site you are visiting, but in general you are looking for the universal RSS feed icon (Figure E).

Figure E

Look for the appropriate icon

(NOTE: CNET uses Feedburner for its RSS feeds, which is not something Outlook is designed to handle. Outlook is looking for XML.)

Clicking the View Feed XML on the ZDNet Web page changes the URL so that it has an XML extension. The URL of this page is what we are looking for:

http://feeds.feedburner.com/zdnet/threatcast?format=xml
Copy that link to the Windows clipboard and return to Outlook 2007. Right-click the RSS Feeds folder and navigate to the Add a New RSS Feed... menu item to reach the screen shown in Figure F.

Figure F

Add a feed
Just paste in the URL link and click Add. Office 2007 will ask for confirmation and give you the opportunity to make Advanced changes (Figure G).

Figure G

Advanced changes

You'll notice that one of the advanced features is to Automatically download enclosures for this feed. Some podcast files can be large and it is probably not a good idea to check this box, especially if you are in a corporate environment -- your Exchange Server Administrator is sure to notice numerous megabyte-plus downloads and might frown upon the increased activity.

Leaving that box unchecked will restrict the RSS Feed to just the description and a link to the podcast file. To add the RSS feed click OK and then Yes.

Depending on the feed, Outlook will load a list of podcast descriptions in the RSS Feeds folder that appear much like an e-mail. To listen to a particular podcast, click the Enclosure link within the description body. (Figure H). The podcast you play in your MP3 media player of choice.

Depending on the sophistication of the podcast, the RSS Feed will often contain show notes and links that enhance the audio portion of the feed.

Figure H

Play the enclosure to listen to the podcast

Finding feeds

Once you have the process down for getting RSS Feeds into Outlook 2007, the next hurdle is where to find feeds. Obviously, iTunes has thousands, but the search in iTunes can be a little scattershot. A simple search on Google reveals numerous resources for finding podcasts, and Podcast Alley is a good place to go for podcasts focused on specific subjects.

Remember, the key to finding RSS feeds for Outlook 2007 is to look for the XML icon.

Other Web sites where you can get RSS feeds and other podcast receivers if you want them include:

Podcasts on TechRepublic

Podcasts, both audio and video, are playing an increasingly important role in how we deliver content to our community. The TechRepublic Out Loud podcast is currently available and we will be adding more throughout the year, so stay tuned and let us know what you think.

About

Mark Kaelin is a CBS Interactive Senior Editor for TechRepublic. He is the host for the Microsoft Windows and Office blog, the Google in the Enterprise blog, the Five Apps blog and the Big Data Analytics blog.

10 comments
dors
dors

This is fantastic, thank you!

FF_Matt
FF_Matt

But is there a way to require authentication in a podcast? I only want corporate users to be able to receive them after authentication.

dgudek
dgudek

Is anyone else flabbergasted as to why they didn't make vista backwards compatible for their OWN software? Why doesn't Office 2003 run on Vista? I know they did it intentionally so they could gouge small/mid businesses out of thousands and force them to upgrade when they (if they) make the move to vista. But its ridiculous. It's their OWN software!

KB3JA
KB3JA

Cool idea. Wish I could make it work. Have several 'casts in the list, but they stay dormant. Used to work, but that was then, this is now... The question is How do I force Outlook to Go See What's New in podcast-land? It ain't doin' it now. Ken

ssanders
ssanders

Thanks for the info, I will check it out. ever heard of this band umphrey's mcgee? They are awesome. You can get tons of their stuff free, all legal. If you have iTunes on your pc, go to umphreys.com and click subscribe via itunes. Or you can set up an rss feed in outlook 07 - the url is http://www.umphreys.com/music/rss.xml they are the best "jam band" ever.

CharlieSpencer
CharlieSpencer

We'll start testing O 07 this year. Maybe this feature will allow me to finally get a grip on RSS.

Mark W. Kaelin
Mark W. Kaelin

In Outlook 2007, if you look under the File menu you'll see an itme Data Management. From there you can click the RSS Feeds tab to see your RSS Feed settings. Perhaps they have changed the feed URL on you. Are the feeds checked to update when the publisher updates? Anyone else have any ideas, please share?

david.leigh
david.leigh

If you don't use Outlook 2007 but still appreciate dealing with news feeds in your email client, you can add any RSS feed (and other formats as well...Atom, etc.) by going to http://www.rssfwd.com and giving them the feed URL and what email address you want it sent to and it will send you the RSS feed as an email. I really appreciate everything being in my email client...and I'm not upgrading to Outlook 2007 anytime soon.

KB3JA
KB3JA

I did have a unassociated address book problem which I cured by generating a new Outlook account, but either I forgot to accommodate the feeds or something else went wacky when I was putting things back together. Had no feeds at all listed in file management tab although directory structure in inbox was intact. All better now after deleting old rss posts and re-subscribing.