Sending E-Mail Messages

To check addresses

  • If a message recipient’s address is in your address book, type the person’s name and either wait for Outlook to validate the name or press to immediately validate it.

To have Outlook search additional address books

  1. On the Tools menu, click Address Book. Then in the Address Book window, on the Tools menu, click Options.

  2. In the Addressing dialog box, click Add.

  3. In the Add Address List dialog box, click the address list you want to add, click Add, and then click Close.

  4. In the Addressing dialog box, click OK, and then in the Address Book window, click the Close button.

To send a courtesy copy of a message

  • In the message window, enter an e-mail address in the Cc or Bcc box.

To display the Bcc field in an outgoing message

  • In the message window, on the Options tab, in the Fields group, click the Show Bcc button.

To compose and send a new e-mail message

  1. On the Standard toolbar, click the New Mail Message button.

  2. In the To box of the message window, type an e-mail address.

  3. In the Subject box, enter the main idea of your message.

  4. In the message content area, type the body of the message.

  5. When you finish, click Send.

To recall a message

  1. In the Sent Items folder, open the message you want to recall.

  2. On the Message tab, in the Actions group, click the Other Actions button, and then click Recall This Message.

  3. Select the option to delete unread copies of the message or to replace them with a new message, and then click OK.

To attach a file to an e-mail message

  1. Display the message window.

  2. On the Message tab, in the Include group, click the Attach File button (not the arrow under the button).

  3. Browse to the file you want to attach, click it, and then click Insert.

To send a business card

  1. Display the message window.

  2. On the Message tab, in the Include group, click the Insert Business Card button, and then in the list, click Other Business Cards.

  3. In the Insert Business Card dialog box, select the card or cards you want to send, and then click OK.

To create a SmartArt diagram within an e-mail message

  1. Click to place the insertion point in the message content area.

  2. On the Insert tab, in the Illustrations group, click the SmartArt button.

  3. In the SmartArt gallery, click the diagram you want to create, and then click OK.

To format the text of an e-mail message

  • In the message content area, select the text you want to format. Then do one of the following:

    • Click formatting buttons on the Mini toolbar.

    • Click formatting buttons in the Basic Text group on the Message tab.

To apply a different theme to an outgoing e-mail message

  1. In the message window, on the Options tab, in the Themes group, click the Themes button.

  2. In the Themes gallery, click the theme you want.

To create a signature and insert it in all the new messages

  1. On the Tools menu, click Options. On the Mail Format tab of the Options dialog box, click Signatures.

  2. On the E-mail Signature tab of the Signatures and Stationery dialog box, click New.

  3. In the New Signature dialog box, type a name for the signature, and then click OK.

  4. In the signature content area, type a salutation, such as Regards, and a comma. Press the key once or twice, and then type your name.

  5. Add any other information you want to include, such as a telephone number, legal disclaimer, or link to your organization’s Web site, and format the text and paragraphs the way you want them to appear in messages.

  6. In the Choose default signature area of the Signatures and Stationery dialog box, in the New messages list, click the name you gave your signature. Then click OK twice.

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