Chapter 23. Emailing with Outlook

Compose and Send a Message

You can use Outlook to create and send e-mail messages. When you compose a message, you can designate the e-mail address of the person or persons to whom you are sending it, and type your message text. You can also give the message a subject title to help the recipients know what the message is about.

Compose and Send a Message

You need to log on to your Internet connection in order to send a message. If you compose a message while offline, the message is stored in Outlook's Outbox folder until you send it.

Compose and Send a Message

  • Compose and Send a Message

    Note

    See Chapter 22 to learn how to view components using the Navigation pane.

  • Compose and Send a Message
Compose and Send a Message

Outlook opens an untitled message window.

  • Compose and Send a Message
Compose and Send a Message

If you enter more than one e-mail address, you must separate each address with a semicolon (;)and a space.

  • Compose and Send a Message
  • Compose and Send a Message
Compose and Send a Message
Compose and Send a Message

Note

By default, the message priority level is considered Normal.

Compose and Send a Message
Compose and Send a Message
  • Compose and Send a Message

Outlook sends the e-mail message.

Note

You must be logged on to your Internet account in order to send the message

Note

Where can I find messages that I have previously sent?

You can click the Sent Items folder to view a list of e-mail messages that you have previously sent. The Sent Items folder is one of the main Mail folders in Outlook. To view a message from the Sent Items list, simply double-click the message to open it in a new window.

Compose and Send a Message

How do I carbon copy my message to someone?

You can use the Cc field to copy the message to another recipient besides the main recipient. You can click Cc to open the Address Book and select the person's name. To send a copy of the message without revealing the Cc recipient's name, use the blind carbon copy, or Bcc, feature. Click Cc, click the person's name, and then click Bcc.

Compose and Send a Message

Read an Incoming Message

You need to log on to your Internet connection in order to receive e-mail messages.

Read an Incoming Message

When you open Outlook's Mail feature, you can retrieve and view incoming e-mail messages. You can view a message in a separate message window or in the Reading pane

Read an Incoming Message

  • Read an Incoming Message

Note

See Chapter 22 to learn how to view components using the Navigation pane.

  • Read an Incoming Message
Read an Incoming Message

Note

You must be connected to your Internet account to download messages.

Read an Incoming Message
Read an Incoming Message
  • Read an Incoming Message
Read an Incoming Message

You can now read and respond to the message.

Note

You can also view a message in the Reading pane as soon as you click the message. See the next task to learn how to turn the pane on or off.

Control the Reading Pane

Control the Reading Pane

Outlook features a Reading pane that you can use to view your messages. You canturn the pane on or off, and control its placement. In today's world of spam e-mails, you may prefer to leave the Outlook Reading pane off when working with incoming and outgoing messages. You can also turn off Outlook's Reading pane to prevent viewing of unsolicited e-mails and to free up on-screen workspace to view more of your message lists.

Control the Reading Pane

  • Control the Reading Pane

Note

See Chapter 22 to learn how to view components using the Navigation pane.

  • Control the Reading Pane
  • Control the Reading Pane
  • Control the Reading Pane
Control the Reading Pane

Outlook displays the Reading pane.

Control the Reading Pane

To turn the pane off again, you can simply repeat these steps and select the Off option instead.

Reply to or Forward a Message

You can reply to an e-mail message by sending a return message to the original sender. You can also forward the message to another recipient.

Reply to or Forward a Message

You need to log on to your Internet connection in order to send e-mail messages.

Reply to or Forward a Message

REPLY TO A MESSAGE

  • Reply to or Forward a Message

Note

See the "Read an Incoming Message" task, earlier in this chapter, to learn how to view an e-mail message.

  • Reply to or Forward a Message
Reply to or Forward a Message
Reply to or Forward a Message
  • Reply to or Forward a Message
  • Reply to or Forward a Message
  • Reply to or Forward a Message

Outlook sends the e-mail message

FORWARD A MESSAGE

  • Reply to or Forward a Message

Note

See the "Read an Incoming Message" task, earlier in this chapter, to learn how to view an e-mail message.

  • Reply to or Forward a Message
Reply to or Forward a Message
  • Reply to or Forward a Message
  • Reply to or Forward a Message

Outlook forwards the e-mail message

Note

How do I get rid of the original message in my reply?

By default, Outlook retains the original message when you click the Reply or Reply to All buttons. To turn off the feature, follow these steps:

  • Reply to or Forward a Message
  • Reply to or Forward a Message
  • Reply to or Forward a Message
  • Reply to or Forward a Message
  • Reply to or Forward a Message
Reply to or Forward a Message

Add a Sender to Your Address Book

Add a Sender to Your Address Book

You can add the e-mail address of any message that you receive to your Outlook Address Book. This makes it easy to send e-mails to the person at a later time.

Add a Sender to Your Address Book

  • Add a Sender to Your Address Book

Note

See the "Read an Incoming Message" task, earlier in this chapter, to learn how to view an e-mail message.

  • Add a Sender to Your Address Book
  • Add a Sender to Your Address Book
Add a Sender to Your Address Book
Add a Sender to Your Address Book
Add a Sender to Your Address Book
  • Add a Sender to Your Address Book

Outlook saves the e-mail address.

Note

The next time you want to send a message to the person, you can click To in the message window and choose the name from the Address Book.

Delete a Message

You can remove messages from your Inbox to eliminate clutter and keep your folder manageable. When you delete a message, Outlook moves it to the Deleted Items folder. You can remove all of the deleted Outlook items at your leisure.

Delete a Message

To maximize your computer's storage capacity, remember to purge the Deleted Items folder regularly.

Delete a Message

  • Delete a Message

Note

See Chapter 22 to learn how to view components using the Navigation pane.

Delete a Message
  • Delete a Message
  • Delete a Message
Delete a Message

Outlook deletes the message from the Inbox and adds it to the Deleted Items folder.

Delete a Message
Delete a Message

Attach a File to a Message

You can send files stored on your computer to other e-mail recipients. For example, you might send an Excel file to a work colleague, or send a digital photo of your child'sbirthday to a relative

Attach a File to a Message

Attach a File to a Message

  • Attach a File to a Message

Note

See the "Compose and Send a Message" task, earlier in this chapter, to learn how to create an e-mail message.

  • Attach a File to a Message
Attach a File to a Message

The Insert File dialog box appears

  • Attach a File to a Message
  • Attach a File to a Message
  • Attach a File to a Message
Attach a File to a Message
  • Attach a File to a Message
Attach a File to a Message
  • Attach a File to a Message

Outlook sends the e-mail message and attachment.

Note

Some Internet providers and e-mail systems are not set up to handle large file attachments. Check with the recipient to see if his system can receive the attachment size that you want to send.

Note

How do I open an attachment that someone sends me?

You can double-click the attachment filename to open the item. When you do, a prompt box appears, warning you about opening attachments and presenting options to open or save the file. If you click Open, the associated program opens and displays the file. Never open a file unless you trust the person who sent it. If you click Save, you can save the attachment to a folder or drive on your computer.

Attach a File to a Message

Why does Outlook block some file attachments?

Some attachments, such as those ending with the extensions .bat, .exe, .vbs, and .js, are associated with viruses, and Outlook automatically blocks the files. Always use a good virus protection program, such as McAfee, Norton Antivirus, or another reputable program, to help keep your computer safe from unwanted viruses.

Attach a File to a Message

Clean Up the Mailbox

Clean Up the Mailbox

You can use the Mailbox Cleanup feature to tidy up your Outlook mailbox, delete old e-mail messages, archive messages, and more.

Clean Up the Mailbox

  • Clean Up the Mailbox
  • Clean Up the Mailbox

The Mailbox Cleanup dialog box appears.

  • Clean Up the Mailbox
Clean Up the Mailbox
Clean Up the Mailbox
  • Clean Up the Mailbox
Clean Up the Mailbox
Clean Up the Mailbox
  • Clean Up the Mailbox
  • Clean Up the Mailbox
Clean Up the Mailbox
Clean Up the Mailbox
  • Clean Up the Mailbox
  • Clean Up the Mailbox

Note

How do I archive old messages instead of deleting them?

To archive old e-mails, click the AutoArchive button in the Mailbox Cleanup dialog box. The AutoArchive feature helps you to store Outlook items that you do not use frequently, yet still want to keep. By default, AutoArchive is turned on, archiving older items and placing them in an Archive.pst file.

Clean Up the Mailbox

How do I check on my overall mailbox size?

To view the size of your entire mailbox folder in Outlook, click the View Mailbox Size button in the Mailbox Cleanup dialog box. The Folder Size dialog box appears, detailing the total file size of each of the main Outlook folders. Viewing the folder sizes can help you to determine which folders to archive or delete items from.

Clean Up the Mailbox

After you locate and delete old or space-consuming e-mail messages, you can delete them permanently from Outlook by emptying the Deleted Files folder.

Clean Up the Mailbox
Clean Up the Mailbox
  • Clean Up the Mailbox

Outlook deletes the items from the Inbox and moves them to the Deleted Items folder.

  • Clean Up the Mailbox
Clean Up the Mailbox
  • Clean Up the Mailbox
  • Clean Up the Mailbox
Clean Up the Mailbox

A prompt box appears, warning you about the deletions.

  • Clean Up the Mailbox

Outlook permanently deletes the items.

Note

Can I tell Outlook to automatically empty the Deleted Items folder for me?

Yes. Among the General preferences, you can set up Outlook to empty the folder whenever you exit the program. Follow these steps:

  • Clean Up the Mailbox
  • Clean Up the Mailbox
  • Clean Up the Mailbox
  • Clean Up the Mailbox
  • Clean Up the Mailbox
Clean Up the Mailbox

Screen Junk E-mail

Screen Junk E-mail

Junk e-mail, also called spam, is overabundant on the Internet and often finds its way onto your computer. You can safeguard against wasting time viewing unsolicited messages by setting up Outlook's Junk E-mail feature. You can target e-mail from specific Web domains and make sure that it is deposited into the Outlook Junk E-mail folder

Screen Junk E-mail

VIEW JUNK E-MAIL OPTIONS

  • Screen Junk E-mail
  • Screen Junk E-mail
  • Screen Junk E-mail

The Junk E-mail Options dialog box appears.

You can use the various tabs to view junk e-mail settings, blocked domains, and safe senders.

Screen Junk E-mail
Screen Junk E-mail
  • Screen Junk E-mail
Screen Junk E-mail

DESIGNATE A MESSAGE AS JUNK

  • Screen Junk E-mail
  • Screen Junk E-mail
  • Screen Junk E-mail
Screen Junk E-mail
Screen Junk E-mail
  • Screen Junk E-mail
Screen Junk E-mail

Note

How can I restore a junk e-mail to my safe list?

If you accidentally send a message to the Junk E-mail folder, you can correct the action and remove it from the filter. First, click the Junk E-mail folder. Rightclick the message that you want to restore. From the menu that appears, click Junk E-mail and then click Mark as Not Junk Outlook restores the message and removes it from the filter list.

Screen Junk E-mail

Does Outlook empty the Junk E-mail folder?

No. To empty the folder, right-click over the Junk E-mail folder name in the Navigation pane and click Empty "Junk E-mail" Folder. Outlook moves all of the items to the Deleted Items folder. You can permanently remove the items by emptying the Deleted Items folder. Right-click the Deleted Items folder name in the Navigation pane and click Empty "Deleted Items" Folder. See the "Clean Up the Mailbox" task, earlier in this chapter, to learn more about the Deleted Items folder.

Screen Junk E-mail

Create a Message Rule

You can use rules to help control messages that meet a specific set of conditions, such as placing messages from a certain sender or domain directly into a folder of your choosing as soon as the message arrives in the Inbox. Rules are also useful in filtering out unwanted spam messages.

Create a Message Rule

Create a Message Rule

  • Create a Message Rule
  • Create a Message Rule
Create a Message Rule
  • Create a Message Rule
  • Create a Message Rule
  • Create a Message Rule
Create a Message Rule
Create a Message Rule
  • Create a Message Rule
  • Create a Message Rule
Create a Message Rule
Create a Message Rule
  • Create a Message Rule
  • Create a Message Rule

The next time you receive a message matching the criteria that you specified, Outlook places the message directly into the folder that you selected.

Note

How can I add criteria to a message rule?

Click Advanced Options in the Create Rule dialog box to display the Rules Wizard and view additional options that you can set concerning the message. The Rules Wizard includes several sets of criteria that you can specify, such as exceptions to the rule, actions, and even a dialog box for naming the rule. Click the Next and Back buttons to view all of the available criteria that you can specify.

Create a Message Rule

How do I remove a rule that I no longer want?

To delete a rule from Outlook's list, click the Tools menu and then click Rules and Alerts to open the Rules and Alerts dialog box. Click the rule that you want to delete and click Delete. If you have more than one e-mail account, you must first select the correct Inbox for the account that contains the rule.

Create a Message Rule
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