Create Outgoing Mail

 

Address Mail

		New Standard Toolbar		Actions ► New Mail Message		Ctrl + Shift + M		Ctrl + N

When you create a new mail message, you have several options for addressing it. You can:

• Type the complete e-mail address in the To or Cc text box.

• Type all or part of the name of a person who is in your Contacts list or in an address book such as the Microsoft Exchange Server Global Address List.

  • As you type, Outlook searches the address book and auto-completes the entry.

  • If it finds more than one possible entry based on the text entered, it places a wavy underline beneath the text. Right-click to select the correct entry.

• Select the name from the AutoComplete list that appears. AutoComplete entries appear for e-mail addresses you have used previously.

  • You can select an entry from the list or continue typing to enter a new address.

  • To remove an erroneous entry from the list , select it and press Delete.

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Click the To or Cc button to open the Select Names dialog box. Then, follow these steps:

1. If you are on a Microsoft Exchange Server, the Global Address List appears first in the “Show Names from the” drop-down list. Click the down-arrow to select the address list that contains the name(s) you want.

   • Tip:To change which address list appears first, click the Address Book button in the Standard Outlook toolbar. Click Tools ► Options and select a different address list from the Show This Address List First drop-down list.

     

2. Start typing the name in the Type Name text box or Select From List text box. (Alternatively, scroll to select the name from the list.)

3. Double-click or select the name, then click the To, Cc, or Bcc buttons.

4. Repeat the process to select additional names. Click OK when finished.

Tip:When sending a message that doesn’t require a reply, put all the names in the Cc box. To protect your recipients’ privacy, put all the names in the Bcc box. However, some e-mail servers reject e-mails that do not have a name in the To box, so when using Cc or Bcc exclusively, put your own name in the To box.

Create a Distribution List

If you frequently send e-mails to the same list of people, you can create a distribution list so you don’t have to select the names individually each time. To create a distribution list:

1. Click the drop-down arrow on the New button on the Standard Toolbar and select Distribution List. (Or, click the To button on an open e-mail message, click Advanced ► New, and select New Distribution List.)

   

2. Enter a name from the Distribution list.

3. Click the Select Members button to select members from available address lists. Double-click to add them to the list.

4. Click OK when you’ve finished adding members, then click the Save and Close button to save the list.

The distribution list appears in the Contacts folder under the name of the group. Double-click the group to review or edit its membership. To use the distribution list in an e-mail message, type the name of the group in the To, Cc, or Bcc boxes, or select it in the Select Names dialog box.

 

Set Other Outgoing E-Mail Options

Create a Signature

To create a Signature that appears on every outgoing message, click Tools ► Options and then, on the Message Format tab, click Signatures. You can create different signatures for each e-mail account, for new messages, and for replies and forwards. Follow these steps to create a signature:

1. Click the New button on the Create Signature dialog box.

2. Enter a name for the new signature.

3. Select Start with a Blank Signature. Click Next.

4. Enter the text that you want to appear in the signature.

   1. To select a specific font, select the signature text and click the Font button to pull up a list of fonts.

   2. To change alignment or add bullets, click the Paragraph button.

   3. To insert a Graphic, such as a logo or a scanned signature, click the Advanced Edit button to launch the application that has been designated to edit specific file types (generally Word or FrontPage). Once you have created the graphic, save the document and close the application to return to the Create Signature dialog box in Outlook.

5. To attach a vCard to your signature, go to the Attach This Business Card (vCard) To This Signature drop-down list, then select the vCard. Or, to create a new vCard based on your contact entry, click the New vCard From Contact button.

   • Note: A vCard is an Internet format for sharing contact information among users of different contact management software.

6. Click OK twice to save the signature and return to the Message Format tab of the Options dialog box. (Or, to create additional signatures, click OK only once.)

7. To assign a signature to an e-mail account, select the e-mail account in the Signatures group of the Message Format tab. Here, you can select the signature you want to use for new messages, as well as the one you want to use for replies and forwards for each e-mail account.

Set Message Format

You can set a global message format—HTML, Rich Text, or Plain Text—for all e-mail messages but can overwrite this choice on individual e-mail messages.

• To set a global format, go to the Mail Format tab in the Options dialog box (Tools ► Options), then select from the Compose In This Message Format drop-down list.

• To overwrite this choice on an individual message, select a different format on the Message Format drop-down list on the E-mail toolbar of the open message.

Use Voting Buttons

Voting buttons enable you to poll e-mail recipients based on a predefined list of choices and track the results of the poll automatically. Ask the question you want recipients to answer in the subject or the body of the e-mail message. When you send the message, voting buttons appear at the top of the message.

Remember to instruct recipients to click the button of their choice rather than just type it in the reply.

• To add voting buttons to a message, click the Options button on the E-mail toolbar of an open message. Click the Use Voting Buttons checkbox, select the choices from the attached drop-down list, or create your own list of choices.

• To create your own list, delete the default choices and type your choices in the text box, separating each one with a semicolon.

• To track the responses, open each reply—that’s Outlook’s cue to count the vote. Alternatively, you can set Outlook to track the votes automatically (Tools ► Options ► E-mail Options ► Tracking).

• To see the results of the vote, open the original message (usually in the Sent Items folder) and click the Tracking tab.

Set Delivery Options

Delivery receipts and read receipts notify you when a recipient has received and marked an e-mail message as read. However, both types of receipts are unreliable, as recipients (and e-mail servers) can choose not to send receipts.

• To attach a delivery or read receipt to a message, click the Options button on the E-mail toolbar of the open message. Click the Request a Read Receipt For This Message checkbox and/or the Request a Delivery Receipt For This Message checkbox.

• If the recipient chooses, you will receive an e-mail message notifying you of the message status when it has been delivered and/or marked as read.

Select the E-Mail Account

If you have multiple e-mail accounts, for example a Microsoft Exchange Server account and a HTTP or P0P3 account, you can select the account you’d like to use to send a particular e-mail message. Click the Accounts button on the open e-mail message and select the desired account from the list.

 

Set Send/Receive Options

Outlook offers numerous options for sending and receiving messages. The options available to you depend largely on whether or not you are online. Click Tools ► Send/Receive to see which options you have. For example, you can choose to send/receive specific accounts, to minimize online time by downloading message headers only, or to define Send/Receive groups to set the options for multiple e-mail accounts.