Beginners SIG Series – E-Mail Techniques
Illustrated using Outlook Express
Composing & Sending an E-Mail
Customizing Your Outlook Express –
OE has set many optional default values. These values may be changed for individual messages or may be automatic for all messages. These options are set from the Tools menu item in the Inbox window. Select Tools, Options, and then select the area which you want to see in order to set global attributes. Any red type below refers to this selection.
Working Online/Offline – Dialup Option
Read and write messages offline to avoid tying up your phone line.
From Inbox Screen, File, Click Work Offline
If this option is checked, after messages are sent and received, your phone automatically hangs up.
If this option is not checked, when you dial up to send messages, phone line remains connected until you disconnect.
Message, New Message or New Mail Icon on Toolbar
Formatting current message
Text can be formatted (font, size, color, etc) using the Format Toolbar or Format menu.
Format Toolbar will be grayed out until you enter the new message area.
Format Toolbar will not show if Format, Plain Text is selected in New Message window or if messages are always went in Plain Text format.
HTML allows fancy formatting and graphics in message
In New Message window, select Format, Rich Text (HTML)
Some E-mail recipients may not be able to read HTML messages. Send them Plain Text Messages. This option may be set in the address book with each individual address.
With Plain Text Messages, viruses are not transmitted (See Tools, Options,Compose or Tools, Options, Send or Tools, Options, Read for default formatting in each of these areas.)
Spell Check a new message:
Tools, Spelling or Icon on Toolbar in New Message Box.
Suggestions are offered. Choose correct spelling for intended word or type desired word and then click Change. To make no changes, click Ignore.
Words can be added to the dictionary by using the Add Button
Spell check can be set automatically check spelling when message is sent –
Tools, Options, Spelling, Always Check Spelling
(MS Word/MS Office must be installed for Spell check feature)
A ‘signature’ is text that will appear at the end of every message.
Signatures may be automatically or manually inserted
Tools, Options, Signatures
Tools, Options, Compose, Font Setting
Adding Addresses to To:, Cc:, and Bcc: lines - 3 ways
1. Type address on desired address line or
2. a) Click Address Book Icon in the To: or CC: address bar.
b) Select recipients. Click -> in To:, CC; or Bcc; line.
c) Multiple recipients can be entered in any address line.
1. Separate entries with a comma or semicolon when manually entered or
2. Select multiple addresses from address book by holding down CTRL key.
3. If Contact List is visible in Inbox Window, double click on desired address. See Contact List by View, Layout, Check Contact List.
Carbon Copies ( cc:) – Recipients receive a copy of original. Addresses on the carbon copy line are visible to all who receive the message. Use carbon copy line ONLY when you have a reason for the person on the To: line to know who else ‘got the message’.
Blind Carbon Copies (Bcc:) - Recipients receive a copy of original. No other recipient will know copies have been sent to addresses on Bcc: line (Best way to send to many people)
Blind Carbon copy line is visible when Address book icon is clicked or View, All Headers is selected from the New Message Window menu.
File, Send Message or click Send in the New Message Window.
Tools, Options, Send, uncheck Send Messages Immediately or File, Send Later to accumulate messages in the Outbox. If there are messages in the Outbox, they must be sent before exiting Outlook Express. From Inbox Window, click Send/Receive.
Sent messages can be saved in the Sent Items Folder or not.
Tools, Options, Send, check Save Copy of Sent Messages to save in Sent Items Folder.
If sent messages are saved, then messages in the Sent Items Folder must be deleted periodically.
Delete messages in the Sent Items folder manually by clicking the folder, selecting the messages and clicking Delete.
Tools, Options, Send, uncheck Save Copy of Sent Messages will not save sent messages.
Unsent messages in Outbox – If you exit Outlook Express, you will be asked whether or not you want to send these messages. Select Yes to Send, No to have message remain in Outbox.
Suggestion 1: Use the Outbox when working offline for composing many messages to be sent later.
Suggestion 2: Do not automatically compact messages. This slows Outlook Express. Turn this option off.
Tools, options, Maintenance, uncheck compact messages in the background
Suggestion 3: Regularly empty the Deleted Items Folder. Edit, Empty the Deleted Items Folder or
Tools, Options, Maintenance, check Empty messages from the Deleted Items Folder upon Exit
Note: Most Antivirus programs automatically scan incoming/outgoing messages if set to do so.
Unexplained Disappearing Messages
A message may ‘disappear’ if you inadvertently click outside the New Message window. Check
the task bar for an button which will restore your message when clicked.