Microsoft Outlook 2000

Overview


""Microsoft Outlook 2000 At a Glance"" gives readers a fast, easy, visual way to solve problems and get work done with the latest version of Microsoft's popular desktop information management program. This reference title delivers concise answers and is an ideal desk-side companion for users who need quick problem-solving information.
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Overview


""Microsoft Outlook 2000 At a Glance"" gives readers a fast, easy, visual way to solve problems and get work done with the latest version of Microsoft's popular desktop information management program. This reference title delivers concise answers and is an ideal desk-side companion for users who need quick problem-solving information.
Read More Show Less

Product Details

  • ISBN-13: 9781572319486
  • Publisher: Microsoft Press
  • Publication date: 5/4/1999
  • Series: At a Glance Series
  • Edition number: 1
  • Pages: 208
  • Product dimensions: 9.14 (w) x 7.34 (h) x 0.69 (d)

Read an Excerpt

Chapter 3: Working with Messages


IN THIS SECTION

  • Receiving Messages
  • Using Remote Mail
  • Displaying Messages
  • Printing Messages
  • Replying to Messages
  • Forwarding Messages
  • Opening Message Attachments
  • Working with Attachments
  • Sending Messages
  • Moving and Copying Message Text
  • Formatting Message Text
  • Formatting Message Paragraphs
  • Inserting Files in Messages
  • Adding Signatures
  • Inserting Voting Buttons
  • Adding Message Security
  • Using Outlook's Message Creation Tools
  • Customizing Delivery Options
  • Delivering Your E-Mail Messages

Microsoft Outlook's most useful feature might be its ability to send and receive electronic mail (e-mail) and faxes. Using Outlook, you'll find it easy to send and receive e-mail messages over the Internet via your Internet service provider or online service. You can also send and receive faxes. If your desktop or laptop computer connects to a local area network and that network includes a Microsoft Exchange mail server, you'll also be able to use Outlook to send and receive e-mail messages over your local area network.

With Outlook-and many other e-mail clients-you aren't limited to e-mailing just textual messages. Outlook also allows you to send and receive files as well as richly formatted messages and pictures. This means that another user on your local area network with an Exchange server can send you a Microsoft Excel workbook describing next year's budget, for example, and then you can later send it back. In addition, somebody halfway around the world can send you a file-and you can send it back viayour Internet service provider or online service.

Outlook's e-mail ability goes beyond that of a simple e-mail client that you can use to send and receive messages, however. Outlook provides numerous tools that make it easy to organize, store, and share fax and e-mail messages.

Receiving Messages

Whether your e-mail messages come to you from an Exchange server on a local area network or from an Internet service provider, Outlook makes it easy to receive incoming e-mail messages.

View Your Inbox

  1. Click the Inbox icon on the Outlook Bar to see your incoming messages.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Unread messages.
The number under the Inbox icon tells you how many unread messages you have in your Inbox.


TRY THIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Enable AutoPreview.
To have Outlook display the first few lines of new messages in the Inbox, choose AutoPreview from the View menu.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Open your Inbox.
You can also display your Inbox by clicking the Inbox hyperlink in Outlook Today.


Collect Your New Messages

  1. Choose Send And Receive from the Tools menu.
  2. Choose the e-mail service you want to check from the submenu.
  3. If you indicate that you want to collect e-mail messages from an Internet service provider, Outlook may prompt you to complete whatever sign-on procedures are required to connect to the provider.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Automatic delivery.
To tell Outlook to automatically deliver messages you send, choose Options from the Tools menu, click the Mail Delivery tab, and then select the Send Messages Immediately When Connected check box. Messages you send across an Exchange Server are always delivered immediately.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; The Send And Receive button.
If you have only one e-mail message service, or if you have accounts with several services and want to check all of them for new mail, click the Send And Receive toolbar button to collect your messages.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; View received faxes.
Newly received faxes will also appear in the Inbox. Double-click a fax to open it.


Using Remote Mail

Remote Mail is a useful feature that allows you to check your e-mail from multiple locations. With Remote Mail, if you check your e-mail at home and find some business messages, you can leave them on the server and retrieve them the next time you go to your workplace.

Make a Remote Mail Connection

  1. Choose Remote Mail from the Tools menu, and then choose Connect.
  2. Select the e-mail account or accounts you would like to connect to, and then click Next.
  3. If you want to download only message headers, select the check box and then click Finish.


Click to view graphic

Work with Messages

  1. Right-click a message, and choose Mark To Retrieve or Mark To Retrieve A Copy to download the full message text.
  2. If you want to delete a message, select the message and click the Delete toolbar button.
  3. To unmark a message you marked for download, right-click it and choose Unmark.
  4. Follow the steps above to connect and process your messages.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Disconnect.
To disconnect, choose Remote Mail from the Tools menu and then choose Disconnect.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Remote Tools toolbar.
To access the Remote Mail commands more easily, choose Remote Mail from the Tools menu and then choose Remote Tools to open the Remote Tools toolbar.


Displaying Messages

After you collect your e-mail messages in your Inbox folder, you're ready to begin reading them. To do this, you simply display the messages.

Display a Message

  1. Click the Inbox icon on the Outlook Bar to see your incoming messages.
  2. If you have the Preview pane displayed, select the message you want to read to display its contents in the Preview pane.
  3. To display a message in its own window, double-click the message.


Click to view graphic

Display Another Message

  1. Display a message.
  2. Click the Next Item button to display the next message.
  3. Click the Previous Item button to display the previous message.


Click to view graphic


SEE ALSoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc;
See "Replying to Messages" on page 29 for information on replying to a message and "Forwarding Messages" on page 30 for information on forwarding a message.


SEE ALSO
See "Viewing Items" on page 14 for information on displaying the Preview pane.

TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Close a message.
To close a Message window, click the Message window's Close button.


Printing Messages

You can easily print messages as long as your computer connects to a printer or to a network with a printer.

Print a Message

  1. Display or select the message.
  2. Choose Print from the File menu.
  3. Optionally, select the printer you want to use from the Name drop-down list box.
  4. Select Memo Style from the Print Style list box.
  5. Specify how many copies you want in the Number Of Copies box.
  6. Click OK.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; The Print toolbar button.
If you want to print only one copy of a message and want to use your default printer, you don't have to choose the File menu's Print command. You can click the Print toolbar button instead.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Print options.
The Print dialog box also includes options for printing special kinds of messages, such as a message in HTML format or a message that has an attachment.


Replying to Messages

You can easily reply to messages you receive. All you do is click the Reply or Reply To All toolbar buttons, and then supply your new message text.

Reply to a Message

  1. Select or display the message to which you want to reply.
  2. Click the Reply toolbar button to reply to the sender only, or click the Reply To All toolbar button to reply to the sender and other recipients.
  3. Type any new message text.
  4. Click the Send toolbar button to send your message.


Click to view graphic


Click to view graphic


SEE ALSO
See "Sending Messages" on page 34 for information on sending a message.

TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Reply to a message with an attachment.
When you reply to a message with an attachment, Outlook doesn't include another copy of the attachment. It just lists the name(s) of the file(s) attached to the original message.


Forwarding Messages

If you receive a message that you think other people should see, you can forward copies of the message to them.

Forward a Message

  1. Display the message you want to forward.
  2. Click the Forward toolbar button.
  3. Type the name of the person to whom you want to forward the e-mail message in the To text box. Or click the To button to open your Address Book.
  4. Type any new message text.
  5. Click the Send toolbar button.


Click to view graphic


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Forward messages with attachments.
When you forward a message with an attachment, Outlook includes the attachment.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Customize forwards and replies.
To tell Outlook how to display the original message text when forwarding or replying to messages (or to tell Outlook not to include the original message text at all), display your Inbox and choose Options from the Tools menu. Click the Preferences tab, and then click E-Mail Options. Use the On Replies and Forwards drop-down list boxes to customize how Outlook handles forwards and replies.


Opening Message Attachments

You aren't limited to receiving only textual messages from people. You can also receive files in messages.

Outlook calls these files attachments.

Open a Message Attachment

  1. Display the message with the attachment.
  2. Double-click the attachment icon.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Opening unwieldy attachments.
Outlook can read just about all types of attachments, but many mail servers can't, so they must recode attachments in order to pass them along. When you receive a recoded attachment, the message body probably says it has a file attached, but you see only a jumble of code. To decode the attachment, save the entire message as a text file and then open the message file using WinZip or a decoding utility such as Wincode.


SEE ALSoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc;
See "Customizing Internet E-Mail" on page 188 for infor-mation on sending attachments in different formats.


Working with Attachments

You may want to save attachments and then open them using other applications. Outlook, however, provides several tools you can use to work with attachments without first opening another application.

Save a Message Attachment

  1. Display the message with the attachment.
  2. Right-click the attachment icon.
  3. Choose Save As from the shortcut menu.
  4. Specify where you want the attachment saved by selecting a folder from the Save In drop-down list box.
  5. Specify a new name for the attachment if you can't or don't want to use the current name in the File Name text box.
  6. Click Save.


Click to view graphic


Click to view graphic

Print a Message Attachment

  1. Display the message with the attachment.
  2. Right-click the attachment icon.
  3. Choose Print from the shortcut menu.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Be careful with attachments.
When you open or save message attachments, Outlook might ask you to verify that the attachment comes from a trustworthy source and does not have a virus. If you're unsure of the contents of an attachment or do not know the sender, it's usually a good idea to check for viruses first. Even friends unknowingly transmit infected files. Most virus checkers will allow you to simply right-click the attachment(s) and choose the virus checking program from the shortcut menu.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Open an attachment in the Preview Pane.
If you have a message displayed in the Preview pane, click the paper-clip button on the Preview pane to display a pop-up list of files attached to the message. To open or save an attachment, select it from the list. Specify whether you want to open the attachment or save it in the dialog box that Outlook provides.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Open an attachment.
When you tell Outlook you want to open or print an attachment, Outlook asks Windows to open the attachment with the appropriate application. Windows usually knows which application to use, but if it doesn't know, it asks you to identify the appropriate application.


Sending Messages

Once you understand how to receive and read messages, you'll find it very easy to send them. In essence, all you have to do is provide an e-mail name or fax number for the recipient, and then type your text.

Create and Send a Message

  1. Click the Inbox icon on the Outlook Bar.
  2. Click the New Mail Message toolbar button or the down arrow next to it for the New Fax command.
  3. Type the name of the person to whom you want to send your message in the To text box. To send the message to more than one person, separate the names with semicolons.
  4. Optionally, type the names of the people to whom you want to send courtesy copies in the Cc text box.
  5. Type a brief message description in the Subject text box.
  6. Type your message text.
  7. Click the Send toolbar button to send your message.


Click to view graphic


TRY THIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Check that name.
If you don't remember how to spell a person's name, type the first few letters of the first or last name in the To text box and press the Tab key. When Outlook recognizes what you're typing, it fills in the rest of the name and underlines it. If Outlook doesn't underline the name, it means that Outlook did not find a match or found more than one match. Click the Check Names button to have Outlook display a list of the matches it found.


TRY THIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Fax a new contact.
If you're sending a fax to someone not in your Contacts list, just type the fax number in the To text box.


Moving and Copying Message Text

With Outlook you can move and copy message text within a Message window, between different Message windows, and between different application windows.

Move Text Within a Message

  1. Select the text you want to move.
  2. Click the text selection, and then drag it to the new location.


Click to view graphic

Move Text Between Messages

  1. Open the message containing the text you want to move.
  2. Open the message in which you want to place the text.
  3. Resize and arrange the two Message windows so that both are clearly visible on your screen.
  4. Select the text you want to move from the first message.
  5. Click the text selection, and then drag it to the new location in the second message.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Copy text.
To copy text, hold down the Ctrl key while dragging the selection to the new location.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Move text between applications.
Moving and copying text by dragging it with the mouse is called drag-and-drop editing. All of the Microsoft Office applications, as well as most other applications, allow drag-and-drop editing.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Copy and Paste toolbar buttons.
To copy text from messages you receive, you may need to use the Copy and Paste toolbar buttons.


Formatting Message Text

Outlook allows you to richly format your message text. Although you need to be careful about doing this-only recipients with e-mail clients that accept richly formatted messages will be able to see all your formatting-the extra formatting can make your messages more attractive and more readable.

Specify Text Font, Size, and Color

  1. Select the text for which you want to specify the font, size, and color.
  2. Open the Font drop-down list box, and select a font for the selected text.
  3. Open the Font Size drop-down list box, and select a point size for the selected text.
  4. Click the Font Color toolbar button, and then click the color you want to use for the selected text.


Click to view graphic

Specify Other Character-Level Formatting

  1. Select the text you want to format.
  2. Choose the Formatting toolbar button that applies the character formatting you want:
    • Click Bold to bold the selected text.
    • Click Italic to italicize the selected text.
    • Click Underline to underline the selected text.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Not everyone will see your formatting.
Don't depend on formatting for emphasis-many people can only view their e-mail messages in plain text and so do not see the formatting you apply.


SEE ALSoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc;
See "Specifying Message Format" on page 185 for information on formatting messages.


TRY THIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Add special effects to text.
You can control all aspects of a font's appearance by choosing Font from the Format menu. When you do this, Outlook displays the Font dialog box, which lets you specify the font, point size, color, font style, and any special effects-such as strikethrough-for the selected text.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Remove formatting.
To remove formatting you've added with the Bold, Italic, or Underline toolbar buttons, select the formatted text and then click the toolbar button a second time.


Formatting Message Paragraphs

Although most of the formatting you'll apply to messages concerns individual characters, words, and sentences, you can also format paragraphs by specifying how you want them aligned, by turning selected paragraphs into bulleted lists, and by indenting paragraphs.

Specify Paragraph Alignment

  1. Select the paragraph you want to left align, center, or right align.
  2. Choose the Formatting toolbar button that aligns the paragraph in the way you want:
    • Click Align Left to align the selected paragraph against the left edge of the Message window.
    • Click Center to center the selected paragraph.
    • Click Align Right to align the selected paragraph against the right edge of the Message window.


Click to view graphic

Create a List

  1. Select the paragraphs you want to turn into a list.
  2. Choose the Formatting toolbar button that creates the list you want:
    • Click Bullets to create a bulleted list.
    • Click Numbering to create a numbered list.


Click to view graphic

Change Paragraph Indentation

  1. Select the text you want to indent or unindent.
  2. Choose the Formatting toolbar button that indents the paragraph in the way you want:
    • Click Increase Indent to indent the paragraph.
    • Click Decrease Indent to decrease the paragraph indentation.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; List items.
Each paragraph you select becomes a list item after you click the Bullets or Numbering toolbar button.


TRY THIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Eliminate bullets.
To convert a list into regular paragraphs, select the list and then click the Bullets or Numbering toolbar button again.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; The Numbering toolbar button.
The numbering toolbar button only appears if you use HTML or Microsoft Outlook Rich Text to compose messages.


TRY THIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Increase the indentation.
You can continue to indent the text by repeatedly clicking the Increase Indent toolbar button.


Inserting Files in Messages

You can insert files in your messages in either of two ways: you can attach a file to a message (in this case, the file remains intact inside the message), or you can insert the text contents of a file in a message.

Attach a File to a Message

  1. Display the message to which you want to attach a file.
  2. Click the Insert File toolbar button.
  3. Specify the location of the file you want to attach by selecting a folder from the Look In drop-down list box.
  4. Verify that the Attachment option button is selected.
  5. Double-click the file you want to attach.


Click to view graphic


Click to view graphic

Insert a Text File in a Message

  1. Display the message in which you want to insert a file.
  2. Click the Insert File toolbar button.
  3. Specify the location of the file you want to insert by selecting a folder from the Look In drop-down list box or clicking one of the folder buttons on the left.
  4. Select the file you want to insert.
  5. Click the arrow next to the Insert button and choose Insert As Text from the drop-down menu.


Click to view graphic


Click to view graphic


TRY THIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Insert a shortcut to a file.
If you use Microsoft Outlook Rich Text format, you also have the option of inserting a shortcut to a file in a message. This option keeps the message size down by not actually inserting the file in the message. When the message recipient double-clicks the shortcut, it opens the original file stored on your computer if the recipient has access to your computer across the network.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Insert text.
Outlook attempts to insert the text from any file it recognizes. Unfortunately, anything other than a straight text file or simple HTML file usually gets garbled, so if you want to insert a document as a text file, first save it as a .txt or .htm file.


Adding Signatures

To quickly add your contact information to e-mail messages, you use signatures. Signatures save you the time of typing your address and phone number at the bottom of every message. With Outlook, you can create and add several different signatures to messages. For example, you can create a business signature for business correspondence and a personal signature for personal correspondence. Or for fun, you can create a signature that includes your favorite saying or a piece of art.

Create a Signature

  1. Choose Options from the Tools menu.
  2. Click the Mail Format tab.
  3. Click Signature Picker to display the Signature Picker dialog box, which lists any signatures you've already created.
  4. Click New to start the Create New Signature Wizard.
  5. Type a name for the new signature.
  6. Click Next.
  7. Click to place the cursor in the text box, and type your signature text.
  8. Click Finish.
  9. Click OK.
  10. Click OK.


Click to view graphic


Click to view graphic

Add a Signature to a Message

  1. Display the message to which you want to add the signature.
  2. Click the Signature toolbar button, and select a signature from the pop-up menu.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Signature file formats.
The type of signature file you can create depends on the message format you choose. Signatures created in one format will not be available if you change your message format.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Attach a vCard.
To attach a vCard to a signature, select a vCard from the drop-down list box.


SEE ALSoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc;
See "Exchanging Virtual Business Cards" on page 70 for information on creating vCards.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Edit signatures.
To edit or delete signatures, display the Signature Picker dialog box and click Edit or Remove.


Inserting Voting Buttons

When you need to conduct a simple survey in your office, you can use Outlook's voting buttons. After you send your query over the network, voting buttons help you easily keep track of the responses you get.

Add Voting Buttons to a Message

  1. Create a message that asks a question.
  2. Click the Options toolbar button to display the Message Options dialog box.
  3. Select the Use Voting Buttons check box, and select the voting buttons you want to use from the drop-down list box.
  4. Click Close.


Click to view graphic


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Where are the buttons?
You can't see the voting buttons when you add them to a message. Only the message recipients see them.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Messages with voting buttons.
When you receive a message with voting buttons, the voting buttons appear below the toolbar. To respond, click the applicable voting button. This opens a dialog box that asks you whether you want to send the response now or whether you want to add commentary to your response before you send it. Click the appropriate option button, and then click OK.


Adding Message Security

Outlook has two ways in which you can increase e-mail security: encrypting and digitally signing messages. You can encrypt messages so that they cannot be intercepted and read by people other than the in-tended recipients. You can also digitally sign messages so that recipients know they came from you and were not tampered with along the way.

Encrypt a Message

  1. Open the message you want to encrypt.
  2. Click the Options toolbar button.
  3. Select the Encrypt Message Contents And Attachments check box.
  4. Click Close.


Click to view graphic

Digitally Sign a Message

  1. Open the message you want to digitally sign.
  2. Click the Options toolbar button.
  3. Select the Add Digital
  4. Signature To Outgoing Message check box.
  5. Click Close.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Obtain a digital ID.
Choose Options from the Tools menu, click the Security tab, and then click Get A Digital ID.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Encrypted messages.
You can send anyone a digitally signed message. (Most e-mail clients support secure e-mail.) However, to send someone an encrypted message, the recipient must have a digital ID and you must have a copy of the ID.


Using Outlook's Message Creation Tools

Outlook provides several handy tools to help you create your messages: You can set message sensitivity and importance, for example, so that some messages stand out in a recipient's Inbox. You can also flag messages that have special characteristics.

Set the Message Sensitivity

  1. Display the message for which you want to specify a level of sensitivity.
  2. Click the Options toolbar button.
  3. Open the Sensitivity drop-down list box, and select a sensitivity level: Normal, Personal, Private, or Confidential.
  4. Click Close.


Click to view graphic

Set the Message Importance

  1. Display the message for which you want to specify a level of importance.
  2. Choose the Formatting toolbar button that sets the importance level you want:
    • High designates a message as very important.
    • Low designates a message as less important.


Click to view graphic

Add a Message Flag

  1. Display the message you want to flag.
  2. Click the Flag For Follow Up toolbar button.
  3. Open the Flag To drop-down list box, and select one of the standard flags: For Your Information, No Response Necessary, Forward, and so on.
  4. Optionally, open the Reminder drop-down list box, and select a day shown on the calendar.
  5. Click OK.


Click to view graphic


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Set defaults.
To set the default message sensitivity and importance for all outgoing messages, choose Options from the Tools menu and click the Preferences tab. Click E-Mail Options, and then click Advanced E-Mail Options. Open the Set Importance and Set Sensitivity drop-down list boxes to choose a default sensitivity and importance other than Normal.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Internet Only.
Your Message Options screen will look a little different if you're using the Internet Only configuration of Outlook.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; What's that flag?
When you receive a message with a flag, a flag icon appears next to the message in your Inbox.


Customizing Delivery Options

Outlook has several ways in which you can customize how messages are sent. If you work on a network, you can have the network server send you announcements when your messages have been received or opened. You can also specify a different e-mail address if you don't want replies to a message returned to the address from which you mailed the message. And you can tell Outlook to postpone sending a message or to make a message unavailable for reading after a certain date.

Track a Message

  1. Display the message you want to track.
  2. Click the Options toolbar button.
  3. Select a tracking option:
    • Select the Request A Delivery Receipt For This Message check box to receive a note in your Inbox alerting you that the message has reached the
      recipient.
    • Select the Request A Read Receipt For This Message check box to receive a note in your Inbox alerting you that the recipient has opened the message.
  4. Click Close.


Click to view graphic


Click to view graphic

Postpone the Delivery of a Message

  1. Display the message you don't want to deliver immediately.
  2. Click the Options toolbar button.
  3. Select the Do Not Deliver Before check box.
  4. Click the down arrow, and select a date to deliver the message from the drop-down calendar.
  5. Click Close.


Click to view graphic

Add Message Expiration

  1. Display the message you want to make unavailable after a certain date.
  2. Click the Options toolbar button.
  3. Select the Expires After check box.
  4. Click the down arrow, and select the date after which you want the message to expire from the drop-down calendar.
  5. Click Close.


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Set defaults.
To set default tracking options on all messages, choose Options from the Tools menu and click the Preferences tab. Click E-Mail Options, and then click Tracking Options to tell Outlook how it should track all messages unless you specify otherwise.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Corporate or Workgroup only.
Deferred delivery and message expiration are available only with the Corporate or Workgroup configuration of Outlook.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Specify another address.
To specify a different reply address, select the Have Replies Sent To check box and enter the contact's name or the other e-mail address you want people to use when replying to the message.


Delivering Your E-Mail Messages

After you create your e-mail messages, you may need to send them by connecting to an online service. (Note that you probably don't need to do anything special to send e-mail messages if you connect to a network with an Exchange server.)

View Your Outbox

  1. Click the My Shortcuts group on the Outlook Bar.
  2. Click the Outbox icon to see your outgoing messages.


Click to view graphic

Deliver Your New Messages

  1. Click the Send And Receive toolbar button.
  2. Outlook may prompt you to complete whatever sign-on procedures are required to connect to the provider.


Click to view graphic


Click to view graphic


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Look in the Outbox.
To view a message in the Outbox, open the message by double-clicking it. When you close the Message window, the message will return to the Outbox, but it will not deliver unless you open the message again and click the Send toolbar button.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Sent but not delivered.
Your Outbox folder shows only those e-mail messages you've sent but not yet delivered. To view the messages you've delivered, display your Sent Items folder.


TIoblem is especially common with the 3Com Impact adapter running firmware version 2.02. If you think the second telephone number might be the problem, try reconfiguring your adapter to use only one of your ISDN numbers.

Drivers are not supported in Windows 98.

ISDN drivers from the ISDN version 1.0 Accelerator Pack are not supported in Windows 98. Contact your ISDN adapterc; Send e-mail with a specific account.
If you have more than one e-mail account and want to receive or deliver a message using a particular account, choose Send And Receive from the Tools menu and then select the account. Otherwise, Outlook delivers the message using the first account that is capable of sending messages to the recipient using the address properties you specified for the recipient.


Read More Show Less

Table of Contents

1 About This Book 1
2 Introducing Outlook 5
3 Working with Messages 23
4 Working with Contacts 53
5 Using the Address Book 71
6 Using Newsgroups 83
7 Using the Calendar 93
8 Working with Tasks 113
9 Using the Journal 123
10 Using Notes 137
11 Using Outlook as a Desktop Manager 147
12 Customizing Outlook 159
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