Managing E-Mail Messages

Core Training for Microsoft Office Outlook 2003

Formatting Messages

1	To start a new e-mail message, on the toolbar, click the New button.
2	To enter the text of the e-mail message, click in the body of the message and, for the purposes of this exercise, press SPACEBAR, and Wow! Have you seen the new roses? will be typed for you in the message body.
3	To change a word's font size, rest the pointer to the left of the word Wow!, drag to the right to select the word and the exclamation point, click the arrow next to the Font Size box, as indicated, and then click 16.
4	To change the color of the selected text, click the arrow next to the indicated Font Color box, and then click the indicated red square.
5	To change the e-mail message's format from HTML to plain text, click the arrow next to the indicated Message format box, and then click Plain Text.
6	To change the e-mail message's format from plain text to rich text, click the Message format arrow, and then click Rich Text.
7	To close the e-mail message without saving it, click the Close button, and in the message box that asks if you want to save your changes, click No.
8	To change the default formatting options for all new messages that you create, click the Tools menu, click Options, and then, in the Options dialog box, click the Mail Format tab.
9	To set the default for e-mail messages to plain text, in the Message format area, click the Compose in this message format arrow, click Plain Text, and then click OK.
10	To view the Message form with the new settings applied, on the toolbar, click New.
11	To close the e-mail message, click the Close button.
12	To change the default formatting options for all new messages that you create, click the Tools menu, click Options, and then in the Options dialog box, click the Mail Format tab.
13	To set the default format for e-mail messages back to HTML, in the Message format area, click the Compose in this message format arrow, and then click HTML.
14	To see examples of stationery that you can use for e-mail messages, under Stationery and Fonts, click Stationery Picker.
15	To preview a stationery style, in the Stationery Picker dialog box, click once beneath the scroll box in the scroll bar, and then in the Stationery list, click Ivy.
16	To select the Ivy stationery style, in the Stationery Picker dialog box, click OK.
17	To save your changes, in the Options dialog box, click OK.
18	To compose an e-mail message with the new settings applied, on the toolbar, click New.
19	To enter the text of the e-mail message, click in the body of the message, and then press SPACEBAR, and Bring your family and come to will be typed for you in the message body.
20	To view available themes, click the Format menu, and then click Theme.
21	To preview a theme, in the Choose a Theme list, click Compass.
22	To apply a different theme to your e-mail message, in the Choose a Theme list, click once beneath the scroll box in the scroll bar, click Sumi Painting, and then click OK.
23	To complete the text of the e-mail message, press SPACEBAR, and the rest of the message text will be typed for you.
24	To center text, click at the beginning of the first line of message text, and on the E-mail toolbar, click the indicated Center button.
25	To adjust the text formatting further, click the Format menu, and then click Styles and Formatting.
26	To apply the Heading 1 style to the second line of text, click at the beginning of the second line of text, and then in the Pick formatting to apply area of the Styles and Formatting task pane, click Heading 1.
27	To apply the Heading 3 style to the third line of text, click at the beginning of the third line of text, and then in the Pick formatting to apply area of the Styles and Formatting task pane, click once below the scroll box on the scroll bar, and click Heading 3.

Changing Message Settings and Delivery Options

1	To vote on the e-mail poll presented in the Saturday Workshop message, in the Reading Pane, click the Infobar, and then click Vote: Saturday.
2	To send a standard message notifying the sender of your vote, in the message box that asks whether you want to send your response immediately, click OK.
3	To compose a new e-mail message, click the New button.
4	To access the e-mail message's options, on the Standard toolbar of the message form, click Options.
5	To mark the message as urgent, under Message settings in the Message Options dialog box, click the Importance arrow, and then click High in the drop-down list.
6	To send replies to an e-mail address other than your own, under Delivery options, click the Have replies sent to check box to insert a check mark.
7	To specify that replies should be sent to your manager, for the purposes of this exercise, click on Ben Smith, press SPACEBAR, and David@gardenco.msn.com will be typed for you in the Have replies sent to box.
8	To return to the Message form, in the Message Options dialog box, click Close.
9	To enter the message's recipient, press SPACEBAR, and Ben@gardenco.msn.com will be typed for you in the To box.
10	To move to the Subject box and enter the message's subject, press TAB twice and then press SPACEBAR, and high importance will be typed for you in the Subject box.
11	To send the e-mail message, click Send.
12	To start a new e-mail message and access its options, click the New button, and then on the Standard toolbar of the new message window, click Options.
13	To save a copy of the sent e-mail message, under Delivery options in the Message Options dialog box, click Browse.
14	To select the folder in which the message will be saved, in the Folders list, click the Drafts folder, and then click OK.
15	To return to the Message form, in the Message Options dialog box, click Close.
16	To indicate that the message is not important, on the Standard toolbar of the Message form, click the indicated Importance: Low button.
17	To enter the message's recipient, press SPACEBAR, and Ben@gardenco.msn.com will be typed for you in the To box.
18	To move to the Subject box and enter the message's subject, press TAB twice and then press SPACEBAR, and low importance will be typed for you in the Subject box.
19	To send the e-mail message, click Send.
20	To test the settings for the high importance message, which specified that replies be sent to an alternate recipient, in the Inbox, click the high importance message, and then click Reply.
21	Notice that, as specified in the options for the original message, the reply is addressed to your boss, David, rather than to you (Ben), the original sender. To send the e-mail message, click Send.
22	To check whether a copy of the sent e-mail message has been saved in your Drafts folder and to view the saved copy of your sent e-mail message, in the Folder List, click the Drafts folder.

Customizing How You View Messages

1	To organize e-mail messages in alphabetical order by sender, in the Inbox, click Arranged By: Date, and in the drop-down list, click From.
2	To organize e-mail messages in reverse alphabetical order, in the Inbox, click A on top.
3	To organize e-mail messages by size, in the Inbox, click Arranged By: From, and in the drop-down list, click Size.
4	To organize e-mail messages into message threads, click the View menu, point to Arrange By, and then click Subject.
5	To hide messages in a certain group, click below the scroll box on the scroll bar, and click the minus sign to the left of the Upcoming Tradeshow subject line.
6	To turn message grouping off, click the View menu, point to Arrange By, and then click Show in Groups.
7	To filter e-mail messages to show only those that are unread, click the View menu, point to Arrange By, point to Current View, and then click Unread Messages in This Folder.
8	To customize the current view, click the View menu, point to Arrange By, point to Current View, and then click Customize Current View.
9	To change the fields in the current view, in the Customize View: Unread Messages in This Folder dialog box, click Fields.
10	To add a field, in the Available fields list of the Show Fields dialog box, click Sensitivity, and then click Add.
11	To move a field to a different position, in the Show these fields in this order list, drag Sensitivity to position it above Importance, and then click OK.
12	To access other view settings, in the Customize View: Unread Messages in This Folder dialog box, click Other Settings.
13	To change the grid line style, in the Other Settings dialog box, click the Grid line style arrow, click Small dots, and then click OK.
14	To return to the Inbox and see your new view settings, in the Customize View: Unread Messages in This Folder dialog box, click OK.

Managing Messages with Color

1	To begin organizing e-mail messages, click the Tools menu, and then click Organize.
2	To organize messages by using colors, in the Ways to Organize Inbox pane, click Using Colors.
3	To select a representative e-mail message (one you have received from the company owner, Karen Berg), in the Inbox, click the Upcoming Tradeshow message.
4	To display all e-mail messages from Karen Berg in a certain color, click the Color messages arrow next to the third box (which currently reads Red), in the drop-down list, click Fuchsia, and then click Apply Color.
5	To display a list of the formatting rules that are currently being applied, in the upper-right corner of the Ways to Organize Inbox pane, click Automatic Formatting.
6	To turn off the rule that you just created, in the Automatic Formatting dialog box, in the Rules for this view list, click the Mail received from Karen Berg check box to clear the check mark.
7	To remove the selected rule entirely, click Delete.
8	To return the e-mail messages in the Inbox to their normal color, in the Automatic Formatting dialog box, click OK.

Adding Signatures to Messages

1	To begin working with Outlook signatures, click the Tools menu, and then click Options.
2	To begin creating a signature, in the Options dialog box, click the Mail Format tab, and then click Signatures.
3	In the Create Signature dialog box, click New.
4	To name the new signature that you are creating, for the purposes of this exercise, press SPACEBAR, and Professional will be typed for you.
5	To start with a blank signature, click Next.
6	To enter the text of the signature, in the Edit Signature - [Professional] dialog box, press SPACEBAR, and the text will be typed for you in the Signature text box.
7	To change the font in which your name appears, drag from left to right to select the name Ben Smith, and then click Font.
8	To change the font of the selected text, in the Font dialog box, in the Font list, click Arial Narrow, in the Style list, click Bold Italic, and in the Size list, click 14.
9	Notice that a preview of the font you have chosen appears in the Sample box. To apply your changes, click OK.
10	To change the paragraph settings, in the Edit Signature - [Professional] dialog box, point to the left of Regards, drag down and to the right to select both lines of text, and then click Paragraph.
11	To center the text, in the Paragraph dialog box, click the Center option, and then click OK.
12	To apply your changes, in the Edit Signature - [Professional] dialog box, click Finish.
13	To close the Create Signature dialog box, click OK.
14	Notice that, in the Options dialog box, Professional is already selected as the default signature for new messages. To accept this setting, click OK.
15	To see how your new signature looks in an e-mail message, on the toolbar, click the New button.

Flagging Messages for Follow-Up

1	To add a follow-up flag to an e-mail message by using Quick Flags, in your Inbox, click the indicated Flag Status icon to the right of the Saturday Workshop message from Karen Berg.
2	To quickly mark the task associated with this flag as completed, click the Flag Status icon again.
3	To open an e-mail message to change its follow-up settings, double-click the New Supplier e-mail message.
4	To access the open message's follow-up settings, on the toolbar, click the indicated Follow Up button.
5	To change the flag label, in the Flag for Follow Up dialog box, click the Flag to arrow, and in the drop-down list, click For Your Information.
6	To add a reminder to the message, click the Due by arrow, and in the drop-down calendar, click October 21st.
7	To change the color of the flag icon and save your changes, click the Flag color arrow, click Blue Flag, and then click OK.
8	To close the message and view your changes in the Inbox, click the Close button.
9	To access the follow-up settings of an e-mail message, in the Inbox, double-click the Kim's Travel Schedule message, and then on the toolbar, click the Follow Up button.
10	To indicate that you have completed the follow-up action, in the Flag for Follow Up dialog box, click the Completed check box to insert a check mark, and then click OK.
11	To close the message and view it in the Inbox, click the message's Close button.
12	To display only the e-mail messages that you have flagged for follow-up, in the Favorite Folders list, click For Follow Up.
13	To compose a new e-mail message and flag it for follow-up, click the New button, and then on the toolbar of the new message, click the Message Flag button, as indicated.
14	To create a custom flag label to help you track items that are related to a new project, for the purposes of this exercise, press SPACEBAR, and Karen's Project will be typed for you in the Flag to box.
15	To set a date and time for follow-up, click the Due by arrow, click October 24, and then click OK.