Customizing and Organizing Messages

Core Training for Microsoft Outlook 2002

Formatting Messages

1	To begin experimenting with the formatting that can be applied to message text, click the New Mail Message button on the Standard toolbar.
2	Click in the message area in the message window, and type Wow! Have you heard about the new account we just landed?
3	Notice that by default the text is formatted in 10-point Arial, and drag from left to right to select Wow!
4	To change the font size of the selected text, click the Font Size arrow on the Formatting toolbar and click 16 in the list.
5	To change the color of the selected text, click the Font Color arrow on the Formatting toolbar, click the red square in the color palette, and then click to the right of the sentence in the message area to see the effect of the formatting.
6	To apply a message format other than HTML to the message, click the Message Format arrow on the message form's toolbar and click Plain Text in the list.
7	When prompted to confirm that you want to change the message format to Plain Text and lose some of the formatting currently applied to the message text, click the Continue button, and notice that the text is formatted in 10-point Courier New and that none of the buttons on the Formatting toolbar are available.
8	To apply the third available message format to the active message, click the Message Format arrow on the message form's toolbar and click Rich Text in the list.
9	Notice that the text remains formatted in 10-point Courier but that the Formatting toolbar buttons are now available, and click the Close button on the title bar of the message window.
10	When prompted to keep a copy of the draft message, click No.
11	To set the default message format for all the new messages you create, click the Tools menu and click Options.
12	In the Options dialog box, click the Mail Format tab.
13	On the Mail Format tab, click the Compose in this message format arrow under Message format, click Plain Text in the list, and then click OK.
14	To confirm that the default message format for all the new messages has been set to Plain Text, click the New Mail Message button on the Standard toolbar.
15	Notice that Plain Text appears in the Message format box on the message form's toolbar, and then click the Close button on the title bar of the message window.
16	To use a specific stationery for all of the new messages you send, click the Tools menu and click Options.
17	In the Options dialog box, click the Mail Format tab.
18	On the Mail Format tab, click the Use this stationery by default arrow under Stationery and Fonts, click Clear Day in the list, and then click OK.
19	To create a message that uses the Clear Day stationery, click the New Mail Message button on the Standard toolbar.
20	To start entering the message text, click in the message area and type Bring your family and come to.
21	To apply a theme to the message and have it replace the currently applied stationery, click the Format menu and click Theme.
22	In the Theme dialog box, click Artsy in the Choose a Theme box, and notice that a preview of the selected theme appears in the Sample of theme Artsy box.
23	To select a different theme, click below the scroll box on the scroll bar in the Choose a Theme box, click Industrial in the list, and then click OK.
24	To continue entering message text, press the ENTER key and type the Lakewood Mountains Resort Sales Team Picnic.
25	To save a copy of this message in the Drafts folder so that you can continue working on it later, click the Save button on the Standard toolbar and click the Close button on the title bar of the message window.

Changing Message Options

1	To define the settings for a message, click the New Mail Message button on the Standard toolbar.
2	To assign a high priority to the message, click the Options button on the Standard toolbar.
3	In the Message Options dialog box, click the Importance arrow under Message settings and click High in the list.
4	To let the recipients know that the message contains confidential information, click the Sensitivity arrow under Message settings and click Confidential in the list.
5	To track whether the recipients have read the message, select the Request a read receipt for this message check box under Voting and Tracking options.
6	To make the message unavailable after the end of day tomorrow, select the Expires after check box.
7	To specify the date after which the message will expire, click the first Expires after arrow and click 13 in the Date Navigator for the month of May.
8	To specify the time after which the message will expire, click the second Expires after arrow and click 6:00 PM in the list.
9	To apply the settings, click the Close button.
10	To send the message, click the Send button on the Standard toolbar.
11	To take a look at the message you sent and trigger the creation of a read receipt, double-click the Contract Review message in your Inbox.
12	When prompted to send a read receipt, click Yes.
13	To close the message, click the Close button on the title bar of the message window.
14	To display the read receipt that acknowledges that you have read the Contract Review message, double-click the Read: Contract Review message header in your Inbox.

Filtering Messages

1	To begin filtering the contents of your Inbox, on the Standard toolbar, click the Organize button.
2	To filter for messages using views, click Using Views, and then in the upper right corner of the Organize pane, click the Customize Current View button.
3	To filter for messages that contain certain words, in the View Summary dialog box, click the Filter button.
4	In the Filter dialog box, in the Search for the word(s) box, type Contoso.
5	To have the filter search both the subject field and message body text, click the In arrow, click Subject field and message body, and then click OK.
6	To apply the filter, in the View Summary dialog box, click OK.
7	Notice that only messages that contain the word Contoso display in the Inbox. To remove the filter, in the upper-right corner of the Organize pane, click Customize Current View.
8	In the View Summary dialog box, click the Filter button.
9	In the lower-right corner of the Filter dialog box, click the Clear All button, and then click OK.
10	To apply your changes, in the View Summary dialog box, click OK.

Managing Junk E-Mail

1	To start filtering junk e-mail from your Inbox, in the Organize pane, click Junk E-mail.
2	To color-code the junk messages that you receive, click the Junk Messages arrow, in the list, click Red, and then click the top Turn On button.
3	To manually classify a message as junk e-mail, in the Inbox, click the Vigor Airlines message.
4	To add this address to your junk e-mail list, click the Actions menu, point to Junk E-mail, and then click Add to Junk Senders list.
5	To confirm adding this e-mail address to the Junk E-mailers list, click OK.
6	To view the current list of junk e-mailers, in the Junk E-mail section of the Organize pane, click the click here link.
7	To display the e-mail address that was added, click the Edit Junk Senders link.
8	In the Edit Junk Senders dialog box, click Cancel.
9	To display the junk e-mail options you defined, click the Back to Junk E-mail link.
10	To turn off the junk e-mail filter, in the Organize pane, to the right of the words New Junk messages will appear Red, click the Turn Off button.
11	To begin creating a rule to manage messages, click the Tools menu, and then click Rules Wizard.
12	To open a new rule, on the first page of the Rules Wizard, click the New button.
13	On the second page of the wizard, click the Start from a blank rule option, note that Check messages when they arrive is selected in the list, and click Next.
14	On the third page of the wizard, in the Which condition(s) do you want to check? box, click the check box next to From People or distribution list to insert a check mark.
15	To specify whose messages you want to treat differently, in the Rules description box, click the people or distribution list link.
16	In the Rule Address dialog box, in the Name list, click Chris Hill, then click the From button, and click OK.
17	In the Rules Wizard, click Next.
18	To specify an action for this rule, in the What do you want to do with this message box, click to insert a check mark in the Notify me using a specific message check box.
19	To specify the message you want displayed when mail arrives from Chris Hill, in the Rule description box, click the a specific message link.
20	In the Notification Message dialog box, click OK, and then in the Rules Wizard, click Next.
21	To allow no exceptions to this rule, on the fifth page of the wizard, click Next.
22	On the sixth page of the wizard, in the Please specify a name for this rule box, type Chris, and then click Finish.
23	When informed that disabling this rule may cause Junk e-mail coloring not to work properly, to continue anyway, click Yes.
24	To close the Rules wizard, click OK.

Using Personal Folders

1	To start creating a Personal Folder file, click the Tools menu and click Options.
2	In the Options dialog box, click the Mail Setup tab.
3	On the Mail Setup tab, click the Data Files button under Data Files.
4	In the Outlook Data Files dialog box, click the Add button.
5	In the New Outlook Data File dialog box, make sure that Personal Folders File (.pst) is selected in the Types of storage box and click OK.
6	In the Create or Open Outlook Data File dialog box, type Personal.pst in the File name box and click OK.
7	In the Create Microsoft Personal Folders dialog box, type JeffP in the Name box and click OK.
8	Notice that the new Personal Folders file appears in the Outlook Data Files dialog box, and click the Close button.
9	To close the Options dialog box, click OK.
10	To display the contents of the new Personal Folders file, double-click the JeffP folder in the Folder List.
11	Notice that, by default, the JeffP folder contains a Deleted Items folder, and click the Inbox folder in the Folder List.
12	To move a file currently stored in the Inbox to a different folder, click the RE: Introduction message from Mandy Vance, hold down the left mouse button, drag the message to the Personal folder, and then release the left mouse button.
13	To move the Personal folder and its contents to the JeffP folder, click the Personal folder in the Folder List, click the Edit menu, and then click Move to Folder.
14	In the Move Items dialog box, click the JeffP folder in the Move the selected items to the folder list box and click OK.
15	Notice that the Personal folder now appears as a subfolder of the JeffP folder, and click the Personal folder in the Folder List to display its contents.