Customizing E-Mail Messages

Core Training for Microsoft Office XP

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 Settings and Delivery 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, click the Organize button on the Standard toolbar.
2	To apply a filter to locate all the messages that contain the word Contoso either in the subject or the message body, click the Using Views link and click the Customize Current View button in the upper-right corner of the Organize pane.
3	In the View Summary dialog box, click the Filter button.
4	In the Filter dialog box, type Contoso in the Search for the word(s) box.
5	Click the In arrow, click Subject field and message body in the list, and then click OK.
6	To close the View Summary dialog box, click OK.
7	Notice that only the messages that contain the word Contoso in the subject or message body appear. To remove the filter, click the Customize Current View button in the upper-right corner of the Organize pane.
8	In the View Summary dialog box, click the Filter button.
9	In the Filter dialog box, click the Clear All button and click OK.
10	To close the View Summary dialog box, click OK.
11	To start filtering junk e-mail from your Inbox, click the Junk E-Mail link in the Organize pane.
12	To change the color of the junk e-mail messages you receive, click the arrow that follows the words Junk messages, click Red in the list, and then click the Turn on button.
13	To manually classify a message stored in your Inbox as a junk e-mail message, click the Vigor Airlines message.
14	Click the Actions menu, point to Junk E-mail, and then click Add to Junk Senders list.
15	When prompted to acknowledge that the sender of the Vigor Airlines message has been added to the Junk E-mailers list, click OK.
16	To view the current list of junk e-mailers, click the click here link in the Junk E-mail section of the Organize pane.
17	Click the Edit Junk Senders link.
18	In the Edit Junk Senders dialog box, notice that the e-mail address from which the Vigor Airlines message originated appears in the list and click the Cancel button.
19	To display the junk e-mail options you defined, click the Back to Junk E-Mail link.
20	To turn off the junk e-mail filter, click the Turn off button to the right of the words New Junk messages will appear Red in the Organize pane.
21	To create a rule to manage messages that meet specific criteria, click the Tools menu and click Rules Wizard.
22	On the first page of the Rules Wizard, click the New button.
23	On the second page of the wizard, click the Start from a blank rule option, make sure that Check messages when they arrive is selected in the list, and then click Next.
24	On the third page of the wizard, select the from people or distribution list check box in the Which condition(s) do you want to check? box.
25	To specify whose messages you want to treat differently as they arrive in your Inbox, click the people or distribution list link in the Rules description box.
26	In the Rules Address dialog box, click Chris Hill in the Name box, click the From button, click OK, and then click Next.
27	On the fourth page of the wizard, select the notify me using a specific message check box in the What do you want to do with the message? box.
28	To specify the message you want to display when messages from Chris are delivered to your Inbox, click the a specific message link in the Rules description box.
29	In the Notification Message dialog box, type Message from Chris in Inbox in the Specify a notification message box, click OK, and then click Next.
30	On the fifth page of the wizard, click Next since you don't want to specify any exceptions to the rule.
31	On the sixth page of the wizard, type Messages from Chris in the Please specify a name for this rule box and then click Finish.
32	When informed that the rule is a client-only rule and will process only when Outlook is running, click OK.
33	To close the Rules Wizard, click OK.
34	Notice that a notification message containing the text that you entered in the Rules Wizard appears, letting you know that you have received a message from Chris Hill, and click the Open button in the New Messages of Interest dialog box.

Creating and 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.

Getting a Digital ID

1	To start to get a digital ID, click the Tools menu and click Options.
2	In the Options dialog box, click the Security tab.
3	On the Security tab, click the Get a Digital ID button under Digital IDs (Certificates).
4	In the Get a Digital ID (Certificate) dialog box, make sure that the Get an S/MIME certificate from an external Certificate Authority option is selected and click OK.
5	On the Where to Get Your Digital ID page, click the VeriSign, Inc. link.
6	When prompted to acknowledge that you are about to view pages over a secure connection, click OK.
7	On the VeriSign -- Digital ID Center page, click below the scroll box on the scroll bar and click the Enroll Now button.
8	When prompted to acknowledge that you want to display both secure and nonsecure items contained on the page, click OK.
9	On the Enrollment page, type Jeff P. in the Name in Digital ID box.
10	To enter your e-mail address, click below the scroll box on the scroll bar, click in the Your E-mail Address box, and then type jeffp@lakewoodmountains.com.
11	To protect the private key associated with your digital ID, select the Check this Box to Protect Your Private Key check box.
12	To accept the terms of the Subscriber agreement, click below the scroll box on the scroll bar and click the Accept button.
13	When prompted to confirm the e-mail address for which the digital certificate is being created, make sure that jeffp@lakewoodmountains.com appears under Confirm your e-mail address and then click OK.
14	In the Creating a new RSA exchange key dialog box, make sure that the security level has been set to Medium and click OK. Click OK again.
15	To get the message from the certificate authority containing your digital ID, click the Close button on the title bar of the Microsoft Internet Explorer window and click the Inbox - Microsoft Outlook button on the Windows taskbar.
16	In the Microsoft Outlook window, double-click the VeriSign Class 1 Digital ID Order Confirmation message.
17	When prompted to acknowledge that you are about to view pages over a secure connection, click OK.
18	In the message window, click the Continue button and click Yes when prompted to acknowledge that you are about to view a page that contains both secure and nonsecure items.
19	In the Microsoft Internet Explorer window, click the Install button on the Digital ID Services page.

Signing Messages Using a Digital Signature

1	To set up Outlook to include your digital signature in all of your outgoing messages, click the Tools menu and click Options.
2	In the Options dialog box, click the Security tab.
3	On the Security tab, select the Add digital signature to outgoing messages check box and then click the Settings button.
4	In the Change Security Settings dialog box, click the Choose button to the right of the Signing Certificate box under Certificates and Algorithms.
5	In the Select Certificate dialog box, make sure that your certificate is selected and click OK.
6	To close the Change Security Settings and Options dialog boxes, click OK twice.
7	To send a test message including your digital signature to your manager, click the New Mail Message button on the Standard toolbar.
8	Click the Send button on the Standard toolbar, and click OK when prompted to allow Outlook to sign the message.
9	In the Microsoft Outlook window, notice that a red ribbon appears in the upper-left corner of the envelope icon, and double-click the Testing Digital ID message.
10	To view the certificate associated with the message, click the red ribbon to the right of the Signed By field.
11	To close the Message Security Properties dialog box, click the Close button.
12	To add the sender's digital ID to the your Contacts list, right-click Jeff Pike in the From field and then click Add to contacts.
13	In the Contact window, click the Save and Close button.
14	Because you already have an entry for Jeff in your Contacts folder, make sure that the Update new information from this contact to the existing one option is selected and click OK in the Duplicate Contact Detected dialog box.
15	To close the Testing Digital ID message, click the Close button on the title bar of the Message window.
16	To view the certificate for a contact, click Contacts in the Folder List and double-click the Jeff Pike entry.
17	In the Contact window, click the Certificates tab, and notice that the certificate associated with this contact is displayed in the Certificates (Digital IDs) box. You can now encrypt mail you send to Jeff.