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Outlook 2007 E-mail FAQ




Setup

  1. Can Outlook 2007 check IMAP e-mail accounts & an Exchange e-mail account?
  2. Can I create separate identities in Outlook 2007?
  3. How do I remove an account from Outlook 2007?

Using Outlook - Archives and Backups

  1. How do I archive or backup my e-mail messages or folders?
  2. How do I create a backup of my mailbox?
  3. How do I restore the archived information?

Using Outlook - Attachments

  1. How can I add an attachment to an e-mail I am sending?
  2. When I send a message with an attachment, the attachment icon appears in the body of the message.
  3. How can I find an attachment that Outlook as quarantined
  4. How do I remove an attachment from an email?

Using Outlook - Deleting Mail

  1. How do I delete an e-mail message and what happens to it when I delete it?
  2. Help! I need to recover an e-mail that I have deleted? What can I do?
  3. When I delete mail in my IMAP account, it is displayed in strikethrough text. How can I permanently delete these messages?
  4. Can I permanently delete a message?
  5. How do I empty the Deleted Items folder?

Using Outlook - Editing and Composing Mail

  1. How do I change the message format to view e-messages sent in Rich Text format to Plain Text or HTML?
  2. Can I add stationary to the background?
  3. Can I change the format of the all the e-mails I am sending?
  4. What if I want to change the format of a particular message?
  5. How do I set up an email template/message form in Outlook?

Using Outlook - Folders

  1. How to can I view the size of my folders?
  2. How can I move e-mail messages to another folder?

Using Outlook - Rules

  1. How can I use rules to manage my incoming mail?
  2. How can I create a rule?
  3. Is there a limit to the number of rules I can create?

Using Outlook - Searching Mail

  1. Is there a way to search within my e-mail?

Using Outlook - Sending Receiving and Forwarding Mail

  1. How do I create a new e-mail message and send it?
  2. How can I save a message that still needs work so I can modify it and e-mail it out later?
  3. How do I reply to a message? How do I reply to all recipients?
  4. How do I forward a message?
  5. How do I specify which e-mail account to use when sending an e-mail?
  6. Why am I receiving e-mail saying that a message has been opened by the recipient?
  7. How to enable read receipts for all e-mail sent?
  8. How do I set up a vacation message/autoreply?
  9. How do I postpone delivery of my mail? What happens to the message when I queue it for future delivery?
  10. How do I find E-mail Addresses when I am creating a new e-mail message?
  11. How do I send e-mail to more than one person?
  12. How do I create a distribution list?
  13. Can I create a distribution list from an email message that I have received?
  14. How do I send email to my distribution list?
  15. Can I send e-mail to a group of people and have their replies sent to someone else?
  16. How do I re-send a message?
  17. When I try to reply to a listserv, my response is automatically sent to the entire list. Can I respond to original sender only?
  18. I am sending a survey to several users and I need a Yes/No commitment from them? Can I use Outlook to track their responses?
  19. I'd like to copy myself on all e-mail that I send. Is there an option in Outlook to do this?
  20. How do I create a reminder to reply to an important e-mail?
  21. I need to flag really important e-mails. How do I do that in Outlook?
  22. How do I recall a message?
  23. If I recall a message, will my recall be successful?

Using Outlook - Sharing and Delegates

  1. What is Delegate Access?
  2. How can I set up someone to be my delegate?
  3. How can I change a delegate's permissions?
  4. What are the different delegate permissions?
  5. I am a delegate for another Exchange user. How can I add the folders (mailbox, calendar, contacts, etc.) that they've shared with me to my Outlook folder list?
  6. How do I send e-mail on behalf of my supervisor?
  7. When I work as a Delegate for my boss, where do messages I send on the boss' behalf go?

Using Outlook - Signatures and vCards

  1. Can I create canned e-mail messages for the responses that I send frequently?
  2. How do I create a signature file?
  3. How can I send e-mail using different signature files?
  4. I need to update my signature file. How do I change it?
  5. I'd like to add my vCard to my signature file. Can I do this?
  6. How can I remove my signature file?

Using Outlook - Sorting and Viewing Mail

  1. How can I change the way the messages are sorted?
  2. What is the Reading Pane?
  3. Is the Reading Pane Secure?
  4. How can I turn the reading pane on and off in Outlook?
  5. How do I view the full headers of an e-mail I received?
  6. When I receive e-mail in Outlook, the text is wrapped - how can I prevent this?
  7. How can I set Outlook to automatically download and open pictures when I open an HTML e-mail message?
  8. Can I change the default format of the e-mail messages I receive?
  9. How do I get long URLs to appear as hyperlinks in Outlook and other e-mail clients?



Setup

  1. Can Outlook 2007 check IMAP e-mail accounts & an Exchange e-mail account?
    •  The initial deployment of Exchange 2007 does not currently support this functionality.

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  2. Can I create separate identities in Outlook 2007?
    1. To add a new profile, open your Control Panel and then open Mail. Click on the Show Profiles button. If you want Outlook to prompt you for the different profiles, click on the option Prompt for profile to be used.
    2. Click on Add to add another profile. Name your profile & then enter the appropriate E-mail Account information.
    3. To remove a profile, highlight the appropriate profile & click Remove.

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  3. How do I remove an account from Outlook 2007?
    1. On the Tools menu, click Account Settings.
    2. Click the e-mail account you want to delete, and then click Remove. A box asking if you are sure you want to remove the account will pop up. Click YES.
    3. Click Close.

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Using Outlook - Archives and Backups

  1. How do I archive or backup my e-mail messages or folders?

    One way to back up e-mail messages is to use the Outlook AutoArchive feature. Archiving means moving messages to an archive folder at regularly scheduled intervals.

    AutoArchive is a feature which will clear out old and expired items from folders. To enable AutoArchive, follow the instruction below. Old items are those that reach the archiving age you specify, and may include such things as the original e-mail you received with the goals for a project you're assigned to. Expired items are mail and meeting items whose content is no longer valid after a certain date, such as a meeting you had four months ago that still appears on your calendar. Although an expiration date is optional, you can define it at the time you create the item or at a later date. When the item expires, it's unavailable and has a strike-out mark through it.

    To enable AutoArchive and configure the settings:

    1. Go to Tools and choose Options. Click on the Other tab and choose AutoArchive. You can change when the AutoArchive function runs and you can have it prompt you before it runs.
    2. To Apply AutoArchive to all existing folders in your Exchange Account, click Apply these settings to all folders now.If you do not push these settings to your folders, then the AutoArchive settings will only apply to new folders you create (not your existing folders).
    3. You can also change the settings for each folder, right click on the folder in the folder list and choose Properties. Click on the AutoArchive tab and create the archive policy.

    To Manually archive a folder

    1. On the Go menu, click Folder List.
    2. Click the folder that you want to archive. Go to File and click Archive.
    3. Click one of the following options:
      • Archive all folders to their AutoArchive settings Allows you to use your AutoArchive settings to archive messages in the top level folder.
      • Archive this folder and all the subfolders Allows you to archive the folder and all of its contents using the options available in the Archive dialog box
    4. In the Archive items older than list, choose a date from the date picker.
    5. To include items that you previously selected not to archive, select the Include items with "Do not AutoArchive" checked check box.
      • Note To see if items have the Do not AutoArchive this item check box selected, open the item. On the File menu, click Properties. On the General tab, verify that the Do not AutoArchive this item check box is selected.
    6. To archive the folder to a file other than the default Archive.pst file, click Browse, and then specify a different file name (i.e. the folder name), and a location (i.e. My Documents.
      • Note The default location for Archive.pst is C:\Documents and Settings\ user name\Local Settings\Application Data\Microsoft\Outlook\. A Personal Folders file (.pst) is an Outlook data file that stores items such as e-mail messages, contacts, calendar data, tasks, and notes.
    7. Click OK

    The items in the folder are moved out of the folder and into the pst file that you specified. To view the folder items again, open the .pst file.

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  2. How do I create a backup of my mailbox?

    Another way to make a backup file, involves exporting (copying) the contents of the message folder to a Personal Folders file (.pst) , a data file that stores your messages and other items on your computer, using the Import and Export Wizard. This creates the backup .pst file. You can then copy the .pst file onto a CD or DVD for safekeeping or to move the data to another computer with Outlook installed.

    To create and Export a Personal Folder File for your mail:
    1. From the File menu, select Import and Export.
    2. Select Export to a file
    3. Click Next
    4. Select Personal Folder File (.pst).
    5. Click Next
    6. Select the folder you wish to export from under the list of folders (if you want to include subfolders check the box marked as such)
    7. Click Next
    8. Under the option "Save Exported File As:" type the path and name of the file you wish to save as the exported file. The recommended file type is the .pst *By default, the file will be saved to C:\Documents and Settings\"user account"\Local Settings\Application Data\Microsoft\Outlook\backup.pst
    9. Select Do not Export Duplicate Items.
    10. Click Finish
    11. Create a file name and enter a password for the file. THIS PASSWORD CANNOT BE RECOVERED IF IT IS FORGOTTEN. You can leave the password blank if you would like. Files with passwords can only be recovered IF you know the password.
    12. Click OK and then enter your password. This will save your Mail, Journal, or Notes folder as a Personal Folder file in the given path.
    What type of files can I export to?
    • Comma Separated Values (MS-DOS) (.csv)
    • Comma Separated Values (Windows) (.csv)
    • Microsoft Access 97-2003 (.mdb)
    • Microsoft Excel 97-2003 (.xls)
    • Personal Folder file (.pst)
    • Tab Separated Values (MS-DOS) (.txt)
    • Tab Separated Values (Windows) (.txt)

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  3. How do I restore the archived information?

    There are 3 ways to restore the data from your archives. You can copy the e-mail back to the original folder, you can copy the e-mail to a new folder, or you can move individual items from a .pst file into their original folder or a new one.

    To copy all archived items from a .pst file back into their original folder:
    1. On the File menu, click Import and Export.
    2. Click Import from another program or file. Click Next.
    3. Click Personal Folder File (.pst). Click Next.
    4. In the File to import box, change the default file name in the path from backup.pst to the name of the archive file you're importing from. Click Next.
    5. Click the folder to import from.
    6. Specify how you want Outlook to handle duplicate items.
    7. Click Import items into the same folder in, and then click the folders with the same name as the folders you're importing from.
    8. Click Finish

    To copy all archived items from a .pst file back into a new folder:

    1. In Outlook, create a new folder to copy the archived items to.
    2. On the Go menu, click Folder List, and then in the Folder List, click File-New-Folder.
    3. On the File menu, click Import and Export.
    4. Click Import from another program or file. Click Next.
    5. Click Personal Folder File (.pst). Click Next.
    6. In the File to import box, change the default file name in the path from backup.pst to the name of the archive file you're importing from. Click Next.
    7. Click the folder to import from.
    8. Specify how you want Outlook to handle duplicate items.
    9. Click Import items into the current folder.
    10. Click Finish.

    To move individual items from a .pst file into their original folder or a new one

    1. On the Go menu, click the Folder List, and then click Archive Folders (or the name you used for the archive location).
    2. Click the folder containing the items you want to move.
    3. Select the items you want to move, and then drag them into their original folders in the Folder List.

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Using Outlook - Attachments

  1. How can I add an attachment to an e-mail I am sending?
    • While you are in the e-mail message, click on Insert at the top and choose Attach File.
    • Browse to the file you would like to add, highlight the file, and choose Insert.

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  2. When I send a message with an attachment, the attachment icon appears in the body of the message.

    If you select the "Rich Text" message format, the attachment icon displays in the message itself, instead of in the message header. One of the main reasons for designing Rich Text, with the attachments in the message body, is for ease of adding descriptions when sending e-mails with multiple attachments. For example, when the attachments are embedded in the message body, it's easy to add an attachment description, then the attachment below and so on.

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  3. How do I remove an attachment from an email?
    1. Open the email in a new window by double-clicking on the email in your email list.
    2. Underneath the Subject line is the Attachment list. Right-click on the attachment you want to remove and click Remove.
    3. When closing the email you will be asked to save changes. Click Yes.

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Using Outlook - Deleting Mail

  1. How do I delete an e-mail message and what happens to it when I delete it?
    1. Select the e-mail message and click on the delete button on the tool bar. Alternatively, you can right click on the message and choose delete.HotKey Shortcut: use Ctrl-D to delete an e-mail message
    2. If you are in the e-mail message, you can click on the delete button on the toolbar and delete the e-mail as well.HotKey Shortcut: use Ctrl-D to delete an e-mail message
    3. When you delete e-mail in your exchange account, it is sent to your Deleted Items folder

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  2. Help! I need to recover an e-mail that I have deleted? What can I do?

    If your Deleted Items folder has not been emptied, you can move the file to any of your other folders.

    If your Deleted Items folder has been emptied, you can use Archive Manager to recover the eMail. To use Archivemanager from the Outlook client, select the Archivemanager folder and select or search for the eMail.

    To use Archivemanager from a remote location, open a browser and go to https://tccremote.tcc.edu . You will be prompted for your TCC logon credentials. After a successful logon, select or search for the eMail.

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  3. Can I permanently delete a message?

    Press Shift + Delete to permanently delete a message. Otherwise, the message will be moved to your "Deleted Items" folder.

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  4. How do I empty the Deleted Items folder?

    To Automatically empty the Deleted Items folder:

    1. On the Tools menu, click Options, and then click the Other tab.
    2. Select the Empty the Deleted Items folder upon exiting check box.

    If you want, turn off notification before automatically emptying the Deleted Items folder. To turn off the notification:

    1. Click the Tools menu
    2. then Options
    3. then click the Other tab
    4. Click Advanced Options.
    5. Clear the Warn before permanently deleting items check box

    To Manually empty the Deleted Items folder:

    1. On the Go menu, click Folder List.
    2. In the Folder List, right-click the Deleted Items folder, and then click Empty Deleted Items Folder on the shortcut menu.

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Using Outlook - Editing and Composing Mail

  1. How do I change the message format to view e-messages sent in Rich Text format to Plain Text or HTML?

    With the message open, on the Format menu, click the format you want to use (Plain Text or HTML).

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  2. Can I add stationary to the background?
    1. From the main Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
    2. In the Compose in this message format list, click HTML.
    3. Click Stationery and Fonts.
    4. Personal Stationery is displayed. Click on the Theme button. You can scroll through the existing themes or stationary and highlight the one you want.
    5. Click OK to get back to Mail Format tab.
    6. You can also click the font buttons and go through the options for New Mail Messages, Replying and Forwarding Messages, and Composing and Reading Plain Text messages.
    7. Click OK to complete your request.

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  3. Can I change the format of the all the e-mails I am sending?

    Yes, you can change the default format of all mail sent.

    1. On the Tools menu, click Options, and then click the Mail Format tab.
    2. In the Compose in this message format list, click the format you want.

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  4. What if I want to change the format of a particular message?

    You can change the format of a single e-mail message. From the main Microsoft Outlook window, on the Actions menu, point to New Mail Message Using, and then click the format you want to use. If you have already started a new message, select Options, on the ribbon bar look for Format, then choose your preferred format.

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  5. How do I set up an email template/message form in Outlook?

    You can use e-mail templates to send messages that include information that doesn't change from month to month. You can compose and save a message as a template, and then use that template every time you need it. Just add any new information before sending the template as an e-mail message.

    To create an e-mail template
    1. Start a new email message.
    2. When the new message opens, give it an appropriate subject and compose your content. Leave space for variable information that will be added when you send the message.
    3. On the Office Button, click Save As.
    4. In the Save as type list, click Outlook Template, and then click Save.

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Using Outlook - Folders

  1. How can I add additional folders to my folder list?
    1. In the Folder List, highlight the folder (e.g., Inbox or Tasks) in which you want to create the new folder. If the Folder List is not visible, from the Go menu, select Folder.
    2. From the File menu, select New, then Folder. Alternatively click on the down arrow next to the New button and choose Folder.
    3. When prompted, enter a name for the folder in the "Name:" field.
    4. In the "Folder contains:" field, specify the type of items you want the folder to store. By default, the new folder will contain the same type of items as the folder it is created in. Use the drop-down menu to choose one of the following: Calendar Items, Contact Items, InfoPath Form Items, Journal Items, Mail and Post Items, Note Items, or Task Items.
    5. If you would like to create the folder in a different location, highlight the appropriate folder. If the new folder should be an upper level folder, click on Mailbox-User Name.
    6. Click OK.

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  2. How can I move e-mail messages to another folder?
    1. Select the item you want to move.
      • To select adjacent items, click the first item, and then hold down SHIFT and click the last item.
      • To select nonadjacent items, click the first item, and then hold down CTRL and click additional items. To select all items, click the Edit menu, and then click Select All.
      • Note Changing the view for items can make selecting specific items easier. For instance, if you want to view messages received in the last seven days, in the folder containing the messages, click View, point to Current View, and then click Last Seven Days. Select the messages you want from the view.
    2. Click Edit, then Move to Folder and then click the name of the folder you want to move the item to. The list is created from previous folders you have moved items into.
      • If the folder you want isn't listed, click Move to Folder, and then click the folder.
      • Alternatively you can drag and drop the e-mail message into the appropriate folder.
      • If you have the email message open, you can click Move to Folder, and select the folder you wish to move the message to in the drop down list.

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Using Outlook - Rules

  1. How can I use rules to manage my incoming mail?

    Rules help you manage your e-mail messages by performing actions on messages that match a specific set of conditions. After you create a rule, Microsoft Outlook applies the rule when a message arrives in your Inbox or when you send a message. For example, you can automatically:

    • Forward to your manager all messages sent by an individual when they arrive in your Inbox.
    • Assign a specific category to all messages you send that have a key word in the Subject box.
    • Flag each meeting request or meeting update you receive from your manager.
    Rules fall into two general categories: notification and organization.
    • Notification rules alert you in some way when you receive a particular message. For example, you can create a rule that automatically sends an e-mail message to your mobile telephone when you receive a message from a family member.
    • Organization rules perform one or more actions on a message. For example, you can create a rule that moves certain messages to a folder or flags them for follow-up on a particular day.

    You can also run one or more of your rules manually. Running rules manually allows you to selectively apply them to messages already in your Inbox or in another folder. You can add exceptions to your rules for special circumstances, such as when a message is flagged for follow-up action or is marked with high importance. A rule is not applied to a message if any one of the exceptions you specify is met.

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  2. How can I create a rule?

    There are several types of rules you can create. Below are instructions for a few of them. If you have multiple e-mail accounts, "me" refers to the e-mail address of any of your accounts, not just the account that is currently active.

    1. Create a rule from a template or from scratch
    2. Create a rule based on a message in a folder
    Create a rule from a template or from scratch
    1. In the Navigation Pane, click Mail.
    2. On the Tools menu, click Rules and Alerts.
    3. If you have more than one e-mail account, in the Apply changes to this folder drop down list, click the Inbox you want.
    4. Click New Rule.
    5. Do one of the following:
      • Use a template with pre-specified actions and condition; Select the template you want.
      • Create the rule by specifying your own conditions actions, and exceptions (this option is not available when you create a rule for a public folder). Click Start from a blank rule. Under Start from a blank rule, select Check messages when they arrive or Check messages after sending, and then click Next.
    6. Select conditions and actions. Follow the rest of the instructions in the Rules Wizard.

    If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in " folder" check box on the last page of the Rules Wizard.

    To have this rule apply to all your e-mail accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard.

    If you want to run a rule periodically but not all the time, do the following:
    1. On the Rules and Alerts dialog box, turn the rule off by clearing the check box next to the rule.
    2. Click Run Rules Now.
    3. In the Run Rules Now dialog box, under Select rules to run, select the check box next to the rule you want to run.
    4. Select the folder that you want to apply the rule to.
    5. Select the category of messages that you want to apply the rule to. For example, you can apply the rule only to unread messages in a folder.
    6. Click Run Now.
    Create a rule based on a message in a folder
    1. Open the folder that contains the message.
    2. Right-click the message you want to base a rule on.
    3. Click Create Rule.
    4. In the Create Rule dialog box, select the conditions and actions you want to apply.
    5. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

    To run the rule as soon as you have created it, select the Run this rule now on the messages already in "folder" check box on the last page of the Rules Wizard.

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  3. Is there a limit to the number of rules I can create?

    The number of rules you can create is limited by size. You can have 64KB of rules. Because the size of each rule varies, the number of rules you can have usually works out to between 40 and 50.


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Using Outlook - Searching Mail

  1. Is there a way to search within my e-mail?

    Instant Search

    You can search for Outlook by using Instant Search, which searches for items based on a word or phrase they contain. By default, Outlook searches only the current folder (excluding subfolders). However, you can specify which folders you want to search on your computer or on a network.

    Outlook displays the results of a simple text search in the same view as the current folder. This means you can sort, group, and otherwise change how the results look, just as you do for any folder view. You can open an item or file in the search results list, and you can preview e-mail messages, meeting requests, task request, notes, and document comments.

    To use the basic search function, go to Tools|Instant Search and choose Instant Search.
    Advanced Search

    You can search Outlook for items or files saved in Outlook folders using criteria other than a word or phrase, and you can target your search to specific fields. For example, you can search for all the messages from your manager that were sent only to you. Or, you can search for all messages that are over a certain size or that contain attachments. To do these types of searches, use Advanced Find. Outlook displays the results in the Advanced Find dialog box, where you can open an item or file that's listed. You can also save the search criteria to reuse.

    To use the advanced search function, go to Tools|Instant Search and choose Advanced Find.
    Defined Criteria Search

    If you frequently search for the same type of e-mail messages, consider using a Search Folder. For example, you can locate all unread items across all of your mailbox folders in the Unread Mail Search Folder.

    Search Folders are virtual folders that contain views of all e-mail items matching specific search criteria. The e-mail messages shown remain stored in one or more Outlook folders. Once you have set up a Search Folder, each time you view it the view is updated with items in your mailbox that match the criteria.

    To customize a search folder:
    1. In the Navigation Pane, right-click the Search Folder and choose New Search Folder
    2. Select a search folder and click OK.
    3. To change the items the search folder contains, right-click the search folder and choose Customize this Search Folder.
    4. Click Criteria.
    5. Select the options you want.


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Using Outlook - Sending Receiving and Forwarding Mail

  1. How do I create a new e-mail message and send it?
    1. If you are in the Mail directory in Outlook, click on the New button to create a new e-mail message. If you are NOT in the Mail directory, click on the down arrow next to the New button and choose Mail Message. HotKey Shortcut: use Ctrl-N at any time to create a new e-mail message.
    2. Enter the e-mail address of the recipient in the To field. To look through the Global Address List (GAL) or your Contact List, click on the To field. If your Contacts are not an options, please refer to Contacts FAQ 22. HotKey Shortcut: use Alt-. (period) to look through the GAL or Contact List.
    3. When you are ready to send the message, click the Send button.

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  2. How can I save a message that still needs work so I can modify it and e-mail it out later?
    1. Click on the save button in your e-mail message and a copy of the e-mail will be saved to your Drafts folder. HotKey Shortcut: use Ctrl-S to save a draft message.
    2. The message can be closed by clicking on the X in the top right corner or by clicking on File and then Close.
    3. Once you are ready to start working on the e-mail again, click on the Drafts folder in your folder list.
    4. Then double click on the e-mail message to open it. Make the appropriate changes and then send the request.

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  3. How do I reply to a message? How do I reply to all recipients?
    1. Select the message you want to reply to.
    2. To reply to only the sender, click Reply.HotKey Shortcut: use Alt-R to reply to the sender.
    3. To reply to all of the recipients, click Reply to All.
    4. Click Send once you have composed your message.

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  4. How do I forward a message?
    1. Select the message you want to forward.
    2. Click Forward. HotKey Shortcut: use Ctrl-F to forward a message
    3. Enter recipient names in the To , Cc , and Bcc boxes. To select recipient names from a list, click the To, Cc, or Bcc button.
    4. Click Send once you have composed your message.

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  5. How do I specify which e-mail account to use when sending an e-mail?

    If you have set up multiple e-mail accounts in Microsoft Outlook, you can specify which account to use when sending a message.

    1. In the message, click Account.
    2. Click the account you want to use.

    By default, e-mail is sent by using the account that you designate as the default in the Accounts Settings dialog box (Tools menu, Account Settings command). For example, your default account may be your work e-mail account, but you can choose to send a message from another e-mail account, such as your personal Internet service provider (ISP) account.

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  6. Why am I receiving e-mail saying that a message has been opened by the recipient?

    In Outlook, you may receive notification that a message you sent has been read, otherwise known as a "read receipt". If you do not wish to be notified when a message that you send has been received or read, you can change these options by following the appropriate steps below:

    1. From the Tools menu, select Options.
    2. Under the Preferences tab, click E-mail Options.
    3. Click Tracking Options.
    4. Uncheck the boxes under For all messages I send, request and then click OK.

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  7. How to enable read receipts for all e-mail sent?
    1. From the Tools menu, select Options.
    2. Under the Preferences tab, click E-mail Options.
    3. Click Tracking Options.
    4. Check the box labeled Read Receipts under For all messages I send, request and then click OK. If you would also like to be notified of delivery of the e-mail message, check the Delivery Receipts box.

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  8. How do I postpone delivery of my mail? What happens to the message when I queue it for future delivery?

    To queue a message for delivery in the future, create the message and then:
    1. Click on Options (from the e-mail message menu bar) and choose Delay Delivery in More Options. Check the Do not deliver before: box.
    2. Set the date and time that you want the message delivered and then click the Close button.
    3. Click the Send button, even though the message will be sent in the future.
    4. The message is moved to your Outbox.
      • If you open your Outbox, you will see the message summary in italics. Notice that the Sent date is the date/time you clicked the Send button to queue the message - not the date/time it's actually going to be sent.
      • If, for any reason, you open a message that is queued for future delivery you will need to click the Send button again; otherwise it will no longer appear in italics in your Outbox - nor will it ever be sent.
    5. The message will move to your Sent folder when the future date/time arrives. The message will still retain the original date, but when the recipient opens the message, the future date/time is displayed.
    6. Outlook must be running for the email to send. This is a client setting and the email message will be saved locally until it is sent.

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  9. How do I find E-mail Addresses when I am creating a new e-mail message?
    1. Click on the To button. By default, you will be searching the global address list ( The Global Address List contains the names and e-mail addresses of everyone in your organization). If you need to send e-mail to one of your Contacts, choose Contacts, from the drop down list. Type in the name or highlight the name, and then click on the To button and the name will be added to the To: field. If you want to carbon copy (cc:) or blind carbon copy (bcc:), click on the appropriate button.
    2. Once you have added all the names from your address book, click OK.

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  10. How do I send e-mail to more than one person?

    You can enter multiple e-mail addresses in the To, CC:, or BCC: fields. E-mail addresses can be separated by a semicolon ( ; ). If you send e-mail to the same group of people frequently, you can create a distribution list.

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  11. How do I create a distribution list?
    1. On the File menu, point to New, and then click Distribution List.In the Name box, type the name of the distribution list.
    2. Click Select Members to add users from your address book.
      • In the Address book drop down list, click the address book that contains the e-mail addresses you want in your distribution list.
      • In the search box, type a name you want to include. In the list below, select the name, and then click Members. (You can also highlight the names of the individuals). Do this for each person you want to add to the distribution list, and then click OK.
      • To add users that are not in your address book, click on the Add New button. Type in the person's name in the Display Name field and his/her e-mail address in the E-mail Address field. Click OK.
      • Click on the Save and Close button to create the distribution list.

    If you want to add a longer description of the distribution list, click the Notes tab, and then type the text. The distribution list is saved in your Contacts folder by the name you give it.

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  12. Can I create a distribution list from an email message that I have received?

    In the e-mail message you want to copy the names from, highlight the names in the To or Cc box.

    1. Right-click and select Copy.
    2. On the File menu, point to New, and then click Distribution List.
    3. In the Name box, type a name for the distribution list.
    4. Click Select Members.
    5. In the Members field, right-click, and then choose Paste and then OK.
    6. Click on the Save and Close button to create the distribution list.

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  13. How do I send email to my distribution list?

    To send e-mail to the distribution list, type the name of the distribution list in the To field. Alternatively, you can click on the To button and choose the name from your Contacts address book.

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  14. Can I send e-mail to a group of people and have their replies sent to someone else?

    Yes, you can send an email and specify a Reply To address?

    1. Create a message.
    2. Click Options.
    3. Under Delivery options, select the Have replies sent to check box.
    4. Type the name of another person, or click Select Names to select from a list (you cannot have replies sent to a distribution list).

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  15. How do I re-send a message?

    Open the message in your "Sent Items" folder and then choose Other Actions | Resend This Message.

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  16. When I try to reply to a listserv, my response is automatically sent to the entire list. Can I respond to original sender only?

    In order to respond to the original sender, you will need to delete the e-mail address in the To: field and type in the sender's e-mail address.

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  17. I am sending a survey to several users and I need a Yes/No commitment from them? Can I use Outlook to track their responses?

    Yes. Outlook 2007 does have the option to add voting buttons to an e-mail message and it allows you to track who has responded and what their response was.

    To add the voting option to your e-mail, create a new message. In the Menu bar, click on Options and More Options. In Tracking, select the box Use Voting Buttons. This may be accessed from the message menu by going to Options and opening the Message Options dialog box. Under Voting and Tracking Options, check the Use Voting Buttons box. There are several default responses. If these do not meet your needs, you can create your own by deleting the existing responses and typing in new ones. Be sure to separate each response by a semicolon.

    Once you have entered the criteria, you can also request a delivery receipt of this message and/or a read receipt of this message. If you would like either of these, check the appropriate box.

    Choose Close to save the changes.

    In order to vote, users must be using Outlook 2003 or 2007. Open the e-mail message and click on the button with your response and send the response.

    To Track the responses, open the original message you are tracking. This message is usually located in the Sent Items folder. Click the Tracking tab. By default, responses that do not contain comments are recorded in the original message, and responses that contain comments are kept in the Inbox. You can have Microsoft Outlook automatically delete the blank responses.

    You will also receive an e-mail each time a user responds. If you need to, you can copy and paste the responses into Excel.

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  18. I'd like to copy myself on all e-mail that I send. Is there an option in Outlook to do this?

    You can create a rule to allow this function.

    Click on Tools | Rules and Alerts. On the E-mail Rules tab, Select New Rule.
    Choose Start from a Blank Rule | Check messages after sending. Click Next.
    Which Conditions do you want to check?
    1. Select Condition
      • Check the box through the specified account.
      • Click Next
    2. Select Actions
      • Click on the specified account link and enter Microsoft Exchange Server in the Account field. Click OK.
      • Click Next.
      • What do you want to do with the message?
      • Check the box Cc the message to people or distribution list.
      • Click on the people or distribution list link and choose your name and click To or type in an e-mail address in the To field. Click OK. Click Next.
    3. Select Exception
      • If you want to apply any exceptions, do so on the next screen (Are there any exceptions).
      • Click Next.
    4. Finish Rule Setup
      • Choose a name for the rule and check the box Turn on this rule. Click on the Finish button and then the OK button.
      • This is a client only rule and will only run when Microsoft Outlook is in use.

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  19. How do I create a reminder to reply to an important e-mail?

    Open the e-mail message. Click the Follow-Up flag on the Toolbar. Choose the type of flag by the color of the flag. To specify due date and time, select Custom and then select Reminder box and adjust time. Click OK. You will be reminded when the project becomes due.

    Alternatively, you can right click on the flag in your Inbox (next to the e-mail message) and set the reminder.

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  20. I need to flag really important e-mails. How do I do that in Outlook?

    The important ! indicator is available to you on the message's toolbar and is a fast way to let recipients know that you have sent them an important message.

    A message flag can mark that message and make it easy to scan the Inbox and find it again, either as a reminder for you or to catch a recipient's attention. To flag a message, click on the flag, click on the categorize icon in the toolbar (it will appear as small colored squares), and choose the color. You have six colors to choose from. You can designate one color to indicate important messages in your Inbox. You can even set a reminder with the flag - to remind you to reply to or act on the message.

    To easily find all the flagged items in your Inbox, in the Navigation Pane, under Favorite Folders, click the For Follow Up Search Folder. You can also create a Search Folder to hold all items marked important.

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  21. How do I recall a message?

    Open the message in your "Sent Items" folder and then choose Actions | Other Actions | Recall This Message.

    This feature requires you to use a Microsoft Exchange Server e-mail account. The recipient of the mail you want to recall must also be using an Exchange server e-mail account. For example, you cannot recall a message sent to someone's personal ISP e-mail account.

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  22. If I recall a message, will my recall be successful?

    The success or failure of a recall depends on the several issues, including whether the recipient has read the message and the recipient's settings in Outlook.

    • If the original message has not been read, then original message is deleted and the recipient is informed that you, the sender, deleted the message from his or her mailbox.
    • If the original message is marked as read (viewing in the Reading Pane doesn't constitute reading in this scenario) when the recall message is processed, the recipient is informed that you, the sender, want to delete the message, but the message remains in the recipient's Outlook folder.
    • On the recipient's computer, Process requests and responses on arrival is selected in the Tracking Options
    • For additional information on recalling email message, go to Microsoft's Online help.


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Using Outlook - Sharing and Delegates

  1. What is Delegate Access?

    Just as you might have an assistant who helps you manage your incoming paper mail, Microsoft Outlook provides similar functionality by making it possible for you to give another person access to your Inbox and any other Outlook folder you want. The process of granting someone permission to open your folders, read and create items, and respond to requests for you is called delegate access.

    As the person granting permission, you determine the level of access the delegate has. You can give a delegate permission to read items in your folders, or to read, create, modify, and delete items. You can give a delegate permission to send mail and to respond to mail on your behalf. The delegate can also organize meetings on your behalf and respond to meeting requests and task requests sent to you. By default, if you grant someone access to your folders, that delegate has access to the items in the folders, except items marked private. You must grant additional permissions to allow access to private items.

    If you want to use the Delegate Access feature, your mail must be delivered to your mailbox on the server, not to a personal folders file on your hard disk.

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  2. How can I set up someone to be my delegate?

    Step 1: Add the user as a delegate
    1. On the Tools menu, click Options, and then click the Delegates tab.
    2. Click on the Add button and then type in the name or highlight the designee and click on Add. Then choose OK.
      • Choose the permission level for each type of activity.
    3. If you would like the delegate to receive an e-mail summarizing these permissions, check the Automatically send a message to delegate summarizing these permissions box at the bottom.
    4. If you want to allow the delegate to see your private items, check that box as well.
    5. Click on OK.
      • You can also choose to have your meeting requests and responses sent only to your delegate and not to you. Select this box on the delegates tab to enable this function
    Step 2: Share your Exchange mailbox
    1. On the Go menu, click Mail.
    2. Under All Mail Folders, right-click your Exchange mailbox.
    3. This usually appears as Mailbox - user name
    4. Click Change Sharing Permissions.
    5. Click on the Add button and type in or highlight your designate. Then click Add and choose OK.
    6. Check the boxes for the appropriate permission levels and then choose OK.
    Step 3: Share any mail folders (optional)
    1. On the Go menu, click Mail.
    2. Under All Mail Folders, click the + to expand your Exchange mailbox.
    3. Right click on the folder that you wish to share.
    4. Click Add.
    5. Make sure the Show Names from the: box is set to Global Address List. Note that you can only share folders with users in the GAL.
    6. Choose the user(s) with whom you wish to share this folder.
    7. Select the permission level.
    8. Click OK

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  3. How can I change a delegate's permissions?
    1. On the Tools menu, click Options, and then click the Delegates tab.
    2. Click the delegate you want to change permissions for, and then click Permissions.
    3. Change the permissions for any Microsoft Outlook folder that the delegate has access to.
    4. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

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  4. What are the different delegate permissions?

    The levels of permission that a delegate can be granted are as follows:

    • Editor-Create, read, modify, and delete all items and files. Includes send-on-behalf-of permission
    • Author-Create and read items and files, and modify and delete items and files you create. Includes send-on-behalf-of permission
    • Reviewer-Read items and files only.
    • None-You have no permission. You can't open the folder.
    Note With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.

    If a delegate needs permission to work with meeting requests and responses only, the manager can select the user on the Delegates tab ( Tools menu, Options command), click Permissions, and then select the Delegate receives copies of meeting requests and responses to me check box. The manager does not need to grant permission to their Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to the manager's Calendar folder, because once they respond to the meeting on behalf of the manager, the meeting is automatically added to the manager's Calendar folder.

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  5. I am a delegate for another Exchange user. How can I add the folders (mailbox, calendar, contacts, etc.) that they've shared with me to my Outlook folder list?

    If you are a delegate for another user, you may want to add their account to your client for quick access. You must have been granted at least reviewer permission on a folder to open it and see it in your Folder List.

    1. On the Tools menu, click Account Settings, select Email tab.
    2. Highlight Account and click Change, and then click More Settings.
    3. Click the Advanced tab.
    4. Click Add, and then type the account name of the person whose account you want to add to your user profile. If you do not know the account name of the person, contact your administrator.

    Once you have added his/her account to your profile, their account name should appear in your folder list. Go to the folder list in the Mail view and click on the + to expand the folder. If you get an error message, that user has not properly shared his/her account with you.

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  6. How do I send e-mail on behalf of my supervisor?
    1. On the File menu, point to New, and then click Mail Message. Note Even though you can click From and select any name from the Global Address Book, you are allowed to send a message only on behalf of someone who has granted you that permission.
    2. In the From box, type the name of the person you are sending on behalf of. You can also click on the From button and select the name you are sending on behalf of. If you leave the box blank, the message is sent from you.
    3. If you do not see the From button and box, on the Options tab, in the Fields group, click Show From.
    4. Add recipients, a subject, and the contents of the message as you normally do.
    5. Click Send.

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  7. When I work as a Delegate for my boss, where do messages I send on the boss' behalf go?

    When you are working as a delegate, messages that you send go into YOUR "Sent Items". The same is true when you are working as a delegate and delete a message; it goes into YOUR "Deleted Items", not your bosses.



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Using Outlook - Signatures and vCards

  1. Can I create canned e-mail messages for the responses that I send frequently?

    If you find that you repeatedly send the same message, you may want to create a Signature file in Outlook. You can create a signature containing any information which will remain constant, save the signature, and then use the signature to send a new message or to reply to a message. NOTE: In order to select between multiple signatures, you must create a default signature file (e.g., a business, personal or even blank).

    Once you are in the e-mail message, choose Insert from the menu bar and then choose Signature. Choose the appropriate signature to add to the e-mail message.

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  2. How do I create a signature file?
    1. Choose Tools | Options, click on the Mail Format tab and then click on the Signatures button.
    2. Click the New button.
    3. Enter a name for your new signature (e.g., "invite")
    4. Enter any text in the Signature text box that will not change. Note: you may also change the message font and style if you would like.
    5. Click the OK button to return to the Options menu.
    6. Note: You must set default signatures for Signature for new messages and signature for replies and forwards. Click the OK button.

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  3. How can I send e-mail using different signature files?
    1. Create a new message.
    2. Choose Insert from the menu bar and then click on Signature.
    3. Choose the appropriate signature to add to the e-mail message.
    4. Click the Send button.

    You can also reply to an e-mail with a signature using the same procedure

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  4. I need to update my signature file. How do I change it?
    1. Select Tools | Options, click on the Mail Format tab and then click on the Signatures button.
    2. Select the signature file you want to modify.
    3. Make any changes below in the Edit Signature box and then click OK.
    4. Click on the OK button.
    5. Click on the OK button.

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  5. I'd like to add my vCard to my signature file. Can I do this?
    1. On the Tools menu, click Options, and then click the Mail Format tab.
    2. Click Signatures.
    3. Do one of the following:
      • Add a vCard to an existing e-mail signature-In the Signature list, select a signature to edit.
      • In Microsoft Office Outlook 2007, click Business Card, select the contact that you want to add, and then click OK two times to complete the signature entry.
    1. Add a vCard to a new e-mail signature-Click New.
    2. In the Enter a name for your new signature box, enter a name.
    3. In the Signature text box, type the text you want to include in the signature. You can also paste text into this box from another document.
    4. To change the paragraph or font format, select the text, click on the Personal Stationery tab, and then select the options you want. These options are not available if you use plain text as your message format.
    5. Click Business Card, select the contact that you want to add, and then click OK two times to complete the signature entry.

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  6. How can I remove my signature file?
    1. Select Tools | Options, click on the Mail Format tab and then click on the Signatures button.
    2. Select the signature file you want to delete, and click the Delete button.
    3. When prompted ' Are you sure you want to delete the selected signature? All e-mail accounts using the signature will no longer have a signature'. Click the Yes button.
    4. Click the OK button.
    5. Click the OK button.


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Using Outlook - Sorting and Viewing Mail

  1. How can I change the way the messages are sorted?

    The default arrangement used to view messages is the Date arrangement. You can switch to any of the other predefined arrangements by following the steps below.

    1. On the View menu, click Arrange By.
    2. Click the arrangement you want.
    3. To customize the arrangement you just applied, on the View menu, click Arrange By, and then click Custom, and then select the options you want.

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  2. What is the Reading Pane?

    You can preview items in your Inbox without opening them by using the Reading Pane - just click the message to display the text of the item. In the Reading Pane, you can also open attachments, follow a hyperlink, use voting buttons, view the follow-up information in the Infobar, and respond to meeting requests.

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  3. Is the Reading Pane Secure?

    You can view messages safely in the Reading Pane. Potentially malicious scripts or attachments are not activated or opened automatically in the Reading Pane. Although most malicious attachment types are blocked by Outlook, messages and attachments from unknown or unsolicited senders should always be treated with caution.

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  4. How can I turn the reading pane on and off in Outlook?

    To turn on the reading pane: On the View menu, point to Reading Pane, and then click Right or Bottom.

    To turn off the reading pane: On the View menu, point to Reading Pane, and then click Off.

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  5. How do I view the full headers of an e-mail I received?
    1. Open a message.
    2. On the menu bar, click Options.
    3. The header information appears under Delivery options in the Internet headers box.
    OR
    1. In your mail view, right click on the message in the message list.
    2. Choose Message Options. The headers show up at the bottom of the screen.
    Note: Mail sent through the Exchange system (from one UT Exchange user to another) will not have any headers as such.

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  6. When I receive e-mail in Outlook, the text is wrapped - how can I prevent this?

    Choose Tools | Options | E-mail Options and select Remove extra line breaks in plain text messages. Or, on a message by message basis, you can click on the gray bar at the top of the message that says 'Extra line breaks in this message were removed.' and select ' Restore line breaks'.

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  7. How can I set Outlook to automatically download and open pictures when I open an HTML e-mail message?

    Choose Tools | Trust Center | Automatic Download | and de-select Don't Download pictures automatically in HTML e-mail messages or RSS Items. NOTE: this applies to all messages that you receive. If you would like to only download pictures from certain senders, you can add the sender to your Safe Senders list.

    1. Right click on the message.
    2. Select "Junk E-mail".
    3. Select "Add Sender to Safe Senders List". The pictures will show in e-mails from that sender.

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  8. Can I change the default format of the e-mail messages I receive?

    By default, Microsoft Outlook will display the e-mail message in the format that the sender selected. You can have Microsoft Outlook automatically display messages that you open in plain text instead.

    1. On the Tools menu, click Trust Center, and then click Email Security.
    2. Under Read as Plain Text select the Read all standard mail in plain text check box.

    Forcing a digitally signed message that is not in plain text format to be read in plain text will prevent the digital signature from working. You will be able to read the message, but the process for verifying the signature, knowing who the sender is, and whether or not the message has been altered will not work. To include messages signed with a digital signature, select the Read all digitally signed mail in plain text check box.

    If you decide you want to view the plain text message in its original format, click the InfoBar, and choose either Display as HTML or Display as Rich Text.

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  9. How do I get long URLs to appear as hyperlinks in Outlook and other e-mail clients?

    If you see a long web link in an e-mail message, always look for a stray bit of text on the line below-that text may be part of the link.

    E-mail programs wrap long lines of text to fit the screen and the text is auto-converted into a clickable link. Unfortunately the conversion only detects a single line of the web link-anything that has been wrapped to the second line is ignored.

    You will need to copy the link into the address bar of your web browser, copy the extra text on the second line and paste it at the end of the link in the address bar and press Enter.

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