[ Team LiB ] Creating and Editing Email Creating and editing messages

[ Team LiB ] Creating and Editing Email Creating and editing messages is a fairly simple task with either Word or Outlook as your email editor. 1. Open a new message form by selecting File, New Message or select a received message and choose Reply 2. Begin typing in the message body. The Outlook editor has simple word processing features, whereas Word editor enables you to use all of Words features. 3. When youre finished, click the Send button or use the keyboard shortcut, Ctrl+S. That was easy, but youll probably want to configure spell checking, fonts, and other options....
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[ Team LiB ] Creating and Editing Email Creating and editing messages[ Team LiB ]Creating and Editing EmailCreating and editing messages is a fairly simple task with either Word or Outlook as youremail editor. 1. Open a new message form by selecting File, New Message or select a received message and choose Reply 2. Begin typing in the message body. The Outlook editor has simple word processing features, whereas Word editor enables you to use all of Words features. 3. When youre finished, click the Send button or use the keyboard shortcut, Ctrl+S.That was easy, but youll probably want to configure spell checking, fonts, and otheroptions.Spelling has its own tab on the Tools, Options dialog (see Figure 5.6). Things to considerwhen enabling the spelling options include • Always Check Before Sending is not necessary if you use the Word editor and enable Spell Check As You Type. • Ignore Original Message Text in Reply or Forward fails if you reply to a plain text message and use the option to prefix the original message. Figure 5.6. Configure your spelling and AutoCorrect options using the Tools, Options, Spell Check dialog.Outlooks editor supports some AutoCorrect features, but they only work for plain textand RTF messages, not HTML. Changes to the AutoCorrect settings in Outlook do notaffect the AutoCorrect settings in Word, enabling you to use different configurations ineach program. Use Ctrl+Z to undo AutoCorrects changes.Configure the fonts used on new messages, replies, and plain text messages in Tools,Options, Mail Format, Fonts (see Figure 5.7). You can configure these settings from anew message form when using Word as your editor by choosing Tools, Options, General,E-mail Options. Figure 5.7. Choose the fonts and colors used when composing and replying to messages. The plain text font also affects the font used in the Reading Pane.Using StationeryIf youd like to send a graduation or birthday wish on pretty stationery instead of a drabwhite note, choose Actions, New Mail Using, More Stationery and select from the list ofinstalled HTML stationeries. Choosing Get More Stationery opens your Internet browserto the Office downloads site at Microsoft.com with the currently available stationerylisted.You arent limited to using Microsoft stationery; in fact, many other Web sites haveprettier stationery available. You can use your favorite search engine and the keywordsoutlook stationery to find these sites, including thundercloud.net. Any stationery created for Outlook Express also works with Outlook.You can save your downloaded stationery to the stationery folder, located atC:Documents and SettingsusernameApplication DataMicrosoftStationery or save it toany folder you prefer. When its saved to the Stationery folder, its listed in the stationerypicker. Or you can use Insert, File to browse for the stationery and use Insert as Text.You can create your own stationery using any HTML editor or save existing messages asstationery using File, Save As and choosing HTML. Sending messages with stationery can result in very large email messages. Avoid using stationery when you email people who have a dial-up account.Creating HTML MessagesMany people leave Outlook configured to send HTML email, but rarely use any specialHTML formatting, even though both the Outlook editor and Word offer basic HTMLediting functionality via the Formatting toolbar (see Figure 5.8). Figure 5.8. Use the tools on the Formatting toolbar to create simple HTML messages.If you want to create complicated HTML messages or stationery, youll probably want touse an HTML editor.Using RTF FormattingRich text formatting should only be used in-house, where everyone uses Exchange Serverand Outlook because other email clients do not support it and Outlook converts RTF toHTML when sending a message to an Internet address. Using Outlooks editor and HTML as your default format, you first need to switch to Format, Plain Text, and then select Rich Text, which is also on the Format menu. The Outlook editor cant switch between HTML and rich text.RTF is required to use voting buttons, meeting or task requests, and to send hyperlinks tofiles using the Insert command.As with HTML, RTF supports font formatting such as different size fonts, multiple colorsof text, and background colors.Adding Signatures to Your EmailOutlook can be configured to automatically add a block of text to your outgoingmessages. Each email account in your profile can have a different block of text, orsignature, and you can create one signature for new messages and a different one forreplies and forwards.Task: Create a SignatureBefore Outlook can add a si ...