Office of Information Technology Training & Development Outlook 2007 Advanced

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Section 4: Using E-Mail Features

Lesson 4.1: Mail Formats

So far, we have been working with mail messages in HTML format. Although this format offers the most features, there will be times when you want to use other formats. In this lesson, we will discuss the three formats available to you: HTML, RTF, and plain text.

Switching Between Formats

To switch between formats, click the Options ribbon in a new mail message. Then, click the option you want to use.

The current type of formatting will be highlighted in orange and will be indicated in the title bar.

About Plain Text

This is the plain Jane of the three formats.

You’ll still have message options and the options to attach message. You’ll also have some Word-specific options like spelling and grammar check. However, all formatting options (including font style, size, and color, bullets and numbering, themes, graphics, and tables) are disabled.
The great thing about plain text is that everyone you send e-mail to will be able to read it, regardless of what program they use to read e-mail. The price of that is that your message will be very plain.

About Rich Text Format

Rich Text Format, as you might imagine by its name, is a richer way to write text messages. All of the formatting options are available, including stationery, themes, font styles, bullets and numbering, and graphics. What makes this format unique is that pictures are embedded in rich text messages rather than attached.

The main difference with Rich Text Format is how it’s encoded. You will never see or be made aware of this coding, but just remember that it is a proprietary Microsoft format, so people who don’t use Outlook may not be able to read your e-mail.

About Hyper Text Markup Language (HTML)

This is the same formatting used to create many Web pages. It’s just as flexible as Rich Text format, so it has all the formatting options we’ve been talking about in this lesson. However, your attachments will show up as attachments (rather than in the body of the message). This format is also much more commonly used than Rich Text format, so most people should be able to receive and view your message in its proper format.

Lesson 4.2: Changing Message Options

In the last lesson, we learned how to standardize your messages. In this lesson, we’ll learn about special tools that can be used in special situations, such as if your message requires follow-up, is high priority, needs to be blind carbon copied, or you need confirmation that it was read.

Setting Message Priority

To set a message’s priority as high or low, simply click the appropriate icon on the Message ribbon.

When the messages arrive, they will be marked with the same icon.

Note that messages with priority are automatically marked for follow-up today. (See the next concept.)

Marking a Message for Follow-Up

If you want to remember to follow-up on a message that you have sent, click the Follow-Up command on the Message ribbon and click a day.

You can also click the Add Reminder command to have Outlook actively remind you on the date of the follow-up. To add a follow-up flag for recipients, click the Flag for Recipients command. (Note that this typically only works when the recipient is also using Outlook.)

In this dialogue, you can create a custom flag for yourself or recipients. Once your options are set, click OK to apply them.

To set follow-up reminders on a message that you have received, right-click it in the inbox. Then, choose Follow-Up and choose an option.

Note that you can also clear the flag or mark the follow-up complete with this menu.

Showing and Hiding Fields

You can also show or hide the BCC or From fields using the Options ribbon.

Simply click the field name once to toggle it on and click it again to toggle it off.
If you’re using Exchange Server, you can use the From field to send messages on another person’s behalf if you have the proper permissions. (See the Advanced level of this course for more information.) With the BCC field, you can carbon copy a message without the other recipients knowing.
These fields will appear with the To, CC, and Subject fields.

Requesting Delivery and Read Receipts

If you want to know when someone has received or opened an e-mail, use delivery or read receipts. (Note that these features only work when both the sender and the recipient use Outlook. As well, messages with receipts will automatically be marked for follow-up.)

Simply check either of these options to be notified when the recipient has opened the e-mail (for delivery receipts) or read it (for read receipts.)
When the recipient opens a message with a read receipt, they will be prompted to confirm whether or not they want to send confirmation.

If the recipient clicks Yes, the sender will receive confirmation that the message was read.

Note: Delivery confirmations will only be received if both recipients are using Microsoft Exchange Server.

Lesson 4.3: Advanced Message Options

For our last lesson, we’re going to look at some advanced message options. Our topics will include adding voting buttons to a message, changing the reply-to address, delaying delivery, and saving messages outside your Sent Items folder.

Adding Voting Options

To add voting options to your message, click the Options ribbon, click Voting Options, and choose a set of options to add.

You won’t see them in the message, but the recipients will.

Once they click the voting option, they will have the option to send an additional response or just send the vote.

The original sender can then open the original message from their sent items, click the Tracking button, and view vote results.

Changing the Reply-To Address

You can also change the address that messages are sent to. To do this, click the Direct Replies To button on the Options ribbon.

Then, type the address you want replies to go to and click Close.

When the feature is on, the Direct Replies To button will appear in orange.

Simply click the button again and uncheck “Have replies sent to” to turn the feature off.

Delaying Delivery

To send your message at a later time, click the Delay Delivery button on the Options ribbon.

Then, choose the date and time and click Close. (Note that Outlook must be open and your computer must be on at the date and time for the message to send. Otherwise, the message will send the next time you open Outlook.)

Like the Direct Replies To feature, when the Delay Delivery feature is on, button will appear in orange.

Simply click the button again and uncheck “Do not deliver before” to turn the feature off.

Saving Your Message outside Sent Items

If you want to save a sent message outside the default folder, use the Save Sent Item button on the Options ribbon and click Other Folder. (You can also click Do Not Save.)

You can then choose the folder that you want the message saved in.

Section 5: Understanding E-Mail Accounts

Lesson 5.1: Microsoft Exchange Server

Microsoft Exchange Server is a messaging system that provides mail server, e-mail client, and user collaboration features to a business environment. The Exchange Server itself is basically an application that runs on a server operating system (such as Windows 2000 Server or Windows Server 2003). There are two types of Exchange Server (Small Business and regular Exchange, which can come in a standard or enterprise edition) as well as many versions. It’s a great tool for administrators to manage groups of computers.

Many businesses that use Microsoft Exchange Server to manage their e-mail server also ask that employees use Microsoft Outlook to receive e-mail. The two products used together can provide powerful functionality, with extra features like shared folders, delegates, public folders, and the Out of Office Assistant.
In this lesson, we’re going to talk about what an Exchange mailbox will look like in Outlook, how to set one up, and what extra features are available.

How an Exchange Mailbox Works

If you have an Exchange Server mailbox configured in Outlook, Outlook will connect to it and download your mailbox (which typically includes all Outlook data). This is a great feature if you work in an office where you use a different computer every day, because your data will always display as soon as you connect to the server. When you make changes to your Outlook data (like receiving new e-mail or creating new tasks), all of that information is stored back on the server so you can retrieve it the next time you use Outlook. This normally means, however, that you won’t be able to access your e-mail account outside of Outlook at work (for example, from home) unless special provisions are made. It also means if you leave the workplace, your e-mail stays with the company.

Extra Features Available on Exchange

There are many features of Outlook that are designed to work with Microsoft Exchange Server. Some options won’t even be available unless you have a working Microsoft Exchange Server account configured.

Here’s an overview of the most popular options. (We’re not going to get into detail with these items as they will be discussed in the advanced lessons.)

Outlook Web Access (OWA)	A Web site that looks and acts like Outlook and allows you to access your Exchange Server mailbox. This usually only provides the basic features of Outlook.
Public folders	A set of folders accessible to all users of the server. This can be a great place to store data that everyone may need access to, such as a main contacts list, a list of policies and procedures, or vacation schedules.
Out of Office Assistant	A rule that will automatically reply to your e-mail when you are out of the office. You can configure the reply as you like.
Shared folders	With the proper permissions, you can open other users’ folders to view, modify, and delete items.
Group schedules	Create schedules for entire groups of people.
Delegates	This allows another user to send e-mail and perform other tasks on your behalf.
Global Address List (GAL)	A list of users on the server that is accessible to all users. You can usually get to this list using the Select Names box in a new mail message.
Data Management	Recall sent messages or restore deleted items.

Lesson 5.2: RSS

Outlook 2007 adds support for RSS (Really Simply Syndication) feeds to its repertoire of tools. RSS feeds allow you to subscribe to particular Web sites and then get updated feeds. These feeds are great for keeping on top of news, weather, stocks, and more. In this lesson, we’ll learn how to configure and use RSS feeds.

Setting up an RSS Feed

Like e-mail accounts, RSS feeds are set up through the Account Settings dialogue. To open this dialogue, use the Tools – Account Settings command.

Then, click the RSS Feeds tab.

To add a new feed, click the New button.

You will then be prompted for the URL of your feed. (This URL is often available from the site you want to get a feed from.)

Once you click Add, you will be prompted to specify additional options. (Usually, the default settings are fine.)

Once you click OK, the feed and its download location will be viewable in the Account Settings dialogue. Simply close the dialogue to return to Outlook.

How an RSS Feed Looks

Viewing an RSS feed is just like using any other folder. Click the plus sign next to the RSS Feeds folder, and then click the feed that you want to view.

Then, click the specific item that you want to view in the message list. Typically, you’ll see a short summary of the item in the Reading Pane, with instructions on how to view the full item.

How an RSS Feed Works

The way that an RSS Feed works is that the publisher of a Web site posts a special file to their site (hence the need for a Web site address when setting up an RSS feed). When Outlook performs a send/receive, it adds the contents of that file to your RSS Feeds folder as mail messages. This creates a constantly updating information source. If you like, you can even move the RSS messages to your personal folders.

Additional Features

RSS feeds don’t have many special features. You can open them and forward them like other messages. You can also tell right-click on a message to tell Outlook to download the full article:

The article will then appear as an attachment to the message. You can also download the article using the message bar.

Once you have downloaded an article, the command will change to Update Article.

If you’re using Internet Explorer 7, you can click “Share this feed” to add this feed to the Internet Explorer RSS Feed list.

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