MICROSOFT OUTLOOK 2011 SEND AND RESPOND TO S

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1 MICROSOFT OUTLOOK 2011 SEND AND RESPOND TO S Lasted Edited:

2 Send Create a new message... 3 Change the signature in the body,... 4 Change the sending out account... 5 Spell check the Add the Bcc field to create a blind copy... 5 Format message... 6 Set priorities for sending-out messages... 7 Set default Font for new messages... 7 Reply and Forward Reply to a Message... 9 Forward Messages Set up Out of Office Auto-replies Resend a Sent Message The following training document uses information from Microsoft Office Outlook 2011 Help and Lynda.com Lasted Edited:

3 Send Create a new message Click on Mail icon on the View Switcher From the Ribbon, go to Home tab click the button The Message Compose dialog box will display To enter the recipient s address, do one of the following: Enter the destination address or type the first letter of the contact name saved in the Address Book in the To field Click on the Contacts Search button, located on the Home tab of the Ribbon, to open the Contact Search dialog box to search contacts or Global Address Book Click on To button, Cc button or Bcc button to send to one or multiple recipients Lasted Edited:

4 Enter the subject in the Subject filed Type body of message Click the Send button Change the signature in the body, In the message compose dialog box, under the Message tab, next to the Picture button, click on the Signature button Select the different desired signature from the list Lasted Edited:

5 Change the sending out account In the message compose dialog box, click on From Select the different desired account from the list Spell check the In the message compose dialog box, go to Options tab Click on the Spelling button Add the Bcc field to create a blind copy Click on the Mail icon on the View Switcher From the Ribbon. go to Home tab click the button In the message compose dialog box, go to Options tab click on Bcc Lasted Edited:

6 Enter destination addresses or contact names in the Bcc field Format message While creating a message, all formatting options are under the Message tab and some also available under the Options tab There are three type of formatting in Options tab HTML/ Plain Text Slider choose between HTML formatting, which include things like colors, sizes and graphics, or Plain Text, a good choice for reading on mobile devices such as a cellphone Background Color select a color for the background of your Background Picture select a picture for the background of your The Message tab contains the following formatting options: Options to change the font Bullets and Numbering options Text alignment options The Picture button, which allows you to open the Photo Browser or insert pictures From file In the Photo Browser, you can select photos from iphoto or Photo Booth, you can also insert audio and movie clips The Signature button, which inserts a signature into your Lasted Edited:

7 Set priorities for sending-out messages Priorities allow you to mark a message so that the recipient will know if they need to read the message immediately or if they can wait till later to read it. In the message compose dialog box, go to Message tab Do one of the following: To make the message High Priority, click on the red exclamation point To make it a Low Priority, click on the blue arrow Set default Font for new messages To set the default font for every time you start a message, do the following: From the Menu Bar, go to Outlook menu click on Preferences In the Outlook Preference dialog box, click on the Fonts button Lasted Edited:

8 In the Fonts dialog box, do any of the following: Under HTML messages (proportional) section, set the default font style, size and color for HTML messages Under Plain text messages (fixed-width) section, set the default font style and size for Plain Text massage Lasted Edited:

9 Reply and Forward Reply to a Message Click on Mail icon on the View Switcher In the Navigation Pane, click Inbox In the Item Pane, click an message On the Ribbon, go to Home tab click Reply or Reply All Reply send the respond message only to the sender Reply all send the respond message not only to the sender but also to all the recipients of the original message Lasted Edited:

10 A message window including the original message will open. Do any the following: Type the response in the body Click Send button After you have replied to an , in the Reading Pane you will see a bar under the subject line of the original saying when your replied to the , and a button that you can click to Show Reply Forward Messages Double click the message In the message window is displayed, go to Message tab click Forward A message window included the original message will open Select recipients (ex: from the Global Address List) Lasted Edited:

11 Type the response in the body Click the Send button Set up Out of Office Auto-replies If you are not going to have access to you for a length of time, you can set up Out of Office replies to automatically send a message to anyone who s you letting them know that you are gone and give them the dates which you will return In the Navigation Bar, click on the account you wish to send Out of Office messages from Lasted Edited:

12 From the Ribbon, go to Tools tab click on the Out of Office button In the Out of Office Assistant dialog box, do the following: Choose Send Out of Office Messages option Lasted Edited:

13 Type your desired reply in the box Under More Options section, select I am out of the Office between check box enter the dates you will be gone In the Start date textbox, select the dates you will be gone In the End date textbox, enter the date you wish the Out of Office Auto Reply to end. If you do not set these dates, you will have to manually turn on and off the Out of Office Assistant To create a separate Out of Office message to send to people outside your company who contact you while you are gone, select Send replies outside my company to check box select a desired option to send this message: Address Book contacts only Anyone outside my company Click OK Lasted Edited:

14 The next time you open Outlook (after turning on the Out of Office Assistant, and before the return date you specified) you will get a message box asking you if you want to turn off Out of Office Assistant because Outlook assumes you have returned to your Office Resend a Sent Message Go to the Sent Items folder on the Navigation Bar Double click on the to open it again Click the Forward button on the Home tab Type in the address in the To: box Lasted Edited:

15 Click the Send button on the Home tab to re-send the message Lasted Edited:

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