To change the sending options, open the to be sent and then go to the options tab on the ribbon.

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1 Advanced options When sending an using Outlook, there are several additional options you can use to change the way the is sent or how people can respond to it. The options which can be changed are: Theme this changes the look of the Page colour this changes the background of the message body Voting you can request that your recipients choose a response from a multiple choice range Receipts setting a receipt means that you will be informed when your recipient has received or opened the message Sent item location allows you to save your sent items to folders other than your sent items folder Delay delivery you can schedule s to be sent at a later time Reply to you can choose to have any replies to the you are sending to be sent to another address To change the sending options, open the to be sent and then go to the options tab on the ribbon. The sending options can be found by opening the you want to send and then going to the options tab on the ribbon Theme Themes provide a set format which you can use to give your work a consistent look. You can apply a theme to an in Outlook as you can with other Office documents, but in s the theme usually only alters the font of the body text, and does not change other format options such as background colour. To apply a theme to your , go to the options tab of the ribbon and click the themes button. You can then select a theme from the available choices or choose to open a saved theme from elsewhere.

2 Click themes to apply a pre-set format to your in practice this usually only adjusts the font and not other format options Click on a theme icon to apply it to your Choose browse for themes to use a previously-saved theme rather than a pre-set one For more information about themes, please see the PowerPoint and Word help guides on the IT Services website. Page colour The page colour is the background of your . To change the page colour in an open , go to the options tab on the ribbon and click on the page colour button. You can then choose a colour from the menu if you hover over one of the coloured squares, you will see that colour previewed in your message.

3 To change the background colour of your , click the page colour button Hover over a coloured square to see a preview in your click to select that colour Click here to see more colours if you do not see the colour you want on the menu Click here to use a gradient or other fill effect or to use a picture as your background Removing a page colour To return your background to white, click the page colour button and choose no colour from the menu. Voting You can use voting to ask a question of a group of people and give them buttons with which to enter an answer. You can either use one of the answer sets already available in Outlook, or you can set up your own set of responses to suit the question you have asked. When you have set up voting on an , your recipients will see a vote button at the top of the screen, which they can then use to give a response. When people have voted using the vote button, you will be able to see how many of your recipients have selected each of the possible responses. To use voting, first write your question in the , and ask your recipients to use the voting button to respond. Then, before sending the Go to the options tab on the ribbon Click on the use voting buttons button Choose from one of the available sets of responses on the menu Ensure that the is complete and ready to go Press send This will place a button into the ribbon on the so that when they open it, your recipients can cast a vote.

4 Ask your recipients a question which can be answered using a voting button Click use voting buttons to add voting options to your Choose a set of responses from the list If none of the preset answers suit your question, click custom to create your own Remember to tell your recipients that you expect them to vote Customising vote responses If the available answers on voting buttons do not adequately answer your question, you can create your own set of responses instead. When you have set up your to ask the question of your recipients: Click use voting buttons on the options tab of the ribbon within the Choose custom from the menu this opens the properties dialogue box Type the answers you want to offer to your recipients next to the use voting buttons tick box Separate each answer using a semicolon Click close Send the Type the responses you want your recipients to see here separate each answer with a semicolon When you have finished creating your multiple-choice answers, click close

5 Voting from the reading pane When you receive an asking you to use the vote function, you can cast your vote by pressing click here to vote on the message header. A menu will appear showing the available options click on the menu to choose a response. Click here to vote from the reading pane Click on a response to cast your vote You will then see a dialogue box asking if you want to edit the response before sending it or not. If you opt to edit the response, you will be able to type a message to the person who sent the question. If you decide not to, they will only receive your response to the poll. If you want to add a message with your vote, choose edit the response before sending If the response shown here is the one you intended, click OK to send your vote This dialogue box also shows when you vote from an open message Voting from an open message If you have opened a message into a separate window instead of using the reading pane, you will see the vote button on the ribbon. To cast your vote, click the vote button and choose a response from the menu. If you have opened your you will see the vote button click to answer Choose a response from the menu as above, you will see a dialogue box before your vote is cast

6 Poll results When your recipients have responded to your poll, you will have an from each recipient, the subject line of which will tell you how that person voted. To view all the responses in one place, click on the bar in the message header which tells you the sender s response. You will then see the view voting responses button. If you click this button, a window will open showing all the responses in a table. The subject lines of the s which notify you of vote responses will tell you how each person responded Click on the information bar of any of the received vote s to see more responses Choose view voting responses to open a new window and show a table of all the results received so far The table of responses will have a summary at the top showing you the totals for each possible reply. Any people who have not yet replied will show a blank entry in the response column of the table. For people who have responded, this column will show you what they chose and the time of their response. The information bar on this table will show a summary of the results so far received Within the table you will see the response along with the date and time for each person For people who have not yet responded, this column will be blank NOTE: for large numbers of voters, you might want to set up an rule to collect the responses into a separate folder. You can use shift+click to select the first and last recipients names from the table and then copy and paste all the responses into excel if you need to analyse them.

7 Receipts You can use receipts to find out when people have received and read the s you have sent. When you send an which has receipting activated, the icon it shows in your sent items list will be the tracking icon. There are two types of receipt you can set a delivery receipt, and a read receipt. Receipts are sent automatically so there is no need for your recipient to do anything extra to give you the receipt. When you receive a receipt, it will be in the form of an telling you the new status of the you sent. Delivery receipts A delivery receipt tells you when an has been sent to the recipient s inbox. It will not tell you whether they have accessed their or opened the message. To set a delivery receipt: Create the message you want to send it can be to either single or multiple recipients Go to the options tab on the ribbon of the message window Tick the request a delivery receipt box Send the as usual You will then see the tracking icon marking the in your sent items box, and will receive an receipt from your recipient when the has been delivered. Receipting is set from the options tab on the ribbon Ticking the request a delivery receipt box means that you will receive a message to say that the mail you sent has reached the recipient s address You will see a tracking icon in your sent items to indicate that you requested a response to that

8 When the message reaches its destination, you will get an to let you know it has arrived Delivery receipts will show this icon in your inbox so you can tell them from regular s Read receipts A read receipt tells you that the you have sent has been received and opened by the recipient. You are therefore able to see if the person to whom you sent the message is likely to have read its contents but you may need to make allowances for Outlook having marked the message as read because it has been showing in the reading pane, so the recipient may not have looked at it deliberately to read it. To set a read receipt: Create the message you want to send it can be to either single or multiple recipients Go to the options tab on the ribbon of the message window Tick the request a read receipt box Send the as usual With a read receipt, you will not see the tracking icon in your sent items until the item has been marked as read by the recipient and you have received the response. The recipient of your will need to allow a response to be sent before you can receive your receipt.

9 Receipting is set from the options tab on the ribbon Ticking the request a read receipt box means that you will receive a message to say that the mail you sent has been opened by the recipient Items where you have requested a read receipt will show a tracking icon in your sent items When you open an which has a read receipt request, you will see a dialogue box asking you to send a response to the person who sent you the message. To let the sender know that you have read their message, click Yes. To let the sender know you have read their message, click Yes.

10 Once the recipient has sent the receipt, the sender will get an telling them their message has been read. The receipt is in the form of an telling you when the recipient opened the message you sent Sent item location There may be occasions where you want a sent item to go into a particular folder within your account. For example, if you are working on a project, you may want all correspondence for that project to be collected together. You can choose where each item you send is stored by changing the sent item location. To pick a storage location for the you are sending: Create a new and enter the recipient s address and your subject and message Go to the options tab on the ribbon Click the save sent item to button From the menu, choose other folder Click on a folder to select it Click OK Send the as usual To choose where your sent message will be saved, create the message and then go to the options tab Click save sent items to, then chose other folder from the menu

11 Click on a folder to select it, then click OK To check that your will save to the correct folder, click the save sent item to button again your chosen folder should now appear on the menu Click New to create a folder for storing your sent items New folders If you have not already got the folder you want to save your sent into, you can create one by clicking the New button in the select folder dialogue box. You will then need to give your folder a name and choose where it will be placed before clicking OK to create the folder. Type in a name for your new folder Choose a location within your mailbox for the new folder Click OK to make the new folder

12 Delayed delivery It is possible to schedule your s to be sent out at a later date. For instance, if you have an event coming up and want to send out reminders for it, you could schedule s to be sent a fortnight before, a week before and then the day before the event. Delaying the delivery of your s can only be done from the Outlook client, and relies on you having your computer on and connected to the internet with the Outlook client open at the time that the is due to be sent. You cannot delay delivery on s sent from Outlook Web App. Setting up delayed delivery To set up an to be sent in the future, you should first create the mail and add recipients, a subject and your message contents. You can then set the delay from within the message window. To set a delay: Go to the options tab on the ribbon Click the delay delivery button this opens the properties dialogue box In the delivery options section, set the date after which your mail should be sent Set the time after which the mail should go out Click close Use the send button to place the delayed in your outbox until the desired delivery date/time The delay delivery button will then show in yellow to indicate that a delay has been set. To send your in the future rather than immediately, go to the options tab on the ribbon Click the delay delivery button

13 This tick indicates that a delay has been set for this message Type in a date for the message to be sent Enter a time after which the message should go out Click this arrow to see a minicalendar and select dates Sending a delayed message In order for your message to be delivered at the right time, you will need to make sure that you have set up a delayed delivery. In addition to this, at the appointed delivery time: Click here to select times to the nearest half-hour The computer on which you set up the delayed message must be switched on It must have a network or wireless internet connection Outlook must be open and connected to Exchange When you have set the date and time for delivery click close If these conditions are not met, your message will not be sent until next time you connect your computer to the server. Cancelling a delayed message If you change your mind about sending your message before the delay time is up, you can cancel it by going back to the options tab and clicking delay delivery. You should then untick the do not deliver before box.

14 Directing replies to another address You may want to send an but then have any responses to that sent to another inbox rather than your own. For example, you might send a message just before going on leave and want any answers to that message to be delivered to a colleague or a team address to ensure that the answer gets read in your absence. To do this, you will need to set a reply-to address for the . Setting a reply-to address To set a reply-to address, first create the that you wish to send, including recipients, a subject line and some message text. You should also warn your recipients that replies are going to an address other than your own so that they can ensure they aren t sending sensitive information to the wrong place. When your is ready: Go to the options tab on the ribbon Click on the direct replies to button this opens the properties dialogue box Enter the names or addresses of the people who will receive the replies to this message If you want to use the address book to enter addresses here, click select names Click close Send the message When anyone you send the to uses the reply button, it will now enter the reply-to address instead of your address for their response. For this reason, where you have set a reply-to address, it is good etiquette to include the address your replies will go to in the recipients list (usually as a CC address) for the original . To set a reply-to address go to the options tab on the ribbon Click direct replies to in order to open the properties dialogue box If you are sending replies to someone it is a good idea to CC them in the original so everyone is aware of what you expect

15 Enter the addresses to which replies for your should be sent To use the address book to find people, click select names Click close to return to your When you close the properties dialogue box, the direct replies to button should be highlighted in yellow to indicate that a reply-to address has been set. Removing a reply-to address If you decide that you would rather not use a reply-to address after all, you can remove it by clicking the direct replies to button and unticking the box labelled have replies sent to in the properties dialogue box.