1 Basics Add CC or BCC You can display the Bcc box in all new messages that you compose. In a new message, do one of the following: 1. If Microsoft Word is your editor a. Click the arrow to the right of the Options button, and then click Bcc. 2. If Microsoft Outlook is your editor a. On the View menu, click Bcc Field. Set default fonts and colors 1. Click on Mail tab in the navigation pane 2. Click on Tools in the tool bar 3. Click on Options 4. Click on Mail Format 5. Click on Fonts 6. Click Choose fonts to select your fonts / color and size preferences Signatures 1. From the main Microsoft 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 the message format that you want to use the signature with. 3. Under Signature, click Signatures, and then click New. 4. In the Enter a name for your new signature box, enter a name. 5. Under Choose how to create your signature, select the option you want. 6. Click Next.
2 7. In the Signature text box, type the text you want to include in the signature. 8. You can also paste text to this box from another document. 9. To change the paragraph or font format, select the text, click Font or Paragraph, and then select the options you want. These options are not available if you use plain text as your message format. Add a vcard To add an electronic business card vcard to the signature 1. From the main Microsoft 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 the message format that you want to use the signature with. 3. Under Signature, click Signatures 4. Click on the signature you would like to add the vcard to and Click EDIT 5. Under vcard options, click New vcard from Contact. 6. Find your name in the Global list 7. Right Click and Select Add to Contacts 8. Click save and Close 9. Choose contacts from the dropdown list 10. Find your name and click ok 11. Your name should appear in the Dropdown Attach this business card to this signature 12. Click OK 13. Click OK 14. Click OK Remove Double spacing in Signatures 1. On the Tools menu, click Options. 2. Click the Mail Format tab.
3 3. Click Signatures. 4. In the Signature box, select the signature that you want to modify, and then click Edit. 5. Place the insertion point after the last character in the line. 6. Press DELETE, and then press SHIFT+ENTER. 7. Repeat Steps 5 and 6 for each line of text. 8. When you have finished with all lines, click OK three times. Change the message format to plain text, HTML or Rich Text Change the default message format for all new messages 1. On the Tools menu a. Click Options b. Click the Mail Format tab. 2. In the Compose in this message format list a. Click the format you want. Specify the default message format for one new message you will create 1. From the main Microsoft Outlook window 2. On the Actions menu, point to New Mail Message Using 3. Click the format you want to use. Change the format of a message you have received or already created When reading a plain text or HTML message 1. With the message open, on the Edit menu, click Edit Message. 2. On the Format menu, click the format you want to use (Plain Text, HTML, or Rich Text).
4 Note: If Word is not your editor, you can convert HTML or RTF to plain text, and you can convert plain text to RTF or HTML. However, you cannot convert HTML to RTF or RTF to HTML. Resend a Message 1. In Mail, in the Navigation Pane, click Sent Items. 2. Open the message you want to resend. 3. On the Actions menu, 4. Click Resend This Message. 5. Click Send. Setting up an template Use 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 message. Create an template 1. On the Tools menu, click Options, and then click the Mail Format tab. 2. Clear the Use Microsoft Office Word 2003 to edit messages check box. 3. Click Apply, 4. Click OK. 5. On the File menu, point to New, and then click Mail Message. NOTE: You can also start a new message by clicking the New Mail Message button on the Standard toolbar.
5 6. 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. 7. On the File menu, click Save As. 8. In the Save as type list, click Outlook Template, and then click Save. 9. To restore Word as the message editor, click Options on the Tools menu, click the Mail Format tab, and then select the Use Microsoft Office Word 2003 to edit messages check box. 10. Click Apply, and then click OK. Preparing the message Now that you've set up the distribution list and created the message template, you re ready to prepare your month-end message to your team. The template you created already contains most of the information you need to send, so you only need to update it with current data before adding the distribution list on the To line and sending the message. Compose your message 1. In the Inbox folder in Outlook, on the Tools menu, point to Forms, and then click Choose Form. 2. In the Choose Form dialog box, click the Look in drop-down arrow, and then click User Templates in File System. 3. Select your template, and then click Open.
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