1. Microsoft ® Office Outlook ® 2003 Training Control how you send and see e-mail messages Your STS, Tom Redd, presents:

2. Control how you send and see e-mail messages Course contents Overview: Control view, format, size Lesson 1: Choose the right format for sending Lesson 2: Control how you see the messages you receive Each lesson includes a list of suggested tasks and a set of test questions.

3. Control how you send and see e-mail messages The formatting of your e-mail messages is important for many reasons. Message format dictates how text and images are displayed, and even the size of your messages. Overview: Control view, format, size This course will give you the information you need to choose and control message formats in Microsoft ® Office Outlook ® 2003, both for e-mail messages you send and for those you receive.

4. Control how you send and see e-mail messages Course goals Understand the differences between HTML, Rich Text, and Plain Text e-mail message formats. Choose the right format for your audience and avoid sending "gobbledygook" or a winmail.dat attachment. Understand which format causes attachments to appear inline and which formats show them in the message header. (Continued on next slide.)

5. Control how you send and see e-mail messages Course goals, cont’d. Know how to change the default format for all messages you send (and even set a different default for messages that go to specific people). Control the format used to view messages that are sent to you and understand why some types of pictures and attachments are blocked.

6. Lesson 1 Choose the right format for sending

7. Control how you send and see e-mail messages Choose the right format for sending You carefully formatted an e-mail message and sent it to someone over the Internet. When she replied, you saw that your text had lost its format, and instead it appeared to be Plain Text with a lot of gobbledygook mixed in. Or, maybe she replied that she couldn't open the "Winmail.dat" file that you sent. A message with gobbledygook in it

8. Control how you send and see e-mail messages Do they see what you see? Can everyone who gets your e-mail message see your animated signature? Do they have the ability to see the inline photo of your dog, or does it appear as a 350 KB attachment (and take forever to download over their slow modem)? Before sending a message, consider who will get it.

9. Control how you send and see e-mail messages What you have to choose from In Microsoft Outlook, you have three choices for the e-mail message format: HTML (the default) Rich Text Format (RTF) Plain Text You have three choices for the message format.

10. Control how you send and see e-mail messages What you have to choose from If you use a format that your recipients’ e-mail program can't understand, they may not see what you see. You have three choices for the message format.

11. Control how you send and see e-mail messages What you have to choose from Plain Text format will yield the smallest message size, and HTML messages will be the largest. You have three choices for the message format. Each choice also influences a message’s size—and size can affect the amount of time it takes to send or receive a message.

12. Control how you send and see e-mail messages HTML: It's on by default Do you receive e-mail messages that look like fancy newsletters? They were probably created using HTML. An HTML newsletter sent as an e-mail message HTML is the default message format in Outlook. HTML lets you add style and emphasis to your messages.

13. Control how you send and see e-mail messages RTF: Show attachments inline, with caution If you're sending e-mail to people outside your company or if not everyone inside your company uses Outlook, Rich Text Format (RTF) is not the best choice for a message format. RTF increases your chances of sending gobbledygook because it's the least compatible of the three available message formats. E-mail message in Rich Text format

14. Control how you send and see e-mail messages RTF: Show attachments inline, with caution See the image at left. 1.In a Rich Text Format (RTF) message, an attachment appears inline. This allows you to emphasize the point of the attachment. 2.In an HTML or Plain Text format message, an attachment appears in the message header. E-mail message in Rich Text format

15. Control how you send and see e-mail messages Plain means plain If a message recipient complains about getting gobbledygook when you've sent him an HTML message, try using Plain Text format the next time you send him a message. A Plain Text message

16. Control how you send and see e-mail messages Plain means plain This means that the recipient of your Plain Text format message will be able to: Read your message Access your message as quickly as his system will allow A Plain Text message

17. Control how you send and see e-mail messages Work outside the default You’ve carefully considered the people who receive most of your e- mail and verified that you're using the right default format for them. But what if you want to send a message to someone else using a format other than the default?

18. Control how you send and see e-mail messages Work outside the default You can pick a format before you start. 1.To create a new message in any of the three available formats, use the Actions menu. 2.Click New Mail Message Using on the Actions menu, and select the format of your choice. Here are your options:

19. Control how you send and see e-mail messages Work outside the default You can set a new default for a single contact. If you send e-mail to someone with an Internet address (rather than to someone within your company who has an Exchange e- mail account), you can specify the format you'd like to use for that one contact. Double-click the e-mail name of that person, and select the Internet format option you want.

20. Control how you send and see e-mail messages Use Word as your e-mail editor With Word as your e-mail editor, you can use features like AutoCorrect, bullets, numbering, and tables to compose better messages—provided you're using a format that supports them. The Mail Format tab of the Options dialog box

21. Control how you send and see e-mail messages Use Word as your e-mail editor When you're using the HTML format and Word as your e-mail editor, be aware: Word includes an HTML "filter" that automatically strips out unnecessary HTML elements when you send your e-mail messages. The Mail Format tab of the Options dialog box

22. Control how you send and see e-mail messages Use Word as your e-mail editor To verify whether Word is selected as your e-mail editor: The Mail Format tab of the Options dialog box 1.In Outlook, on the Tools menu, click Options. 2.Click the Mail Format tab. 3.Confirm that the Use Microsoft Word to edit e-mail messages check box is selected.

23. Control how you send and see e-mail messages Format e-mail replies and forwards Other types of messages that you send are replied to and forwarded messages. Although you may not think of these as messages that you create (because someone else started the message), you do have some control over how your replies and forwards look. Responder’s name in an e-mail message response

24. Control how you send and see e-mail messages Format e-mail replies and forwards One option you have in messages that you reply to or forward is to change the look of your comments: Here, Nancy has set up Outlook so that her replies appear in dark blue and her name is automatically entered as she makes each comment. Responder’s name in an e-mail message response

25. Control how you send and see e-mail messages Suggestions for practice 1.See your default message format and e-mail editor. 2.Set the default for a specific contact. 3.See how to customize the look of messages you reply to or forward. 4.See where to change the default font for Plain Text format messages. (Continued on next slide.)

26. Control how you send and see e-mail messages Suggestions for practice, cont’d. 5.Create a message that's different from the default. 6.Change the message format midstream. 7.Add an attachment and compare HTML and RTF formats. 8.Restore your settings. Online practiceOnline practice (requires Outlook 2003)

27. Control how you send and see e-mail messages Test 1, question 1 When you specify a default format on the Mail Format tab of the Options dialog box, that's the format that you'll be forced to use for all messages you send. (Pick one answer.) 1.True. 2.False.

28. Control how you send and see e-mail messages Test 1, question 1: Answer False. It's the default, but you can always switch to one of the other formats.

29. Control how you send and see e-mail messages Test 1, question 2 Which of the following formats will yield the smallest file size? (Pick one answer.) 1.Plain Text. 2.Rich Text. 3.HTML.

30. Control how you send and see e-mail messages Test 1, question 2: Answer Plain Text. If small is what you want, Plain Text format is your choice.

31. Control how you send and see e-mail messages Test 1, question 3 You send a friend a snazzy message with an attachment over the Internet. The friend replies that the message contained a Winmail.dat file and that she could not open it. Which e-mail format is most likely to cause this scenario? (Pick one answer.) 1.Plain Text. 2.Rich Text. 3.HTML.

32. Control how you send and see e-mail messages Test 1, question 3: Answer Rich Text. If you use Rich Text format to send a message to someone who doesn't also use Outlook, the message may be accompanied by a file called Winmail.dat, the contents of which won't make sense to him.

33. Control how you send and see e-mail messages Test 1, question 4 Which format type will show attachments inline with the message text? (Pick one answer.) 1.HTML. 2.Rich Text. 3.Plain Text.

34. Control how you send and see e-mail messages Test 1, question 4: Answer Rich Text. If you want your attachments to appear inline, you need to use RTF. Be sure that the recipient is using an e-mail program that understands RTF. Otherwise, she may see gobbledygook instead of the attachment that you intended.

35. Lesson 2 Control how you see the messages you receive

36. Control how you send and see e-mail messages Control how you see messages you receive Do you wonder why you sometimes see red Xs in your messages instead of pictures? The Xs are related to message format, too. Do you wish you could choose whether to see formatting in messages, or read them only in Plain Text format? You can! Think about the messages you receive.

37. Control how you send and see e-mail messages The sender sets the format Now you know you can choose among formats when you send messages. But what about controlling the format of messages that you receive? What are the choices and defaults for those? Wondering how to manage message formats?

38. Control how you send and see e-mail messages The sender sets the format By default, you see messages the way they were sent, which means that the sender controls the message format. Wondering how to manage message formats? You'll be glad to know that Outlook gives you some control over how you see a received message, regardless of its original format.

39. Control how you send and see e-mail messages Blocked attachments: It's about security Does the message in the picture look familiar? It’s a message about a blocked attachment. A received message with a blocked attachment Outlook automatically blocks certain types of attachments. This blocking helps protect your computer from viruses and cannot be changed.

40. Control how you send and see e-mail messages Pictures and privacy in HTML messages Have you ever received a message that had red Xs like the ones in the picture? One reason for the red Xs is that Outlook purposely blocks certain types of pictures in HTML-formatted messages. Why does Outlook do this? E-mail message with blocked pictures

41. Control how you send and see e-mail messages Pictures and privacy in HTML messages HTML has the potential to carry pictures that may do either of the following: Invade your privacy (by alerting the sender to the fact that you downloaded the picture and therefore opened the message) Irritate or even offend you (unwanted photos or advertisements may appear in the reading or message pane) E-mail message with blocked pictures

42. Control how you send and see e-mail messages Pictures and privacy in HTML messages You can also view the pictures right away. 1.Click the text at the top of the message. 2.Click Download Pictures. 3.If you always want to see pictures from this sender, select one of the commands. 4.A red X indicates that a picture has been blocked. E-mail message with blocked pictures

43. Control how you send and see e-mail messages Play it safe with Plain Text format Although HTML offers some great safety features, you can play it safer yet with Plain Text format. Just as Plain Text format is the simplest and least cumbersome format you can choose for sending a message, it also simplifies things with messages you receive. Plain Text message with menu to view as HTML

44. Control how you send and see e-mail messages Play it safe with Plain Text format If you opt for Plain Text as your initial "receive" format, there are a couple things you should keep in mind: When you reply to or forward a message that you've viewed this way, the format of that message will also be Plain Text. This setting will not reduce the size of a received message, the way it does a sent or forwarded message. Plain Text message with menu to view as HTML

45. Control how you send and see e-mail messages Suggestions for practice 1.Select the Plain Text option for reading e-mail messages. 2.Send yourself a glitzy message. 3.Open the message. 4.Clear the Plain Text option for reading e-mail. 5.See where to change settings for downloaded pictures. Online practiceOnline practice (requires Outlook 2003)

46. Control how you send and see e-mail messages Test 2, question 1 You receive an e-mail message with a red X in it. What's the most likely cause? (Pick one answer.) 1.It's probably a glitch in the e-mail server. 2.Outlook prevented pictures from being downloaded. 3.The picture is too big to display in an e-mail message.

47. Control how you send and see e-mail messages Test 2, question 1: Answer Outlook prevented pictures from being downloaded. If you trust the sender and want to see the pictures in the e-mail message, click the InfoBar at the top of the message, and then click Download Pictures.

48. Control how you send and see e-mail messages Test 2, question 2 Which of the following is the main advantage of reading e-mail in Plain Text? (Pick one answer.) 1.It's safe. 2.It can help you conserve disk space. 3.You won't have to bother with attachments.

49. Control how you send and see e-mail messages Test 2, question 2: Answer It's safe.

50. Control how you send and see e-mail messages Test 2, question 3 You received an e-mail message and it says that the attachment was blocked. What are your options? (Pick one answer.) 1.Tell the sender. 2.You don't have any. Blocked means blocked. 3.Change the message format to RTF.

51. Control how you send and see e-mail messages Test 2, question 3: Answer Tell the sender. Tell the sender that the attachment is a type that was blocked automatically by Outlook. The sender will need to take a few extra steps before sending the attachment, but the good news is that with a few extra steps, the sender should be able to get the file to you. For more information, see the "Useful links" section in the Quick Reference Card.

52. Control how you send and see e-mail messages Test 2, question 4 Suppose you're using the HTML default format for sending messages. Which format will be used for messages you receive? (Pick one answer.) 1.HTML. 2.RTF. 3.Whatever format the sender used.

53. Control how you send and see e-mail messages Test 2, question 4: Answer Whatever format the sender used. A sender chooses the format of the sent message. If it's sent as Plain Text, that's how you'll receive it. If you want to use something different in a reply or forward, you'll need to take action to do that.

54. Control how you send and see e-mail messages Test 2, question 5 In Outlook, it's possible to view all your received messages in Plain Text format. (Pick one answer.) 1.True. 2.False.

55. Control how you send and see e-mail messages Test 2, question 5: Answer True. To see the message in the format that the sender used, select that option in the InfoBar at the top of the message.

56. Control how you send and see e-mail messages Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Quick Reference Card

57. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template.