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Outlook 2003 Email FAQ


 

 

Client Configuration

  1. How do I move my autocomplete "From" list from one computer to another?
  2. How do I change my read receipts options?
  3. How do I see Outlook Today when I open Outlook?
  4. How do I customize the calendar and folders in Outlook Today?
  5. How can I add folders to my Favorite Folders?
  6. How do I eliminate the menu expand arrow and always show full menus?
  7. How do I purge/reset the automatic completion cache?

General

  1. Will Outlook be configured to search the FCNet global directory?
  2. What is the Outlook Today view?

Using Outlook - Archives and Backups

  1. How do I archive or backup my email messages or folders?
  2. What type of files can I export to?
  3. How do I restore the archived information?

Using Outlook - Attachments

  1. How can I add an attachment to an email I am sending?
  2. When I send a message with an attachment, the attachment icon appears in the body of the message.  
  3. How do I remove an attachment from an email?
  4. What is the maximum attachment size for the FCNet Exchange email system?
  5. What attachment file types are restricted or blocked?
  6. What if I need to send a file that is on the blocked file types list?
  7. What if I need to send a file that is over the maximum attachment size?

Using Outlook - Deleting Mail

  1. How do I delete an email message and what happens to it when I delete it?
  2. Can I permanently delete a message?
  3. How do I empty the Deleted Items folder?

Using Outlook - Editing and Composing Mail

  1. What is the standard editor for Outlook?
  2. Can I use the standard Outlook editor instead of Word?
  3. Can I use Word as my editor for a single email?
  4. Can I turn Word on to view e-messages sent in Rich Text format?
  5. Can I add stationary to the background?
  6. Can I change the format of the all the emails I am sending?
  7. What if I want to change the format of a particular message?
  8. How do I set up an email template/message form in Outlook?

Using Outlook - Folders

  1. How to can I view the size of my folders?
  2. How can I add additional folders to my folder list?
  3. How can I move email messages to another folder?

Using Outlook - Junk Email

  1. Does FCNet use spam filtering?
  2. How do I get updates to the Junk Email Filter?
  3. How can I review the mail that is considered junk?
  4. Email from my friend is considered Junk. How can I fix this and avoid it in the future?
  5. What is the difference between Safe Senders, Safe Recipients, and Blocked Senders? How can I add people to these lists?
  6. How can I change my Junk Email filter options?
  7. Can I delete the messages instead of moving them to my Junk Email folder?
  8. Can I import a list of email addresses into my Junk Email Filter list?
  9. Can I block (or unblock) suspicious links in phishing messages?
  10. How do I delete email from the Junk email folder?
  11. I am getting an error message when I am trying to use my Junk E-Mail folder.

Using Outlook - Rules

  1. How can I use rules to manage my incoming mail?
  2. How can I create a rule?
  3. Is there a limit to the number of rules I can create?

Using Outlook - Searching Mail

  1. Is there a way to search within my email?

Using Outlook - Sending Receiving and Forwarding Mail

  1. How do I create a new email message & send it?
  2. How can I save a message that still needs work so I can modify it & email it out later?
  3. How do I reply to a message? How do I reply to all recipients?
  4. How do I forward a message?
  5. Why am I receiving email saying that a message has been opened by the recipient?
  6. How do I enable read receipts for all email I send?
  7. How do I set up a vacation message/autoreply?
  8. How do I postpone delivery of my mail? What happens to the message when I queue it for future delivery?
  9. How do I find email addresses when I am creating a new email message?
  10. How do I send email to more than one person?
  11. Can I send email to a group of people & have their replies sent to someone else?
  12. How do I re-send a message?
  13. When I try to reply to a listserv, my response is automatically sent to the entire list. Can I respond to original sender only?
  14. I am sending a survey to several users & I need a Yes/No commitment from them? Can I use Outlook to track their responses?
  15. I’d like to copy myself on all email that I send. Is there an option in Outlook to do this?
  16. How do I create a reminder to reply to an important email?
  17. I need to flag really important emails. How do I do that in Outlook?
  18. How do I recall a message?
  19. If I recall a message, will my recall be successful?

Using Outlook - Sharing and Delegates

  1. What is Delegate Access?
  2. How can I set up someone to be my delegate?
  3. How can I change a delegate’s permissions?
  4. What are the different delegate permissions?
  5. I am a delegate for another Exchange user. How can I add the folders (mailbox, calendar, contacts, etc.) that they've shared with me to my Outlook folder list?
  6. How do I send email on someone's behalf?
  7. When I work as a Delegate for someone, where do messages I send on their behalf go?

Using Outlook - Signatures and vCards

  1. Can I create canned email messages for the responses that I send frequently?
  2. How do I create a signature file?
  3. How can I send email using different signature files?
  4. I need to update my signature file. How do I change it?
  5. I’d like to add my vCard to my signature file. Can I do this?
  6. How can I remove my signature file?

Using Outlook - Sorting and Viewing Mail

  1. How can I change the way the messages are sorted?
  2. What is the Reading Pane?
  3. Is the Reading Pane Secure?
  4. How can I turn the reading pane on and off in Outlook?
  5. How do I view the full headers of an email I received?
  6. When I receive email in Outlook, the text is wrapped — how can I prevent this?
  7. How can I set Outlook to automatically download and open pictures when I open an HTML email message?
  8. Can I change the default format of the email messages I receive?
  9. How do I get long URLs to appear as hyperlinks in Outlook and other email clients?

 

 

Client Configuration

  1. How do I move my autocomplete "From" list from one computer to another?
    1. On the computer with the saved AutoComplete names, Close Outlook.
    2. Go to drive:\Documents and Settings\user name\Application Data\Microsoft\Outlook.
      Note Depending on your file settings, this folder might be hidden. To view the files in this folder, do one of the following:
       
      Microsoft Windows XP
      1. Click Start, and then click My Computer.
      2. On the Tools menu, click Folder Options.
      3. Click the View tab, and then, under Advanced settings, under Hidden files and folders, click Show hidden files and folders.
      Microsoft Windows 2000
      1. Double-click My Computer on your desktop.
      2. On the Tools menu, click Folder Options.
      3. Click the View tab, and then click Show hidden files and folders.
    3. Right-click profile name.nk2, and then click Copy.
      Tip You can copy the file to removable media, such as a floppy disk or a CD, and then copy the file to the correct location on the other computer. Or you can attach the file to an email message and send the message to yourself. On the new computer, open the attachment in Outlook, and then save it to the correct location.
    4. On the computer where you want to populate the AutoComplete feature, copy the file to drive:\Documents and Settings\user name\Application Data\Microsoft\Outlook.
    5. If the Outlook user profile name is different on the computer where you are moving the .nk2 file, you must rename the file with the same Outlook user profile name after you copy it to the correct folder. For example, if you move Henry Hornet.nk2 from the original computer with an Outlook user profile name of Henry Hornet, and you copy the Henry Hornet.nk2 file to the new computer, you must rename it with the Outlook profile name being used on the new computer.
    6. When prompted about replacing the existing file, click Yes.
    7. Open Outlook to view changes.

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  2. How do I change my read receipts options?
    1. From the Tools menu, select Options.
    2. Under the Preferences tab, click Email Options.
    3. Click Tracking Options.
    4. Change the settings under Use this option to decide how to respond to requests for read receipts, then click OK.

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  3. How do I see Outlook Today when I open Outlook?

    To turn Outlook Today on upon startup:

    1. In the Mail Navigation Pane, click Mailbox - Your name.
    2. In the Outlook Today pane, click on Customize Outlook Today.
    3. Check the When starting, go directly to Outlook Today box to enable this function.

    To turn Outlook Today off:

    1. In the Mail Navigation Pane, click Mailbox - Your name.
    2. In the Outlook Today pane, click on Customize Outlook Today.
    3. Uncheck the When starting, go directly to Outlook Today box to disable this function.

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  4. How do I customize the calendar and folders in Outlook Today?

    Yes, you can customize the Outlook today view. You can choose which folders you would like to see, the number of days in your calendar, your tasks, and you can change the style.

    1. In the Mail Navigation Pane, click Mailbox - Your name.
    2. In the Outlook Today pane, click on Customize Outlook Today.
    3. To change the folders that are visible, click on Choose Folders.
    4. To change the number of days in your calendar, click on down arrow in the Calendar section.
    5. To make changes to the tasks, choose All tasks or Today’s tasks. You can also choose the sort order.
    6. To change the style, click on down arrow in the Styles section.

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  5. How can I add folders to my Favorite Folders?

    Drag & drop the folder you wish to add to the Favorite Folders section.

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  6. How do I eliminate the menu expand arrow and always show full menus?
    1. Right-click on the menu bar at the top of Outlook.
    2. A short list should appear. Click Customize.
    3. Select the Options tab.
    4. Check "Always show full menus" and click close.

    Note that you can make the same setting change in each of your Microsoft Office programs (i.e. Word, Excel, etc.)

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  7. How do I purge/reset the automatic completion cache?

    Outlook maintains a nickname list that is used by both the automatic name checking and the automatic completion features. The nickname list is automatically generated while you use Outlook. If the nickname cache is corrupted, Outlook may not be able to identify recipients, may offer incorrect recipients when automatically completing the email address, or may send the message to the wrong person.

    Use the steps that are appropriate for your version of Microsoft Windows to reset the Outlook nickname cache. After you restart Outlook, Outlook generates a new nickname cache.

    Microsoft Windows XP

    1. Exit Outlook.
    2. Start Microsoft Windows Explorer.
    3. On the Tools menu, click Folder Options, and then click the View tab.
    4. Under Advanced Settings, select the Show hidden files and folders check box.
    5. Click OK.
    6. Click Start, point to Search, and then click All files or folders.
    7. In the Search Companion box, type *.NK in the All or part of the file name box.
    8. In the Look in box, select your local hard disk drive.
    9. Click Search.
    10. Right-click the .NK file with the name of the profile that you want to reset, and then click Rename.
    11. Rename the file to profile name.bak, and then press ENTER.
    12. Exit Windows Explorer.
    13. Restart Outlook.

    For more information, see How to reset the nickname and the automatic completion caches in Outlook on the Microsoft support site.

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General

  1. Will Outlook be configured to search the FCNet global directory?

    The client will automatically be configured to search the FCNet directory.

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  2. What is the Outlook Today view?

    The Outlook Today page provides a preview of your day. By using Microsoft Outlook Today, you can see a summary of your appointments, a list of your tasks, and how many new email messages you have. You can set this page to be the first page that opens when you start Outlook, and you can change the way Outlook Today appears.

    You'll find Outlook Today in the Navigation Pane. Click on your Exchange Mailbox (Mailbox – Your Name) to see the Outlook Today view.

    You can also configure Outlook to show Outlook Today when you open Outlook and customize the calendar and folders in Outlook Today.

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Using Outlook - Archives and Backups

  1. How do I archive or backup my email messages or folders?

    One way to back up email messages is to use the Outlook AutoArchive feature. Archiving means moving messages to an archive folder at regularly scheduled intervals.

    AutoArchive is on by default and runs automatically at scheduled intervals, clearing out old and expired items from folders. Old items are those that reach the archiving age you specify, and may include such things as the original email you received with the goals for a project you're assigned to. Expired items are mail and meeting items whose content is no longer valid after a certain date, such as a meeting you had four months ago that still appears on your calendar. Although an expiration date is optional, you can define it at the time you create the item or at a later date. When the item expires, it's unavailable and has a strike-out mark through it.

    Change the AutoArchive settings.

    • Go to Tools and choose Options. Click on the Other tab and choose AutoArchive. By default, AutoArchive is set to the C: drive of your computer. Change this to H:\Outlook. You can change when the AutoArchive function runs and have it prompt you before it runs.
    • You can also change the settings for each folder Right click on the folder in the folder list and choose Properties. Click on the AutoArchive tab and create the archive policy.

    To Manually archive a folder

    1. On the Go menu, click Folder List.
    2. Click the folder that you want to archive. On the File menu, click Archive.
    3. Click one of the following options:
      • Archive all folders to their AutoArchive settings   Allows you to use your AutoArchive settings to archive messages in the top level folder.
      • Archive this folder and all the subfolders   Allows you to archive the folder and all of its contents using the options available in the Archive dialog box.
    4. In the Archive items older than list, choose a date from the date picker.
    5. To include items that you previously selected not to archive, select the Include items with "Do not AutoArchive" checked check box.
      • Note To see if items have the Do not AutoArchive this item check box selected, open the item. On the File menu, click Properties. On the General tab, verify that the Do not AutoArchive this item check box is selected.
    6. To archive the folder to a file other than the default Archive.pst file, click Browse, and then specify a different file name (i.e. the folder name), and a location (i.e. My Documents.
      • Note The default location for Archive.pst is C:\Documents and Settings\user name\Local Settings\Application Data\Microsoft\Outlook\. This should be changed to H:\Outlook. A Personal Folders file (.pst) is an Outlook data file that stores items such as email messages, contacts, calendar data, tasks, and notes.
    7. Click OK.
      • The items in the folder are moved out of the folder and into the .pst file that you specified. To view the folder items again, open the .pst file.

    Another way to make a backup file, involves exporting the contents of the message folder to a Personal Folders file (.pst) , a data file that stores your messages and other items on your computer, using the Import and Export Wizard. This creates the backup .pst file. You can then copy the .pst file onto a CD or DVD for safekeeping or to move the data to another computer with Outlook installed.

    To create & export a Personal Folder File for your mail:  

    1. From the File menu, select Import and Export.
    2. Select Personal Folder File (.pst).
    3. Select the folder you wish to export from under the list of folders (if you want to include subfolders check the box marked as such).
    4. Under the option "Save Exported File As:” type the path and name of the file you wish to save as the exported file.
    5. Select Do not Export Duplicate Items.
    6. Create a file name & enter a password for the file. THIS PASSWORD CANNOT BE RECOVERED IF IT IS FORGOTTEN. You can leave the password blank if you would like. Files with passwords can only be recovered IF you know the password.
    7. Click Finish and then enter your password. This will save your Mail  folder as a Personal Folder file in the given path.
    8. *By default, the file will be saved to C:\Documents and Settings\”user account”\Local Settings\Application Data\Microsoft\Outlook\backup.pst

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  2. What type of files can I export to?
    • Microsoft Outlook Personal Folders file (.pst)
    • Microsoft Outlook 97-2002 Personal Folders file (.pst)
    • Comma Separated Values (MS-DOS) (.csv)
    • Comma Separated Values (Windows) (.csv)
    • iCalendar (.ics) *
    • Tab Separated Values (MS-DOS) (.txt)
    • Tab Separated Values (Windows) (.txt)
    • Microsoft Access (.mdb)
    • Microsoft Excel (.xls)
    • vCalendar (.vcs) *
    • vCard (Virtual Business Card) (.vcf) *

     *Note  Exporting to iCalendar, vCalendar, or vCard file format is done by saving the information into the file format, not by using the Import/Export Wizard.

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  3. How do I restore the archived information?

    There are 3 ways to restore the data from your archives. You can copy the email back to the original folder, you can copy the email to a new folder, or you can move individual items from a .pst file into their original folder or a new one.

    To copy all archived items from a .pst file back into their original folder:

    1. On the File menu, click Import and Export.
    2. Click Import from another program or file. Click Next.
    3. Click Personal Folder File (.pst). Click Next.
    4. In the File to import box, change the default file name in the path from backup.pst to the name of the archive file you're importing from. Click Next.
    5. Click the folder to import from. To restore the folder's subfolders, click Include subfolders.
    6. Specify how you want Outlook to handle duplicate items.
    7. Click Import items into the same folder in, and then click the folders with the same name as the folders you're importing from.
    8. Click Finish.

    To copy all archived items from a .pst file back into a new folder:

    1. In Outlook, create a new folder to copy the archived items to.
    2. On the Go menu, click Folder List, and then in the Folder List, click the new folder.
    3. On the File menu, click Import and Export.
    4. Click Import from another program or file. Click Next.
    5. Click Personal Folder File (.pst). Click Next.
    6. In the File to import box, change the default file name in the path from backup.pst to the name of the archive file you're importing from. Click Next.
    7. Click the folder to import from. If you want, click Include subfolders.
    8. Specify how you want Outlook to handle duplicate items.
    9. Click Import items into the current folder.
    10. Click Finish.

    To move individual items from a .pst file into their original folder or a new one

    1. On the Go menu, click the Folder List, and then click Archive Folders (or the name you used for the archive location).
    2. Click the folder containing the items you want to move.
    3. Select the items you want to move, and then drag them into their original folders in the Folder List.

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Using Outlook - Attachments

  1. How can I add an attachment to an email I am sending?
    • While you are in the email message, click on Insert at the top and choose File.
    • Browse to the file you would like to add, highlight the file, and choose Insert.

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  2. When I send a message with an attachment, the attachment icon appears in the body of the message.

    If you select the "Rich Text" message format, the attachment icon displays in the message itself, instead of in the message header. One of the main reasons for designing Rich Text, with the attachments in the message body, is for ease of adding descriptions when sending emails with multiple attachments.  For example, when the attachments are embedded in the message body, it's easy to add an attachment description, then the attachment below and so on. 

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  3. How do I remove an attachment from an email?
    1. Open the email in a new window by double-clicking on the email in your email list.
    2. Underneath the Subject line is the Attachment list. Right-click on the attachment you want to remove and click Remove.
    3. When closing the email you will be asked to save changes. Click Yes.

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  4. What is the maximum attachment size for the FCNet Exchange email system?

    The maximum size for email attachments is 50 MB.

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  5. What attachment file types are restricted or blocked?

    The following file types are blocked:

    .ade, .adp, .app, .asp, .bas, .bat, .cer, .chm, .cmd, .com, .cpl, .crt, .csh, .exe, .fxp, .hlp, .hta, .inf, .ins, .isp, .its, .js, .jse, .ksh, .lnk, .mad, .maf, .mag, .mam, .maq, .mar, .mas, .mat, .mau, .mav, .maw, .mda, .mdb, .mde, .mdt, .mdw, .mdz, .msc, .msi, .msp, .mst, .ops, .pcd, .pif, .prf, .prg, .pst, .reg, .scf, .scr, .sct, .shb, .shs, .tmp, .url, .vb, .vbe, .vbs, .vsm, .vss, .vst, .vsw, .ws, .wsc, .wsf, .wsh

    For more information, please see Attachment File Types Restricted by Outlook 2003 on the Microsoft website.

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  6. What if I need to send a file that is on the blocked file types list?

    If your attachment is blocked because of file type, you have several options:

    • Rename the file so that the file type is not one on the blocked list. For example, rename myfile.exe to myfile.exx. Be sure to tell the recipient of the email to change the file name back.
    • Compress the file using a file compression program like WinZip or WinRAR. This option has the added advantage of making your email smaller, thus taking up less space in the recipient's Inbox and your Sent Items, as well as conserving overall email system resources. Be sure your recipient knows how to uncompress the file once they receive it.
    • Don't email the file - transfer the file through an alternative method instead. Alternative methods include secure network shares, web sites, ftp sites, and physical media, such as CDs or USB drives.

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  7. What if I need to send a file that is over the maximum attachment size?

    If your attachment is over the maximum size (50MB), you have three options:

    • Compress the file using a file compression program like WinZip or WinRAR. This option involves making your email smaller; however, note that not all files compress well, so you may still be over the limit. Be sure your recipient knows how to uncompress the file once they receive it.
    • Break the file up into smaller parts. This can be done with a file compression program like WinZip or WinRAR. Be sure your recipient knows how to uncompress and reconstitute the file once they receive it.
    • Don't email the file - transfer the file through an alternative method instead. Alternative methods include secure network shares, web sites, ftp sites, and physical media, such as CDs or USB drives.

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Using Outlook - Deleting Mail

  1. How do I delete an email message and what happens to it when I delete it?
    • Select the email message and click on the delete button on the tool bar. Alternatively, you can right click on the message & choose delete. HotKey Shortcut: use Ctrl-D to delete an email message
    • If you are in the email message, you can click on the delete button on the toolbar & delete the email as well. HotKey Shortcut: use Ctrl-D to delete an email message
    •  When you delete email in your exchange account, it is sent to your Deleted Items folder.

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  2. Can I permanently delete a message?

    Press Shift + Delete to permanently delete a message. Otherwise, the message will be moved to your "Deleted Items" folder.

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  3. How do I empty the Deleted Items folder?
    • To Automatically empty the Deleted Items folder:
      1. On the Tools menu, click Options, and then click the Other tab.
      2. Select the Empty the Deleted Items folder upon exiting check box.
    • You can turn off the notification pop-up that appears before Outlook automatically empties the Deleted Items folder. To turn off the notification:
      1. Click the Tools menu
      2. then Options
      3. then click the Other tab
      4. Click Advanced Options.
      5. Clear the Warn before permanently deleting items check box
    •  To turn off automatic emptying of the Deleted Items folder, clear the Empty the Deleted Items folder upon exiting check box.
    • To Manually empty the Deleted Items folder:
      1. On the Go menu, click Folder List.
      2. In the Folder List, right-click the Deleted Items folder, and then click Empty Deleted Items Folder on the shortcut menu.

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Using Outlook - Editing and Composing Mail

  1. What is the standard editor for Outlook?

    In Outlook 2003, the default email editor is Word, so you can take advantage of features such as:

    AutoCorrect     As you write, automatically corrects common typos, such as transposed letters and extra or missing letters.

    Automatic spelling and grammar checking     Checks your spelling and grammar while you work. Misspelled or misused words are underlined and alternatives appear, eliminating the need to check spelling and grammar before you send a message.

    Automatic Bullets and Numbering     Adds bullets and numbering to call out important points. Use a picture or other graphic as a bullet, or create a hierarchical list that has numbered items.

    Tables     Uses tables to organize your information. When you use Word as your email editor and HTML as the default message format, Outlook preserves table formatting, even for recipients who do not use Word.

    Conversion of email names and Internet addresses     Automatically converts email names and Internet addresses to hyperlinks. Smart hyperlink formatting can even convert hyperlinks whose URLs contain spaces.

    Themes     Uses Word themes to provide visual consistency and to make your messages stand out.

    Autoformat     Formats your message automatically as you type, and adds formatting to plain text messages that you receive.

    In addition, you can now set some options in Outlook that you could previously work with only in Word. For example, you can now create and set a default signature or stationery from Outlook if Word is set as your email editor. You can also specify some spell checker options and fonts for new messages and messages you forward or reply to. If you change these options from Word, they change the equivalent settings in Outlook, and vice versa.

    Even if you turn off Word as your email editor, you can use it just for viewing messages that you receive, which can preserve formatting that might otherwise be lost.

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  2. Can I use the standard Outlook editor instead of Word?
    1. From the main Microsoft Outlook window, click the Tools menu, click Options, and then click the Mail Format tab.
    2. Clear the Use Microsoft Word to edit email messages check box.

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  3. Can I use Word as my editor for a single email?

    Yes. On the Actions menu, point to New Mail Message Using, and then click Microsoft Word ( message format).

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  4. Can I turn Word on to view e-messages sent in Rich Text format?

    You may want to set this option if you often receive the message "This message contains formatting that is best viewed with Microsoft Word. Click here to display in Word."

    1. From the main Microsoft Outlook window, click the Tools menu, click Options, and then click the Mail Format tab.
    2. Select the Use Microsoft Word to read Rich Text email messages box.

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  5. Can I add stationary to the background?

    If you are using Word as your text editor (default) and you are using HTML for your message format (also the default), then you can add a stationary background to your email messages.  

    1. From the main 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 HTML.
    3. Click Stationery Picker.
    4. You can scroll through the existing stationary and highlight the one you want.
    5. Click OK to get back to Mail Format tab.
    6. Click OK to complete your request.

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  6. Can I change the format of the all the emails I am sending?
    1. On the Tools menu, click Options, and then click the Mail Format tab.
    2. In the Compose in this message format list, click on the format you want.

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  7. What if I want to change the format of a particular message?

    You can change the format of a single email message.

    1. From the main Microsoft Outlook window, on the Actions menu, point to New Mail Message Using
    2. Click the format you want to use.

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  8. How do I set up an email template/message form in Outlook?

    Setting up an email template

    Use email templates to send messages containing information that you send frequently. 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 email message.

    Create an email 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 email messages check box.
    3. Click Apply, and then click OK.
    4. On the File menu, point to New, and then click Mail Message.
      Note You can also start a new email message by clicking the New Mail Message button on the Standard toolbar.
    5. 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.
    6. On the File menu, click Save As.
    7. In the Save as type list, click Outlook Template, and then click Save.
    8. 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 email messages check box.
    9. Click Apply, and then click OK.

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Using Outlook - Folders

  1. How to can I view the size of my folders?
    • Go to Tools & choose Mailbox Cleanup.
    • Click on View Mailbox Size.

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  2. How can I add additional folders to my folder list?
    1. In the Folder List, highlight the folder (e.g., Inbox or Tasks) in which you want to create the new folder. If the Folder List is not visible, from the Go menu, select Folder.
    2. From the File menu, select New, then Folder. Alternatively click on the down arrow next to the New button & choose Folder.
    3. When prompted, enter a name for the folder in the "Name:" field.
    4. In the "Folder contains:" field, specify the type of items you want the folder to store. By default, the new folder will contain the same type of items as the folder in which it is created. Use the drop-down menu to choose one of the following: Appointment Items, Contact Items, Journal Items, Mail Items, Note Items, or Task Items.
    5. If you would like to create the folder in a different location, highlight the appropriate folder. If the new folder should be a higher level folder, click on Mailbox-User Name.
    6. Click OK.

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  3. How can I move email messages to another folder?
    1. Select the item you want to move.
      • To select adjacent, click the first item, and then hold down SHIFT and click the last item.
      • To select nonadjacent items, click the first item, and then hold down CTRL and click additional items. To select all items, click the Edit menu, and then click Select All.
      • Note  Changing the view  for items can make selecting specific items easier. For instance, if you want to select all messages that have the same subject, in the folder containing the messages, click View, point to Current View, and then click By Conversation Topic. Select the messages you want from the view.
    2. Click Move to FolderButton image, and then click the name of the folder you want to move the item to. The list is created from previous folders you have moved items into.  
      • If the folder you want isn't listed, click Move to Folder, and then click the folder.
      • Alternatively you can drag & drop the email message into the appropriate folder

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Using Outlook - Junk Email

  1. Does FCNet use spam filtering?

    FCNet scans all email for spam, and this systems catches thousands of messages each day. You may occasionally receive an email that does not fit within the spam "profile", and is not caught by our filters. For those cases, and for any email you receive that is not spam, but is still unwanted, Outlook provides a Junk Email filter.

    The Junk Email Filter in Outlook is turned on by default, and the protection level is set to Low. This level is designed to catch only the most obvious junk email messages. You can make the filter more aggressive, but if you do it may catch some legitimate messages. Any message that is caught by the Junk Email Filter is moved to a special Junk Email folder. You should review messages in the Junk Email folder from time to time to make sure that they are not legitimate messages that you want to see.

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  2. How do I get updates to the Junk Email Filter?

    Updates will automatically be pushed to your computer during off hours.

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  3. How can I review the mail that is considered junk?

    Depending on the Junk Email Filter protection level that you set, email messages that you want to receive might be moved to the Junk Email folder. You should periodically review messages in the Junk Email folder to ensure that you are not missing any messages that you want to see.

    1. On the Go menu, click Folder List.
    2. In the Folder List, click the Junk Email folder.
    3. Right-click any messages that you want marked as not junk.
    4. On the shortcut menu, point to Junk Email, and then click Mark as Not Junk.

    Messages marked as not junk are moved to your Inbox or to the folder in which they were stored previously. When you mark a single message as not junk, you are prompted to add the sender or mailing list name to your Safe Senders List or Safe Recipients List.

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  4. Email from my friend is considered Junk. How can I fix this and avoid it in the future?
    1. If you are not in the Junk Email folder, switch to that folder.
    2. On the Go menu, point to Folder, and then click Junk Email.
    3. Click OK.
    4. Right-click any messages that you want marked as not junk.
    5. On the shortcut menu, point to Junk Email, and then click Mark as Not Junk.

    Messages marked as not junk are moved to your Inbox or to the folder they were previously in. If you have more than one email account, the message will be moved to the Inbox or folder of the active email account. When you mark a single message as not junk, you are prompted to add the sender or mailing list name to your Safe Senders or Safe Recipients List.

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  5. What is the difference between Safe Senders, Safe Recipients, and Blocked Senders? How can I add people to these lists?

     Safe Senders

    • Email from users on your Safe Senders List will never be treated as junk email
    • You can check the box “Also trust email from my Contacts”

    Safe Recipients

    • Email to users on your Safe Recipients List will never be treated as junk email

    Blocked Senders

    • Email from users on your Blocked Senders List will always be treated as junk email

    How to add someone to your Safe Senders or Safe Recipients List

    You can add either the sender's email address or their domain name to the Safe Senders List.

    1. On the Tools menu, click Options.
    2. On the Preferences tab, under Email, click Junk Email.
    3. Click the Safe Senders or Safe Recipients tab.
    4. Click Add.
    5. In the Enter an email address or Internet domain name to be added to the list box, enter the name or address you want added, and then click OK.
    6. Repeat steps 4 and 5 for each name or address that you want to add.

    Notes about Safe Senders and Safe Recipients

    If you want your Contacts to be considered safe senders, select the Also trust email from my Contacts check box on the Safe Senders tab. By default, the check box is selected. All email addresses in your Contacts folder will then be used by the Junk Email Filter to evaluate messages.

    If you want people who are not necessarily in your Contacts but are people you correspond with regularly to be considered safe senders, select the Automatically add people I email to the Safe Senders List check box on the Safe Senders tab.

    If Automatic Picture Download is turned off, messages from or to email addresses or domain names on the Safe Senders and Safe Recipients Lists will be treated as exceptions and the blocked content will be downloaded.

    If you have existing lists of safe names and addresses, you can import the information into Microsoft Office Outlook 2003 by saving the list into a text (.txt) file with one entry per line, and then importing the list.

    To quickly add a sender, domain name, or mailing list name to the Safe Senders or Safe Recipients Lists, right-click the message you consider safe, and then on the shortcut menu, point to Junk Email, and then click Add Sender to Safe Senders List, Add Sender's Domain (@example.com) to Safe Senders List, or Add Recipient to Safe Recipients List.

    All of the names in the FCNet Exchange Server Global Address List are automatically considered safe.

    How to add someone to your Blocked Senders

    1. On the Tools menu, click Options.
    2. On the Preferences tab, under Email, click Junk Email.
    3. Click the Blocked Senders tab.
    4. Click Add.
    5. In the Enter an email address or Internet domain name to be added to the list box, enter the name or address you want added, and then click OK.
    6. Repeat steps 4 and 5 for each name or address that you want to add.

    Notes about the Blocked Senders List

    You can quickly add a name to the Blocked Senders List by right-clicking the junk email message, and then, on the shortcut menu, pointing to Junk Email and clicking Add Sender to Blocked Senders List on the shortcut menu.

    If you have existing lists of names and addresses that you want to block, you can import the information into Microsoft Office Outlook 2003 by saving the list as a text (.txt) file with one entry per line, and then importing the list.

    To remove a name from the Blocked Senders List, in the Blocked Senders tab, click the name you want to remove from the list, and then click Remove.

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  6. How can I change my Junk Email filter options?

    To change the level of your junk email protection:

    1. On the Tools menu, click Options.
    2. On the Preferences tab, under Email, click Junk Email.
    3. Select the protection level that you want.
      • No protection    Although this turns off the automatic Junk Email Filter, Microsoft Office Outlook 2003 will continue to evaluate messages by using domain names and email addresses on your Blocked Senders List, and messages will continue to be moved to your Junk Email folder.
      • Low    If you don't receive many junk email messages and want to see all but the most obvious junk messages, you should select this option.
      • High    If you receive a large volume of junk email messages, you should select this option. However, you should periodically review the messages moved to your Junk Email folder, because some wanted messages may be moved there as well.
      • Safe Lists Only    Any email messages sent from someone not on your Safe Senders List or sent to a mailing list not on the Safe Recipients List will be treated as junk email messages.

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  7. Can I delete the messages instead of moving them to my Junk Email folder?

    Yes, you can permanently delete the spam instead of sending it to the Junk Email folder.

    1. On the Tools menu, click Options.
    2. On the Preferences tab, under Email, click Junk Email.
    3. Select the Permanently delete suspected junk email instead of moving it to the Junk Email folder check box.

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  8. Can I import a list of email addresses into my Junk Email Filter list?

    If you have existing lists of email addresses you want to use for evaluating email messages, you can import this information into Outlook 2003 by saving the list into text (.txt) file format with one entry per line, and then importing the list.

    1. On the Tools menu, click Options.
    2. On the Preferences tab, under Email, click Junk Email.
    3. Click the Safe Senders, Safe Recipients, or Blocked Senders tab.
    4. Click Import from File.
    5. In the Look in list, click the drive, folder, or Internet location that contains the file you want to import.
    6. In the folder list, locate and open the folder that contains the file.
    7. Click the file, and then click Open.

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  9. Can I block (or unblock) suspicious links in phishing messages?

    Phishing is the malicious practice of luring you into disclosing your personal information, such as your social security number or credit card number. Often phishing messages have deceptive links that actually take you to spoofed Web sites that urge you to enter and submit your personal information. Your personal information is used by criminals to steal your identity, your money, or both.

    1. On the Tools menu, click Options.
    2. On the Preferences tab, under Email, click Junk Email.
    3. On the Options tab, check the box at the bottom to enable blocking of suspicious links. Uncheck the box to unblock this option

    Suspicious message detection continues to work even when you select the No Automatic Filtering option to turn off spam detection.

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  10. How do I delete email from the Junk email folder?
    1. On the Go menu, click Folder List.
    2. In the Folder List, right-click the Junk Email folder, and then click Empty Junk Email Folder on the shortcut menu.

    Emptying the Junk Email folder or deleting an item  from the Junk Email folder moves the item to the Deleted Items folder. You can permanently delete an item by selecting the item and then pressing SHIFT+DELETE. To permanently delete all the messages in the folder, press SHIFT and click Empty Junk Email Folder on the shortcut menu.

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  11. I am getting an error message when I am trying to use my Junk E-Mail folder.

    You cannot use Junk Email options if cached mode is not enabled.

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Using Outlook - Rules

  1. How can I use rules to manage my incoming mail?
    • Rules help you manage your email messages by performing actions on messages that match a specific set of conditions. After you create a rule, Microsoft Outlook applies the rule when a message arrives in your Inbox or when you send a message. For example, you can automatically:
      • Forward to your manager all messages sent by an individual when they arrive in your Inbox.
      • Assign a specific category to all messages you send that have a key word in the Subject box.
      • Flag each meeting request or meeting update you receive from your manager.
    • Rules fall into two general categories: notification and organization.
      1. Notification rules alert you in some way when you receive a particular message. For example, you can create a rule that automatically sends an email message to your mobile telephone when you receive a message from a family member.
      2. Organization rules perform one or more actions on a message. For example, you can create a rule that moves certain messages to a folder or flags them for follow-up on a particular day.
    • You can also run one or more of your rules manually. Running rules manually allows you to selectively apply them to messages already in your Inbox or in another folder.
    • You can add exceptions to your rules for special circumstances, such as when a message is flagged for follow-up action or is marked with high importance. A rule is not applied to a message if any one of the exceptions you specify is met.

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  2. How can I create a rule?

    There are several types of rules you can create.

    1. Create a rule from a template or from scratch
    2. Create a rule based on a message in a folder
    3. Create a rule based on a message you are composing
    4. Create a rule based on a name or subject

     Create a rule from a template or from scratch

    1. In the Navigation Pane, click Mail.
    2. On the Tools menu, click Rules and Alerts.
    3. Click New Rule.
    4. Do one of the following:
      • To use a template with pre-specified actions and condition, select the template you want.
      • Create the rule by specifying your own conditions actions, and exceptions (this option is not available when you create a rule for a public folder). Click Start from a blank rule, and then click Next. Under Select when messages should be checked, select Check messages when they arrive or Check messages after sending, and then click Next.
    5. Follow the rest of the instructions in the Rules Wizard.

    If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in " folder" check box on the last page of the Rules Wizard.

     If you want to run a rule periodically but not all the time, do the following:

    1. On the Rules and Alerts dialog box, turn the rule off by clearing the check box next to the rule.
    2. Click Run Rules Now.
    3. In the Run Rules Now dialog box, under Select rules to run, select the check box next to the rule you want to run.
    4. Select the folder that you want to apply the rule to.
    5. Select the category of messages that you want to apply the rule to. For example, you can apply the rule only to unread messages in a folder.
    6. Click Run Now.

    Create a rule based on a message in a folder

    1. Open the folder that contains the message.
    2. Right-click the message you want to base a rule on.
    3. Click Create Rule.
    4. In the Create Rule dialog box, select the conditions and actions you want to apply.
    5. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

    To run the rule as soon as you have created it, select the Run this rule now on the messages already in " folder" check box on the last page of the Rules Wizard.

    Create a rule based on a message you are composing

    1. Add a recipient or type a subject for the message.
    2. Click Create Rule.
    3. In the Create Rule dialog box, select the conditions and actions you want to apply.
    4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

    Create a rule based on a name or subject

    1. Open the message you want to base a rule on.
    2. On the toolbar, click Create Rule.
    3. In the Create Rule dialog box, select the conditions and actions you want to apply.
    4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

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  3. Is there a limit to the number of rules I can create?

    The number of rules you can create is limited by size. You can have 32KB of rules. Because the size of each rule varies, the number of rules you can have usually works out to between 40 and 50.

    More information about this issue can be found on the Microsoft support site.

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Using Outlook - Searching Mail

  1. Is there a way to search within my email?

    Basic Search

    You can search for email in Outlook by using Find, which searches for items based on a word or phrase they contain. By default, Outlook searches only the current folder (excluding subfolders). However, you can specify which folders you want to search on your computer or on a network.

    Outlook displays the results of a simple text search in the same view as the current folder. This means you can sort, group, and otherwise change how the results look, just as you do for any folder view. You can open an item or file in the search results list, and you can preview email messages, meeting requests, task request, notes, and document comments.

    • To use the basic search function, go to Tools|Find and choose Find.

    Advanced Search

    You can search Outlook for items or files saved in Outlook folders using criteria other than a word or phrase, and you can target your search to specific fields. For example, you can search for all the messages from your Dean that were sent only to you. Or, you can search for all messages that are over a certain size or that contain attachments.

    To do these types of searches, use Advanced Find. Outlook displays the results in the Advanced Find dialog box, where you can open an item or file that's listed. You can also save the search criteria to reuse.

    • To use the advanced search function, go to Tools|Find and choose Advanced Find.

    Search Folders

    If you frequently search for the same type of email messages, consider using a Search Folder. For example, you can locate all unread items across all of your mailbox folders in the Unread Mail Search Folder.

    Search Folders are virtual folders that contain views of all email items matching specific search criteria. The email messages shown remain stored in one or more Outlook folders. Once you have set up a Search Folder, each time you view it the view is updated with items in your mailbox that match the criteria.

    To customize a search folder:

    1. In the Navigation Pane, right-click the Search Folder.
    2. On the shortcut menu, click Customize this Search Folder.
    3. Click Criteria.
    4. Select the options you want.

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Using Outlook - Sending Receiving and Forwarding Mail

  1. How do I create a new email message & send it?
    • If you are in the Mail view in Outlook, click on the New button to create a new email message. If you are NOT in the Mail view, click on the down arrow next to the New button & choose Mail Message.
    •  HotKey Shortcut: use Ctrl-N at any time to create a new email message.
    •  Enter the email address of the recipient in the To field. To look through the Global Address List (GAL) or your Contact List, click on the To field. HotKey Shortcut: use Alt-. (period) to look through the GAL or Contact List.
    •  When you are ready to send the message, click the Send button.

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  2. How can I save a message that still needs work so I can modify it & email it out later?
    • Click on the save button in your email message and a copy of the email will be saved to your Drafts folder. HotKey Shortcut: use Ctrl-S to save a draft message.
    •  The message can be closed by clicking on the X in the top right corner or by clicking on File and then Close.
    • Once you are ready to start working on the email again, click on the Drafts folder in your folder list.
    • Double click on the email message to open it. Make the appropriate changes and then send the request.

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  3. How do I reply to a message? How do I reply to all recipients?
    • Select the message you want to reply to.
    • To reply to only the sender, click Reply. HotKey Shortcut: use Alt-R to reply to the sender.
    • To reply to all of the recipients, click Reply to All. HotKey Shortcut: use Alt-L to reply to all.
    • Type your response, then click Send.

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  4. How do I forward a message?
    • Select the message you want to forward.
    • Click Forward. HotKey Shortcut: use Ctrl-F to forward a message
    • Enter recipient names in the To , Cc , and Bcc boxes. To select recipient names from a list, click the To, Cc, or Bcc button.
    • Type your message, then click Send.

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  5. Why am I receiving email saying that a message has been opened by the recipient?

    In Outlook, you may receive notification that a message you sent has been read, otherwise known as a "read receipt". If you do not wish to be notified when a message that you send has been received or read, you can change these options by following the appropriate steps below:

    1. From the Tools menu, select Options.
    2. Under the Preferences tab, click Email Options.
    3. Click Tracking Options.
    4. Uncheck the boxes under For all messages I send, request and then click OK.

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  6. How do I enable read receipts for all email I send?
    1. From the Tools menu, select Options.
    2. Under the Preferences tab, click Email Options.
    3. Click Tracking Options.
    4. Check the box labeled Read Receipts under For all messages I send, request and then click OK. If you would also like to be notified of delivery of the email message, check the Delivery Receipts box.

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  7. How do I set up a vacation message/autoreply?

    Follow the steps below to specify the text for automatic replies to email messages when you're out of the office. Outlook will only reply once to any given sender for each period that the Out of Office Assistant is on, i.e. if the sender sends you another email they will not get a reply.

    1. Select the Exchange Server Inbox and choose Tools, Out Of Office Assistant.
    2. In the Out Of Office Assistant dialogue box, type the body of your automatic message reply in the Auto Reply box. While the Out Of Office Assistant is active, the Exchange Server uses this message to reply to incoming email.
    3. Select I am currently Out of the Office and click OK
      • When you return to your office and login to Outlook, a reminder window will pop up. Click on Yes to turn off the Out of Office Assistant.
    4. This is an optional step, but you may find it useful. You may also Add Rules to your Out of Office Message. By adding a Rule, you can select a different action to be taken dependent upon the sender of the email message you receive. For example:
      • You may select to have all messages received from a specific sender be sent to a particular folder.
      • You may select to have a template (email message) reply to the sender.
      • You can send a specific message to a specific sender

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  8. How do I postpone delivery of my email? What happens to the message when I queue it for future delivery?

    To queue a message for delivery in the future, create the message and then:

    • Click on View (from the email message menu bar) and choose Options. Check the Do not deliver before: box.
    • Set the date and time that you want the message delivered and then click the Close button.
    • Click the Send button, even though the message will be sent in the future.
    • The message is moved to your Outbox.
      • Note: If you open your Outbox, you will see the message summary in italics. Notice that the Sent date is the date/time you clicked the Send button to queue the message — not the date/time it's actually going to be sent.
      • Note: If, for any reason, you open a message that is queued for future delivery — to change it, to ask someone to review it, etc. — you will need to click the Send button again; otherwise it will no longer appear in italics in your Outbox — nor will it ever be sent.
    • The message will move to your Sent folder when the scheduled send date/time arrives.
      • Note: The message will still retain the original date, but when the recipient opens the message, the future date/time is displayed.

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  9. How do I find Email Addresses when I am creating a new email message?
    • Click on the To button. By default, you will be searching the global address list ( The Global Address List contains the names and email addresses of all FCNet accounts). If you need to send email to one of your Contacts, choose Contacts from the drop down list.
    • Type in the name or highlight the name, and then click on the To button and the name will be added to the To: field. If you want to carbon copy (cc:) or blind carbon copy (bcc:), click on the appropriate button.
    • Once you have added all the names from your address book, click OK.

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  10. How do I send email to more than one person?

    You can enter multiple email addresses in the To, CC:, or BCC: fields. Email addresses can be separated by a semicolon ( ; ).

    If you send email to the same group of people frequently, you can create a distribution list.

    To create a distribution list:

    1. On the File menu, point to New, and then click Distribution List.
    2. In the Name box, type the name of the distribution list.
    3. Click Select Members to add users from your address book.
    4. In the Show names from the list, click the address book that contains the email addresses you want in your distribution list.
    5. In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. (You can also highlight the names of the individuals). Do this for each person you want to add to the distribution list, and then click OK.
    6. To add users that are not in your address book, click on the Add New button. Type in the person’s name in the Display Name field and his/her email address in the Email Address field. Click OK.
    7. Click on the Save & Close button to create the distribution list.

    If you want to add a longer description of the distribution list, click the Notes tab, and then type the text.

     The distribution list is saved in your Contacts folder by the name you give it.

     You can also create a distribution list by copying names from an email message.

    1. In the email message you want to copy the names from, select the names in the To or Cc box.
    2. On the Edit menu, click Copy.
    3. On the File menu, point to New, and then click Distribution List.
    4. In the Name box, type a name for the distribution list.
    5. Click Select Members.
    6. In the Add to distribution list Members field, right-click, choose Paste, and then OK.
    7. Click on the Save & Close button to create the distribution list.

    To send email to the distribution list, type the name of the distribution list in the To field. Alternatively, you can click on the To button & choose the name from your Contacts address book.

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  11. Can I send email to a group of people & have their replies sent to someone else?
    1. Create a message.
    2. Click Options.
    3. Under Delivery options, select the Have replies sent to check box.
    4. Type the name of another person, or click Select Names to select from a list (you cannot have replies sent to a distribution list).

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  12. How do I re-send a message?

    Open the message in your Sent Items folder and then choose Actions | Resend This Message.

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  13. When I try to reply to a listserv, my response is automatically sent to the entire list. Can I respond to original sender only?

    In order to respond to the original sender, you will need to delete the email address in the To field & type in the sender’s email address.

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  14. I am sending a survey to several users & I need a Yes/No commitment from them? Can I use Outlook to track their responses?

    Yes. FCNet accounts have the option of adding voting buttons to an email message which allows you to track who has responded, and what their response was.

    To add the voting option to your email, create a new message. In the Menu bar, click on View | Options. Under Voting and Tracking Options, check the box marked Use Voting Buttons. There are several default responses. If these do not meet your needs, you can create your own by deleting the existing responses & typing in new ones. Be sure to separate each response by a semicolon.

    Once you have entered the criteria, you can also request a delivery receipt of this message and/or a read receipt of this message. If you would like either of these, check the appropriate box.

    Choose Close to save the changes.

    In order to vote, users must be using Outlook. Recipients will open the email message, click on one of the voting buttons, and send the response.

    To Track the responses, open the original message you are tracking. This message is usually located in the Sent Items folder. Click the Tracking tab.

    By default, responses that do not contain comments are recorded in the original message, and responses that contain comments are kept in the Inbox. You can have Microsoft Outlook automatically delete the blank responses.

    You will receive an email each time a recipient responds.

    Votes will be tallied inside of the original sent message. You can also copy and paste the responses into Excel.

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  15. I’d like to copy myself on all email that I send. Is there an option in Outlook to do this?
    1. You can create a rule to allow this function.
    2. Click on Tools | Rules & Alerts. On the Email Rules tab, Select Apply Changes to this folder: Inbox [Microsoft Exchange].
    3. Click on New Rule.
    4. Choose Start from a Blank Rule | Check messages after sending. Click Next.
    5. On the Step 1: Specify Condition screen, check the box through the specified account.
    6. Click on the specified account link and enter Microsoft Exchange Server in the Account field. Click OK.
    7. Click Next.
    8. Check the box Cc the message to people or distribution list.
    9. Click on the people or distribution list link and type your name in the To field. Click OK.
    10. Click Next.
    11. If you want to apply any exceptions, do so on the next screen
    12. Click Next.
    13. Choose a name for the rule and check the box Turn on this rule. Click on the Finish button, then click OK.

    This is a client only rule & will only run when Microsoft Outlook is in use.

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  16. How do I create a reminder to reply to an important email?
    1. Open the email message.
    2. Click the Follow-Up flag on the Toolbar.
    3. Choose the type of flag, the color of the flag, the due date and time, and then click OK. You will be reminded when the project becomes due.

    Alternatively, you can right click on the flag in your Inbox (next to the email message) and set the reminder.

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  17. I need to flag really important emails. How do I do that in Outlook?

    The important (!) indicator is available to you on the message's toolbar and is a fast way to let recipients know that you have sent them an important message.

    A message flag can mark a message and make it easy to scan the Inbox and find it again, either as a reminder for you or to catch a recipient's attention. To flag a message, right click on the flag and choose the color. You have six colors to choose from. You can designate one color to indicate important messages in your Inbox. You can even set a reminder with the flag — to remind you to reply to or act on the message.

    To easily find all the flagged items in your Inbox, in the Navigation Pane, under Favorite Folders, click the For Follow Up Search Folder. You can also create a Search Folder to hold all items marked important.

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  18. How do I recall a message?
    1. Open the message to be recalled in your Sent Items folder.

    2. Click on ActionsRecall This Message.

    The recipient of the mail you want to recall must also be using an Exchange server email account. For example, you cannot recall a message sent to someone's personal ISP email account.

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  19. If I recall a message, will my recall be successful?

    The success or failure of a recall depends on the several issues, including whether the recipient has read the message, and the recipient’s settings in Outlook.

    1. If the original message has not been read, the original message is deleted and the recipient is informed that you, the sender, recalled the message from his or her mailbox.
    2. If the original message is marked as read, (viewing in the Reading Pane doesn't constitute reading in this scenario), the recipient is informed that you, the sender, want to recall the message, but the message remains in the recipient's Outlook folder.
    3. If the recipient's Outlook is configured to Process requests and responses on arrival (available in Tools, Options, Email Options, Tracking Options), the recall request will be processed, and the recalled email removed from their Inbox.

    For additional information on recalling email messages, go to Microsoft’s Online help, http://office.microsoft.com/en-us/assistance/HA010917601033.aspx.

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Using Outlook - Sharing and Delegates

  1. What is Delegate Access?

    Just as you might have an assistant who helps you manage your incoming paper mail, Microsoft Outlook provides similar functionality by making it possible for you to give another person access to your Inbox and any other Outlook folder you want. The process of granting someone permission to open your folders, read and create items, and respond to requests for you is called delegate access.

    As the person granting permission, you determine the level of access the delegate has. You can give a delegate permission to read items in your folders, or to read, create, modify, and delete items. You can give a delegate permission to send mail and to respond to mail on your behalf. The delegate can also organize meetings on your behalf and respond to meeting requests and task requests sent to you. By default, if you grant someone access to your folders, that delegate has access to the items in the folders, except items marked private. You must grant additional permissions to allow access to private items.

    Note  If you want to use the Delegate Access feature, your mail must be delivered to your mailbox on the server.

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  2. How can I set up someone to be my delegate?

    Follow these steps to grant delegate access and share your mailbox.

    Add the user as a delegate

    1. On the Tools menu, click Options, and then click the Delegates tab.
    2. Click on the Add button & then type in the name or highlight the designee and click on Add. Then choose OK.
    3. Choose the permission level for each type of activity.
    4. If you would like the delegate to receive an email summarizing these permissions, check the box at the bottom.
    5. If you want to allow the designate to see your private items, check that box as well.
    6. Click on OK.

    You can also choose to have your meeting requests & responses sent only to your delegate & not to you. Check this box on the delegates tab to enable this function.

    Share your Exchange mailbox

    1. On the Go menu, click Mail.
    2. Under All Mail Folders, right-click your Exchange mailbox.
    3. This usually appears as Mailbox - user name
    4. Click Sharing.
    5. Click on the Add button and type in or highlight the name of your Delegate. Click Add and click OK.
    6. Check the boxes for the appropriate permission levels and then click OK.

    Share any mail folders (optional)

    1. On the Go menu, click Mail.
    2. Under All Mail Folders, click the + to expand your Exchange mailbox.
    3. Right click on the folder that you wish to share.
    4. Click Add.
    5. Make sure the Show Names from the: box is set to Global Address List. Note that you can only share folders with users in the GAL.
    6. Choose the user(s) with whom you wish to share this folder.
    7. Select the permission level. See What are the different delegate permissions? for more information on permission levels.
    8. Click OK

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  3. How can I change a delegate’s permissions?
    1. On the Tools menu, click Options, and then click the Delegates tab.
    2. Click the delegate whose permissions you want to change, and then click Permissions.
    3. Change the permissions for any Microsoft Outlook folder that the delegate has access to.
    4. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

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  4. What are the different delegate permissions?

    The levels of permission that a delegate can be granted are as follows:

    With this permission level (or role): You can...
    Owner Create, read, modify, and delete all items  and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
    Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
    Editor Create, read, modify, and delete all items and files. Includes send-on-behalf-of permission
    Publishing Author Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.)
    Author Create and read items and files, and modify and delete items and files you create. Includes send-on-behalf-of permission
    Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
    Reviewer Read items and files only.
    Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
    None You have no permission. You can't open the folder.

    Note    With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.

    If a delegate needs permission to work with meeting requests and responses only, the manager can select the user on the Delegates tab ( Tools menu, Options command), click Permissions, and then select the Delegate receives copies of meeting-related messages sent to me check box. The manager does not need to grant permission to their Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to the manager's Calendar folder, because once they respond to the meeting on behalf of the manager, the meeting is automatically added to the manager's Calendar folder.

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  5. I am a delegate for another Exchange user. How can I add the folders (mailbox, calendar, contacts, etc.) that they've shared with me to my Outlook folder list?

    If you are a delegate for another user, you may want to add their account to your Outlook folder list for quick access. You must have been granted at least reviewer permission on a folder to open it and see it in your Folder List.

    1. On the Tools menu, click E-Mail Accounts.
    2. Click View or change existing email accounts, and then click Next.
    3. In the list, click the Exchange account type, and then click Change.
    4. Click More Settings, and then click the Advanced tab.
    5. Click Add, and then type the FCNet account name of the person whose account you want to add to your folder list.

    Once you have added the account to your profile, the FCNet account name should appear in your folder list. Go to the folder list in the Mail view and click on the + to expand the folder. If you get an error message, that user has not properly shared his/her account with you. He/she should review the instructions in How can I set up someone to be my delegate?.

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  6. How do I send email on someone's behalf?
    1. On the File menu, point to New, and then click Mail Message.

      Note: Even though you can click From and select any name from the Global Address Book, you are allowed to send a message only on behalf of someone who has granted you that permission.

    2. In the From box, type the name of the person you are sending on behalf of. If you leave the box blank, the message is sent from you.

    If you do not see the From box above the To and Cc boxes, do the following:

    In the message window, on the Email toolbar, click the arrow on the Options button, and then click From. If you are not using Microsoft Office Word 2003 as your default editor, in the message window, on the View menu, click From Field.

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  7. When I work as a Delegate for someone, where do messages I send on the their behalf go?

    When you are working as a delegate, messages that you send go into the Sent Items folder of your account. The same is true when you are working as a delegate and delete a message; it goes into your Deleted Items folder.

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Using Outlook - Signatures and vCards

  1. Can I create canned email messages for the responses that I send frequently?

    If you find that you repeatedly send the same message, you may want to create a Signature file in Outlook. You can create a signature containing any information which will remain constant, save the signature, and then use the signature to send a new message or to reply to a message. NOTE: In order to select between multiple signatures, you must create a default signature file (e.g., a business, personal or even blank).

    Once you are in the email message, choose Insert from the menu bar & then choose Signature. Choose the appropriate signature to add to the email message.

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  2. How do I create a signature file?
    1. Choose Tools | Options, click on the Mail Format tab and then click on the Signatures button.
    2. Click the New button.
    3. Enter a name for your new signature (e.g., "FCNet")
    4. Select Start with a blank signature, if it is not already selected, and then click the Next button.
    5. Enter your text in the Signature text box. Note: you may change the message font and style if you would like.
    6. Click the Finish button.
    7. Click the OK button to return to the Options menu.
    8. Choose a default signature to use under Signature for new messages: and Signature for replies and forwards. Click the OK button.

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  3. How can I send email using different signature files?
    1. Create a new message.
    2. Choose Insert from the menu bar & then click on Signature.
    3. Choose the appropriate signature to add to the email message.
    4. Click the Send button.

    You can reply to an email with a signature using the same procedure

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  4. I need to update my signature file. How do I change it?
    1. Select Tools | Options, click on the Mail Format tab and then click on the Signatures button.
    2. Select the signature file you want to modify, and click the Edit button.
    3. Make any changes, then click the OK button.
    4. Click on the OK button.
    5. Click on the OK button again.

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  5. I’d like to add my vCard to my signature file. Can I do this?
    1. On the Tools menu, click Options, and then click the Mail Format tab.
    2. Click Signatures.
    3. Do one of the following:

    Add a vCard to an existing email signature

    1. In the Signature list, select a signature, and then click Edit.
    2. Under vCard options, select a vCard from the list, and then click OK.

    Add a vCard to a new email signature

    1. Click New.
    2. In the Enter a name for your new signature box, enter a name.
    3. Under Choose how to create your signature, select the option you want.
    4. Click Next.
    5. In the Signature text box, type the text you want to include in the signature. You can also paste text into this box from another document.
    6. 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.
    7. Under vCard options, select a vCard from the list, and then click Finish.

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  6. How can I remove my signature file?
    1. Select Tools | Options, click on the Mail Format tab and then click on the Signatures button.
    2. Select the signature file you want to delete, and click the Remove button.
    3. When prompted ' Are you sure you want to delete the selected signature? All accounts using this signature will now be set to use <NONE>'. click the Yes button.
    4. Click the OK button.
    5. Click the OK button.

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Using Outlook - Sorting and Viewing Mail

  1. How can I change the way the messages are sorted?

    The default arrangement  used to view messages is by Date. You can switch to any of the other predefined arrangements by clicking on one of the column headers (From, Subject, etc.), or by following these steps:

    1. On the View menu, click Arrange By.
    2. Click the arrangement you want.
    3. To customize the arrangement you just applied, on the View menu, click Arrange By, and then click Custom, and then select the options you want.

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  2. What is the Reading Pane?

    You can preview items in your Inbox without opening them by using the Reading Pane — just single-click the message to display the text of the item. In the Reading Pane, you can also open attachments, follow a hyperlink, use voting buttons, view the follow-up information in the Infobar, and respond to meeting requests.

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  3. Is the Reading Pane Secure?

    You can view messages safely in the Reading Pane. Potentially malicious scripts or attachments are not activated or opened automatically in the Reading Pane. Although most malicious attachment types are blocked by Outlook, messages and attachments from unknown or unsolicited senders should always be treated with caution.

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  4. How can I turn the reading pane on and off in Outlook?

     

    To turn on the reading pane:

    On the View menu, point to Reading Pane, and then click Right or Bottom.

     

    To turn off the reading pane:

    On the View menu, point to Reading Pane, and then click Off.

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  5. How do I view the full headers of an email I received?
    1. Open a message.
    2. On the View menu, click Options.
    3. The header information appears under Delivery options in the Internet headers box.

    OR

    1. In your mail view, right click on the message in the message list.
    2. Choose Options. The headers show up at the bottom of the screen.

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  6. When I receive email in Outlook, the text is wrapped — how can I prevent this?

    Choose Tools | Options | Email Options and select ' Remove extra line breaks in plain text messages'.

    Or, on a message by message basis, you can click on the gray bar at the top of the message that says 'Extra line breaks in this message were removed.' and select ' Restore line breaks'.

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  7. How can I set Outlook to automatically download and open pictures when I open an HTML email message?

    Choose Tools | Options | Security | Change Automatic Download Settings and de-select 'Don't Download pictures or other content automatically in HTML email'. NOTE: this applies to all messages that you receive. If you would like to only download pictures from certain senders, you can add the sender to your Safe Senders list.

    1. Right click on the message.
    2. Select Junk Email.
    3. Select Add Sender to Safe Senders List. The pictures will show in emails from that sender.

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  8. Can I change the default format of the email messages I receive?

    By default, Microsoft Outlook will display the email message in the format that the sender selected. You can have Microsoft Outlook automatically display messages that you open in plain text instead.  

    1. On the Tools menu, click Options, and then click Preferences.
    2. Click Email Options, and then select the Read all standard mail in plain text check box.

    Forcing a digitally signed message that is not in plain text format to be read in plain text will prevent the digital signature from working. You will be able to read the message, but the process for verifying the signature, knowing who the sender is, and whether or not the message has been altered will not work. To include messages signed with a digital signature, select the Read all digitally signed mail in plain text check box.

    If you decide you want to view the plain text message in its original format, click the InfoBar, and choose either Display as HTML or Display as Rich Text.

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  9. How do I get long URLs to appear as hyperlinks in Outlook and other email clients?

    If you see a long web link in an email message, always look for a stray bit of text on the line below—that text may be part of the link.

    Email programs wrap long lines of text to fit the screen and the text is auto-converted into a clickable link. Unfortunately the conversion only detects a single line of the web link—anything that has been wrapped to the second line is ignored.

    You will need to copy the link into the address bar of your web browser, copy the extra text on the second line, paste it at the end of the link in the address bar, and press Enter.

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