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#31-Tips in Using Outlook 2002

December 02, 2003

Overview

Outlook 2002 is one of the most popular of the e-mail application programs that are used by faculty. The program is easy to set up and has features that make this application program very appealing to users.

Credits

Liz Sette
User Support Coordinator
Academic Computing Services
Bucks County Community College

 

There are some features that are overlooked and, if implemented, may make this program even more useful. This LTA focuses on providing information regarding two of these features: (a) Creating an e-mail signature that will appear at the bottom of every mail message that is sent and (b) Creating a set of rules that may be used for a variety of purposes including moving mail to folders or sorting out SPAM.

The directions for this LTA are intended for users of Outlook 2002 who use the application with Windows. However, similar directions exist for individuals who have a Macintosh operating system.

E-Mail Signatures, Stationery, Bcc and From Options

  1. When making specific choices in Outlook e-mail, such as E-mail signatures, stationary, Bcc and From, you go to a new mail message and click on the Options down arrow to display the drop box as shown below.
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  2. First, let’s look at the Bcc (Blind Carbon Copy) and the From. With the drop box open, click on the Bcc and then the From options. These will need to be done one at a time. A check mark will appear before them which indicate that these options are now available. Click on them again to turn them off. They are toggle keys.
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  3. By clicking on the Options link, the E-mail Options dialog box will open as shown below. In the Message settings section, you can decide if the message is of low, normal or high importance and if the sensitivity of the message is normal, personal, private or confidential.
  4. The Voting and Tracking section provides voting options in addition to requesting a delivery receipt or a read receipt.
  5. The Delivery Options enables you to send replies to additional contacts, whether to save sent messages and delivery and expiration dates for a message sent.
  6. The last section allows Contacts and Categories to be added to the mail message.
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  7. Under the E-mail Signature tab, there are two sections available. The top section of the E-mail Options enables you to add, delete or create a new signature. The bottom section provides the option to include or not include a signature in new messages and/or reply and forward messages as shown on the next page.
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  8. Under the Personal Stationery tab, there are several options that allow you to really customize your e-mails. A Theme can be selected and fonts for new messages can be different from fonts used for replying to or forwarded message. The text can also be colorful. This is the section where you can be you!
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  9. The General tab provides more options such as Filtering HTML which reduces the size of the mail message, rely on CSS (Cascade Style Sheets) for font formatting, and Save Smart Tags in e-mail.
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Creating Rules in Outlook

In order to keep organized with all of the email you receive, you can create rules that will filter messages to designated folders. Below are the directions on how to perform this task.

  1. With the Inbox selected, click on the File menu, slide down to New and then to Folder.
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  2. In the Create New Folder dialog box, type in the name of the folder.
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  3. Once the new folder is created and a new mail message is received from the source that you want in that folder, you will click on the new mail message and then on the Organize button.

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    Or you can go to the Tools menu and choose the Organize option.
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  4. After selecting the Organize option, you will be asked to select the folder of where this message is to go. Once you select the folder, click on the Create button.
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  5. After clicking on the Create button you will receive the following message.
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  6. Click on the Yes button. The rule will then take place. From this point forward, all new messages from that source will automatically go to the designated folder.
  7. You can create as many rules as you want. Simply follow this procedure for each mail message you wish to filter.

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