How-To Guide: Outlook E-mail Tips

Outlook Email Tips

 

1) Spell Check Outgoing Email:

Did you ever send an email document and then find a misspelled word?  Did you know that you can have spell checker automatically spell check each outgoing email? 

• To check every outgoing email for spelling errors:
• Click on Tools.
• Click on Options.
• Click on the Spelling tab
• Mark sure that there is a checkmark in the box next to Always check spelling before sending.
• Click OK.
• Now when you send an email, Outlook will warn you if there are any spelling errors in the message. 
  

2) Sending a Blind Carbon Copy:

To send a message to someone without other recipients of the message knowing, use the Bcc line in the message.  Bcc stands for blind carbon copy.  If you add a recipient’s name in the Bcc line, a copy of the message is sent but his/her name is not visible to other recipients that receive the message. 

• To show the Bcc field in a new message, if Microsoft Word is your email editor:
• Click on View.
• Right click on the Options button.
• Click on Bcc. 

• To show the Bcc field in a new message, if Microsoft Outlook is your email editor:
• Click on View in the menu bar.
• Click on Bcc Field.
• The Bcc… line will appear in your new message

3) Color Coding Incoming Email Messages:

If you want a message from a certain person to standout and capture your attention, you can color code those messages.  Follow the steps below to color code the name of the sender.

• To Color an Incoming Email Message
• Open Outlook.
• Click on the Inbox.
• Single left click on the message that has the name of the person you want to color code.
• Click on Tools.
• Click on Organize.
• A dialog box will appear. Click on Using Colors.
• In the Color message box, click on the drop down arrow to choose the color.
• Click on Apply Color.

 

4) To Attach a Signature to an Email:

• Click on Tools.
• Click on Options…
• An Options dialog box will appear. Click on the Mail Format tab.
• Click on Signatures… A Create Signature dialog box will appear.
• Click on New… A Create New Signature dialog box will appear.

• Under 1. Enter a name for your new signature…, enter your name as you would like it to appear.
• Under 2. Choose how to create your signature, check Start with a blank signature.
• Click on Next>. An Edit Signature dialog box will appear.
• In the blank box under Signature text, type your name, company name, address, phone number, etc.
• If you would like to change the font, highlight the text and click on Font.
• A Font dialog box will appear. Select the Font:, Style:, or Size: you wish to use for your signature
• Click OK.
• Click on Finish.
• Click OK again.
• If the signature does not appear on your outgoing email:
• Click on Insert.
• Click on Signature. A drop down box will appear.
• Click on your name

 

All outgoing email messages that are sent by you will now have your information at the bottom of the email.

[Posted on June 7, 2007]