You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-423: Outlook 2013
Topics : Manage messages (25–30%): Format a message •Format text, insert hyperlinks, apply themes and styles, insert images, add a signature to specific messages, format signatures, create and use Quick Parts
Format a message
After you create a message in Outlook 2013 and before you send it, you should proofread it for errors or omissions. If you discover a typographical or other error, you can edit it in the same way you would a word-processing document. You can use familiar commands like Copy and Paste or operations like dragging to edit your text. Messages composed in and sent from Microsoft Outlook 2013 don’t have to consist only of plain text. They can contain diagrams and graphics and can be visually enhanced by a judicious use of colors, fonts, and backgrounds. For more formal messages, you can attach a signature that includes your contact information, in addition to graphics such as a photograph or logo.
In many ways, electronic mail is better than regular paper mail (sneeringly referred to as snail mail). E-mail is delivered much faster than paper mail — almost instantaneously. I find that speedy delivery is really handy for last-minute birthday greetings. E-mail is also incredibly cheap; in fact, it’s free most of the time.
Creating a new message is insanely easy.
- Start Outlook.
- Click the New E-Mail button.
- Enter an address in the To box.
- Enter a subject in the Subject box.
- Enter a message in the Message box.
- Click the Send button.
Adding an Internet link to an e-mail message
All Microsoft Office programs automatically recognize the addresses of items on the Internet. If you type the name of a web page, such as www.outlook fordummies.com, Outlook changes the text color to blue and underlines the address, making it look just like the hypertext you click to jump among different pages on the web. That makes it easy to send someone information about an exciting website; just type or copy the address into your message. If the web page address doesn’t start with www, Outlook might not recognize it as a web address; if that happens, just put http:// in front of it. Depending on what the recipient uses to read e-mail, he or she should be able to just click the text to make a web browser pop up and open the page you mention in your message.
Edit your message
- Create a new mail message with recipients, a subject, and message text.
- To change the recipient, click To.
- In the Select Names dialog box, click a name in the Name list and click To, which adds it to the Message Recipients list
- Click a name in the To list and press Delete or Backspace to remove that person from the list.
- Continue adding or deleting recipients until your recipient list includes all those to whom you want to send the message.
- Click OK.
- Click in the Subject line where you want to change text.
- Click in the message body area where you want to change text.
- Configuring message text formatting preferences You set your default font and theme preferences from the Signatures And Stationery dialog box, which you open by clicking Stationery And Fonts on the Mail page of the Outlook Options dialog box. The default settings use a black font for new messages and a blue font for message responses (replies and forwards).
- You can continue to use different colors to visually differentiate between original message content and your responses within a message trail. Or you might prefer to keep things clean and simple, and always use the same font regardless of whether a message is new—this simpler approach can help recipients to recognize message content from you.
- Clicking the Theme button on the Personal Stationery page opens the Theme Or Stationery dialog box in which you can specify an email message theme (a preselected set of fonts, colors, and graphic elements) that Outlook will use when you create messages. Most themes include a colored or illustrated graphic background that you can include or exclude by selecting or clearing the Background Image check box.
- From the same dialog box, instead of choosing a complete email message theme, you can choose stationery (think of this as choosing a patterned paper on which to write letters). Some stationery options have quite pronounced graphic images (dozens of teddy bears parading across the page), whereas others are more subtle (green bubbles on a green background). Some stationery options have graphics across the entire page, whereas others confine the graphics to the left edge of the email "page" and leave a clear space for text and other email content.
- Manually formatting message text You can manually format text in the content pane to differentiate it from your default font. The local formatting options available in Outlook 2013 are the same as those available in Word and other Office 2013 programs, and you might already be familiar with them from working with those programs. Here’s a quick review of the types of formatting changes you can make:
- Font, size, and color Hundreds of fonts in a range of sizes and in a virtually unlimited selection of colors
- Font style Regular, bold, italic, or bold italic
- Underline style and color Plain, multiple, dotted, dashed, wavy, and many combinations thereof, in all colors
- Effects Highlight, strikethrough, superscript, subscript, shadow, outline, emboss, engrave, small caps, all caps, or hidden ▪
- Character spacing Scale, spacing, position, and kerning
- Paragraph attributes Alignment, indentation, and spacing
- Character and paragraph styles Titles, headings, and purpose-specific font formatting
- In a message composition window, the local formatting commands are available both from the Message tab and from the Format Text tab. The formatting commands are available only when the cursor is in the content pane. When the cursor is in the message header (for example, in the To or Subject field), the formatting commands are grayed out.
- Configuring message signature preferences When you send an email message to someone, you will most likely "sign" the message by entering your name at the end of the message text. You can have Outlook insert your signature text in outgoing messages by creating an email signature and assigning it to your email account. Your email signature can include additional information that you want to consistently provide to message recipients.
- A typical email signature would commonly include your name and contact information, but depending on your situation, you might also include information such as your company name, job title, a legal disclaimer, a corporate or personal slogan, a photo, and so on. You can even include your electronic business card as part or all of your email signature.
- You can create different signatures for use in different types of messages or for use when you’re sending messages from different email accounts. For example, you might create a formal business signature for client correspondence, a casual business signature for interoffice correspondence, and a personal signature for messages sent from another account.
- To manually insert an existing email signature in a message:
- On the Message tab, in the Include group, click the Signature button.
- In the Signature list, click the name of the email signature you want to insert.
- A signature is boilerplate text or an image that appears to any new messages you compose. The signature is positioned at the bottom of your messages. Many people include phone numbers and other information in their signatures.
- On the ribbon, click the File tab to display the Backstage view and then click the Options tab.
- In the Outlook Options dialog box, click Mail.
- Click Signatures to open the Signatures And Stationery dialog box.
- Click New to open the New Signature dialog box.
- Type a name for the signature and click OK.
- Choose a font and font size.
- Select font format options.
- In the Edit Signature field, type the text that you want to appear in your signature.
- Optionally, add pictures or links to the signature.
- Click OK to save your signature and close the Signatures And Stationery dialog box. Click OK again to close the Outlook Options dialog box.
- Associate a signature with an email account
- On the ribbon, click the File tab to display the Backstage view, click the Options tab to open the Outlook Options dialog box, and then click Mail.
- Click Signatures to open the Signatures And Stationery dialog box.
- From the Email Account drop-down list, select the account to which you want to assign the signature.
- In the New Messages drop-down list, select a signature.
- Click OK to close the Signatures And Stationery dialog box. Click OK again to close the Outlook Options dialog box.
- Choosing a signature for a message
- Start a new email message.
- If a signature is already included, select and delete it.
- On the Message tab, in the Include group, click Signature.
- In the drop-down list that appears, choose the signature that you want to use for the current message.
- Add a recipient.
- Type your message.
- Click Send.
- Add or delete text as needed.
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