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Technology
Info, Tips, FAQs Email
Program Tips
Changing the Format of an Email Message You Receive Changing the appearance of how text will display in a forwarded email Customizing How Screen Readers Recognize Attachments - Outlook 2000 Email: Setting "Priority" - Outlook Express & Netscape Exporting Your Email Address Book - For Outlook & Netscape Subscribing To Newsgroups – Outlook / Netscape Adding Signatures - Outlook Express & Netscape Mail Adding Field Columns in a View - Outlook 2000 You can add field columns to a view to provide the information that you want. Mouse actions 1. In the view that you want to change, on the View menu: Point to Current
View. 2. In the View Summary dialog box: Select Fields. 3. In the Show Fields dialog box, in the Available fields list: Select the field
column you want to add. 4. To close the Show Fields dialog box: Select OK. 5. To close the View Summary dialog box: Select OK. Keyboard actions 1. In the view that you want to change, display the View menu by pressing ALT+V. Move to Current
View by pressing V. 2. In the View Summary dialog box: Select Fields by
pressing ALT+F. 3. In the Show Fields dialog box: Move to the Available
fields list by pressing ALT+V. 4. To close the Show Fields dialog box: Press ENTER. 5. To close the View Summary dialog box: Press the TAB key
to move to OK.
Receiving Audio or Visual Notification When New Messages Arrive - Outlook 2000 You can change how Outlook notifies you when new messages arrive. Outlook can notify you by displaying a text message, playing a sound, or changing the appearance of your mouse pointer. Keyboard Actions: 1. Display the Tools menu by pressing ALT+T. Select Options by pressing O. 2. On the Preferences tab: Select E-mail Options by pressing M. 3. In the E-mail Options dialog box, in the Message handling area: Select or clear the Display a notification message when new mail arrives check box by pressing ALT+N. 4. If you would like to be notified by a sound and a change in the appearance of your mouse cursor: Select Advanced E-mail Options by pressing ALT+A 5. In the Advanced E-mail Options dialog box, in the When new items arrive area: Select or clear
the Play a sound check box by pressing ALT+P. 6. To close the Advanced E-mail Options dialog box: Press ENTER. 7. To close the E-mail Options dialog box: Press the TAB key
to move to OK. 8. To close the Options dialog box: Press the TAB key
to move to OK.
1. On the Tools menu: Select Options. 2. On the Preferences tab, in the E-mail area: Select E-mail Options. 3. In the E-mail Options dialog box, in the Message handling area: Select or clear the Display a notification message when new mail arrives check box. 4. If you would like to be notified by a sound and a change in the appearance of your mouse cursor: Select Advanced E-mail Options. 5. In the Advanced E-mail Options dialog box, in the When new items arrive area: Select or clear the check box for the options you want. 6. To close the Advanced E-mail Options dialog box: Select OK. 7. To close the E-mail Options dialog box: Select OK. 8. To close the Options dialog box: Select OK.
Changing the Format of an Email Message You Receive If you receive a message in HTML or Rich Text format but cannot read it, you can change the message to Plain Text format. Keyboard actions: 1. In the Outlook Inbox: Move to the message
you want to change by pressing the UP ARROW and DOWN ARROW keys. 2. On the Format menu: Select Plain Text by pressing CTRL+SHIFT+O.
1. In the Outlook Inbox: Double-click the
message you want to change. 2. On the Format menu: Select Plain Text
by pressing CTRL+SHIFT+O.
Changing the appearance of how text will display in a forwarded email Here's instructions on how to rid yourself of the "greater than sign" >>> from appearing in each line of text when forwarding an email. To turn off the > in Microsoft Outlook 2000 1. Go to Tools To turn off the > in Microsoft Outlook Express . 1. Go to Tools 2. Choose Options 3. 4th tab across in dialogue box that pops up you will have a choice between Sending and Mail Sending Format ... choose bottom "mail sending format" 4. Click on either HTML or Plain Text (which ever you use to send email) 5. At the very bottom, you'll find, a check box before the text "indent the original text with a ___ " Make sure you eliminate the > from the box.
Customizing How Screen Readers Recognize Attachments - Outlook 2000 If you want more information than Yes/No, On/Off, or True/False in the Attachment field column, you can create and add a new field column and create a formula to change the attachment icon to any text that you want (up to 31 characters). The following steps describe how to create a field column that marks all messages that have attachments by displaying the word Attachments. Keyboard Actions: 1. In the view that you want to change, display the View menu by pressing ALT+V. Move to Current
View by pressing V. 2. In the View Summary dialog box: Select Fields by pressing ALT+F. 3. In the Show Fields dialog box: Move to the Available
fields list by pressing ALT+V. 4. To close the Show Fields dialog box: Press ENTER. 5. To close the View Summary dialog box: Press the TAB key
to move to OK.
1. In the view that you want to change, on the View menu: Point to Current
View. 2. In the View Summary dialog box: Select Fields 3. In the Show Fields dialog box, in the Available fields list: Select the field
column you want to add. 4. To close the Show Fields dialog box: Select OK. 5. To close the View Summary dialog box: Select OK.
"Just attach those files I need and email it to me by tomorrow." Words to strike fear into the novice email user. I know panic was my first reaction when I heard them. I was relieved to discover that sending attachments didn't require a two-year tech degree. Most email systems attach files in pretty much the same way. Once you've typed up your message, look for a button marked <Attach>, or <Attach File>. It should be somewhere in the toolbar above the message you just typed. When you find it, single-click it with the left mouse button. A window will open called <Insert Attachment>. The pull-down menu at the top of this menu will be set to <My Documents>, and the contents of your <My Documents> folder will be listed below. If the file you want is there, things are easy. Just single-click the file you want with the left mouse button and then use the left mouse button to single-click the <Attach> button. If your file isn't in <My Documents> then you have to find it. Single click the pull-down menu at the top of the window. The menu will open, revealing a list of locations on your computer (your desktop, your Briefcase folder, and other areas). Single-click the location you want, and the contents of that area will appear in the window below the menu. Find your file, single-click it with the left mouse button, and then click the <Attach> button by single-clicking it with your left mouse button. The file you selected now appears in an <Attachment> box just above your message, so you can see the files you attached to the message. Single-click <Send> with the left mouse button. The message, with your attached file, will be sent.
Email: Setting "Priority" - Outlook Express & Netscape Sometimes you need to make it very clear that the email you're sending is extremely important. You can do so setting the email priority to <High>. Outlook Express and Netscape Messenger both allow you to quickly flag email messages, showing the recipient just how important the message is. If you're using Netscape Messenger, single-click the <New Msg> button to open a new message window. To the right of the <Subject> box you'll see a pull-down menu labeled <Priority>. Single-click on this menu and a list of possible priority settings becomes available. Settings range from <lowest> to <highest>. Select the priority you want, and then compose and send the email as usual. If you use Outlook Express, open a new message window. In the toolbar at the top of the window you'll find a box marked <Priority>. Single-click on this box and you can label a message High or Low priority. When the recipient sees the mail at the other end, it will be flagged with symbols indicating the urgency of the mail (for instance, high priority mail is flagged with a red exclamation point in Outlook Express, and low priority mail gets a blue arrow).
Exporting Your Email Address Book - For Outlook & Netscape users It's a good idea to back up your email address book, either as a hard copy, a file saved on a floppy disc, or both. Netscape Messenger and Outlook Express go about exporting address books in slightly different ways, but the end result is the same. To export the Outlook
Express address book, open Express, and single click on the Hover the mouse
pointer over the The <Address Book Export Tool> window opens. Single click the <Text File> option, and then single-click the <Export> button. When the <CSV Export> window opens, single-click on the <Browse> button to open a <Save As> screen. Use this screen to select where you want your exported address book to be stored. At the bottom of the screen is the <Save as type> pull down menu. If you save the address book as a <Comma Separated Values>, or <.csv> file, you'll be able to open the file with Excel, which is excellent for hard copies. You can also choose to save the file as a .text file, which can be opened with Notepad and is easier to import back into Outlook Express. Single-click on <Save> when you're ready. Back at the <CSV Export> window, you'll see a menu of address book fields (a <field> is simply a specific type of information, such as the email address or the name of your contact). Activate which fields you want exported by single-clicking in the little boxes to the left of the fields. Check marks will appear in the boxes you select. Single-click on <Finish> when you're done. Your address book will now be saved to the location you specified. Opening the .csv file or the .text file will allow you to print off the information. I favour the .csv files, for hard copies, and Text files if I'm planning on importing the address book back into Messenger. Netscape Messenger works pretty much the same way. Single-click on the <Communicator> pull-down menu and single-click the <Address Book> entry with the left mouse button. The <Address Book> opens. Single-click the <File> menu. Now single-click the <Export> option. The <Export As> screen opens. Use this screen to select where you want the exported file to be located. Using the <save as type> menu at the bottom of the screen, select either <Comma Separated> (which saves the address book in Excel format), or <Tab Delimited> (which saves the file as a Text file). Single-click on <Save> and you're done.
Subscribing To Newsgroups – Outlook / Netscape Finding and subscribing to newsgroups has no end of personal and professional applications. Both Outlook and Netscape Messenger find and access newsgroups in pretty much the same way. Connect to the Internet and open your email system (I’m using Outlook as an example). In your list of folders you should see a folder titled <News>, <News Account>, or something similar. Double-click this folder with your left mouse button to open it. If you haven’t previously subscribed to a newsgroup, you’ll be asked if you’d like to view a list of available newsgroups. Single-click <Yes> and your computer will create a list of all newsgroups available on your server (You might want to get a coffee or juice — this may take a while!). Once your computer has complied the list of newsgroups, you can search them for ones that appeal to you. In the Box marked <Display newsgroups which contain> type in a keyword and hit <Enter>. You’ll get a list of all newsgroups containing that word. If you see one that you want to subscribe to, single-click it, and then single-click on <Subscribe>. When you’ve subscribed to the newsgroups you want, single-click <OK>. Each newsgroup will appear as a folder in your <News Account> folder. To view new messages, just double-click the newsgroup you want. A list of new messages will appear, and you can open individual messages by double-clicking them, just as you do an ordinary email. At the top of the screen you should also see two buttons: <New Post> and <Reply to Group>. <New Post> lets you post messages on the newsgroup, just like using email. And <Reply to Group> allows you to reply to any message you’ve opened.
Adding Signatures - Outlook Express & Netscape Mail Adding signatures (a set piece of text that appears at the bottom of your email) to Netscape Messenger or Outlook Express isn’t difficult, but the two programs go about it in entirely different ways. Let’s start with Outlook Express. Open Outlook Express and from the <Tools> menu, select <Options>. The <Options> window opens. Select the Signature tab at the top of the window, and when the Signature tab comes to the front, click on <New>. Now you can type the signature you want in the <Edit Signature> box. At the top of the window is the <Signature Settings> box. Select the box marked <Add Signatures to all Outgoing Messages>. Now select <Apply> to save your changes, and then select <OK>. Now your signature will appear at the bottom of every new message you send. That’s how you set up signatures for Outlook Express. Netscape takes a slightly different route. First of all you have to create a signature file — a <Notepad or text file> containing your signature. Type what you want to appear as your signature into Notepad, and then save the file. Now open Netscape Messenger. Select the <Edit> pull-down menu at the top of the screen. Then select (at the bottom of the menu) the <Preferences> option. The <Preferences> window opens. It has a box labeled <Category>. Select <Mail & Newsgroups>. That opens a series of other options. At the top of the new list is an option called <Identity>. Select this option. To the right of the <Category> box, is the <Identity> options. In the area marked <Signature File> type in the location of the Notepad or text file you just created (or you can select the <Choose> option to locate the file you need. To finish, select <OK>. Now your signature
file will appear at the bottom of any new message you type.
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