Changing Message Settings and Delivery Options

To help you manage your e-mail and convey the meaning of your messages more effectively, you can set the importance, sensitivity, and a number of delivery options for e-mail messages.

You can set a message to High, Normal, or Low importance . Messages sent with High importance are indicated by a red exclamation point. Messages sent with Normal importance have no special indicator. Messages sent with Low importance are indicated by a blue downward-pointing arrow. These indicators show up in the Importance column in the Inbox.

You can also set message sensitivity to Normal, Personal, Private, or Confidential. Messages marked as Private cannot be modified after they are sent.

To help you manage messages you receive, you can choose to have people s replies to your messages sent to another e-mail address. For example, you might have replies sent to a new e-mail address as you transition from one to another. To help you manage messages you send, you can choose whether to save copies of your sent messages and in which folder they should be saved. You can also specify when a message will be delivered and make a message unavailable after a certain date.

If your e-mail server is a Microsoft Exchange Server, you can use voting buttonsto let e-mail recipients quickly respond to a question.

In this exercise, you will use voting buttons to respond to a message, set the importance of a message, and modify the delivery options for a message.

BE SURE TO start Outlook and display the Reading Pane before beginning this exercise.

USE the SBSManaging data file in the practice file folder for this topic. This practice file is located in the  My Documents\Microsoft Press\Office 2003 SBS\Managing folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Microsoft Office System 2003 Step by Step .

OPEN the SBSManaging data file from within Outlook.

  1. In the practice file Inbox, click the Saturday workshop message from Karen Berg.

    The message appears in the Reading Pane. At the top of the message is an Infobar with instructions for voting.

  2. Click the Infobar , and then click Vote: Saturday .


    If you open the message, you will see buttons corresponding to each of the voting options. In an open message, click the buttons rather than the Infobar to cast your vote.

    A dialog box appears, giving you the options to send the response immediately or edit it first.

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  3. Leave the Send the response now option selected, and click OK .

    The Infobar now shows that you have responded.

  4. Click the New Mail Message button.

    A new, blank e-mail message opens in its own window. If Word is your e-mail editor, Word s e-mail toolbar is displayed at the top of the window.

  5. On the Message form s toolbar, click the Options button.

    The Message Options dialog box appears.

  6. In the Message settings area, click the down arrow to the right of the Importance box, and click High in the drop-down list.

  7. In the Delivery options area, select the Have replies sent to check box, deletethe text that appears in the adjacent box, and type te$ .

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  8. Click Close .

    The Message Options dialog box closes , and you return to the Message form.The Importance: High button is selected.

  9. In the To box, type your own e-mail address.

  10. Click in the Subject box, type high importance , and then click the Send button.

    The Message form closes, and the message is sent.

  11. Click the New Mail Message button, and then click the Options button.

  12. In the Delivery options area, click the Browse button.

    The Select Folder dialog box appears.

  13. In the Folders list, locate your own mailbox, click the Drafts folder underneathit, and then click OK .

    When you send this message, a copy will be saved in your Drafts folder.


    Saving frequently sent messages to your Drafts folder makes it easy for you to create and send new versions without entering the recipients and text every time.

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  14. Click Close .

    The Message Options dialog box closes, and you return to the Message form.

  15. In the Message form, click the Importance: Low button.

  16. In the To box, type your own e-mail address.

  17. Click in the Subject box, type low importance , and click the Send button.

    The Message form closes, and the message is sent.

  18. Open your own Inbox.

  19. If the messages have not yet arrived in your Inbox, click the Send/Receive button.

    When the messages arrive , the high importance message is marked with a red exclamation point and the low importance message is marked with a downward- pointing blue arrow. A corresponding message is displayed in the message header that is visible in the Reading Pane.

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  20. Click the high importance message, and then click the Reply button.

    The Reply form appears. The To box contains the e-mail address you entered earlier, te$

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  21. Close the Reply form without saving the message, and then close the original message.

  22. In the Folder List , click your Drafts folder.

    The contents of the Drafts folder are displayed, including the copy of the message you sent with Low importance.

Microsoft Office 2003 Step by Step
MicrosoftВ® Office ExcelВ® 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615187
EAN: 2147483647
Year: 2005
Pages: 350
Authors: Curtis Frye

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