Sending Messages


In addition to reading messages you have received, you can send your own messages. You have several options for creating new mail. You can reply to an existing message. For instance, suppose that your sister emails you some dates for the upcoming family reunion. You can reply to her message. Replying is convenient because you don't have to type the email address. Also, the text of the original message is included in the reply so that the recipient understands the context of your response.

However, you aren't limited to simply replies. You can send messages to anyone with an email address. For instance, you may send a message to a family member who lives out of town, thereby keeping in touch via email, or you may email a company asking about a product or service.

tip

Many Web pages include email links. You can click an email link to send a message to someone at that site. You also can use Internet Explorer's toolbar buttons to send a link to a particular Web page or a copy of the Web page itself. See Chapter 8, "Browsing the Internet," for more information on these types of messages.


As another option, you may forward a message you received to someone else. For instance, suppose that one of your co-workers sends you a funny joke. (You'll quickly get used to the many jokes that are swirling around the Internet.) You can then pass it along to your father, the joke master of the family.

This section covers how to create and send email messages.

Responding to Email

note

The subject line is modified to include prefixes. Replies start with Re: in the subject line; forwarded messages start with Fw: in the subject line.


You can easily respond to a message you've received. Outlook Express completes the address and subject lines for you and also includes the text of the original message; you can then type your response. You can reply to just the original sender or to the sender and any other recipients (anyone cc'd in the message). You also can forward the message to someone else.

To reply to a message you have received, follow these steps:

1.

Display the message to which you want to reply.

2.

Do any of the following:

To reply to just the sender, click the Reply button in the toolbar.

tip

The easiest way to reply to and create new messages is by using the toolbar buttons. You can also use Message menu commands. You can select to create a new message, to reply to a sender, to forward a message, and other options.

To reply to the sender and any other recipients, click Reply All.

To forward the message to another recipient, click Forward. Then type the email address for that person.

The address and subject lines are completed, and the text of the original message is appended to the bottom of the reply message (see Figure 7.3).

Figure 7.3. You can respond to a message by typing a reply and then sending the message.


3.

Type your message.

tip

You can customize your email setup. To change your email preferences, such as saving copies, use the Tools, Options command. See Chapter 15, "Customizing Email and Internet Explorer."

4.

Click the Send button. The message is placed in your Outbox and is then sent.

Depending on your email preferences, the message may be sent immediately or may be placed in the Outbox and sent when you click the Send/Recv button. Also, by default, Outlook Express saves a copy of all sent messages in the Sent Items folder. You can view this folder by clicking Sent Items in the Folders bar.

Creating New Mail

You aren't limited to replying to existing messages. You can send a message to anyone with an Internet email address. To do so, you must know that person's email address. You can type it or select it from your Outlook Express address book. In addition to the address, you can type a subject and the message.

tip

Rather than typing the email address, you can set up an address book and select recipients by name (reducing the chance of a mistyped address). See Chapter 15 for more information.


Follow these steps to create and send a new email message:

1.

In the Outlook Express window, click the Create Mail button. You'll then see a blank email message (see Figure 7.4).

Figure 7.4. Create a new email message and then complete the To and Subject fields and type the message.


2.

Type the recipient's address. Addresses are in the format username@domainname.ext (for example, sohara@msn.com). Then press Tab.

caution

If you enter an incorrect address and the message is not delivered, you usually receive a Failure to Deliver notice. You can then check and correct the address and resend the message.

3.

To send a carbon copy (cc) to another recipient, type an address for that person and press Tab. To skip the Cc field, simply press Tab again.

4.

Type a subject in the Subject text box and then press Tab.

5.

Type your message.

6.

Click the Send button. Like when replying to a message, the message is either sent immediately or placed in your Outbox and sent when you click Send/Recv, as determined by your email preferences.

tip

You can use a special predesigned format for messages (called stationery) as well as format the text. Because some mail programs may be unable to display your formatting choices and because stationery slows down the receipt of the message, I usually recommend keeping the message plain and simple. You do have options for changing the appearance, though, and they are covered briefly in Chapter 15.


Sending New Messages

Depending on how Outlook Express is set up, your messages may be sent immediately when you click the Send button, or they may be placed in your Outbox, waiting to be sent. You might save up all your messages and send them at once. Using the Outbox also enables you to compose messages offline (when you are not connected). You can then get connected and send the messages.

Keep in mind these tips when sending messages:

  • The Folders list displays the mail folders as well as information about the contents. For instance, if you have messages in your Outbox, the Outbox folder appears in bold, and the number of messages to be sent is listed in parentheses after the folder name. You can view these messages by clicking Outbox in the Folders list.

    caution

    If you are angry or upset and fire off a message, it's usually best to let the message sit for some time before sending it. Wait overnight or at least a few hours. Then, read your message and make any edits. Because you cannot convey tone of voice, facial expressions, or body language through typed comments, your message might not achieve your desired intent. Double-check any sensitive messages before sending them.


  • If you have not yet sent a message, you can cancel it by opening the Outbox and deleting the message. (See "Deleting and Undeleting Messages" later in this chapter.) After you send a message, you cannot retrieve it.

  • You can control what is included with a reply and a forwarded message, whether copies of your sent messages are saved, and when messages are sent. To do so, click Tools and then Options. Use the tabs in the Options dialog box. For more information on mail options, see Chapter 15.

  • If your messages are stored in the Outbox, you can click the Send/Recv button in Outlook Express to send them. To send messages, you must be connected. If you are not connected, you are prompted to do so. Follow the logon procedure for your particular ISP. The messages are then sent.



    Absolute Beginner's Guide to Microsoft Windows XP
    Absolute Beginners Guide to Windows XP (2nd Edition)
    ISBN: 078973432X
    EAN: 2147483647
    Year: 2005
    Pages: 176
    Authors: Shelley OHara

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