Checking for New Mail

To check for new mail, simply click the Send and Receive button on the toolbar. This command instructs Outlook to check all the services specified in the Options dialog box under the Mail Services tab (in C/W mode; in IMO mode, accounts are listed in Tools, Accounts).


You can tell Outlook to automatically check your email accounts after a specified interval. In the main Outlook window, choose Tools, Options. Depending on which mode (Internet Only or Corporate/Workgroup) is installed, this setting is found either in the Internet E-mail tab or in the Mail Delivery tab. In case your modem is not connected when Outlook attempts to receive subsequently, you would also need to check the Automatically Dial and/or Check Internet Explorer options if you use a modem.

Opening the Mail

Now that you know how to create and send email, it is highly likely that soon you'll start receiving replies. Therefore, it's a good idea to familiarize yourself with the process of reading, printing, and managing the email you receive.

Reading Your Messages

Reading a message in Outlook is simple. If the Preview pane (on the Advanced toolbar) is open , just highlight the message you want to read in the top portion of the Inbox, and scroll through the text that is displayed in the bottom portion of the Inbox. What could be easier?


To open a message in its own window, just select it and press Enter (or double-click it, or press Ctrl+O). The message opens and you can choose to reply to the sender, reply to all addressees, forward the message, or select from a multitude of other options.

Printing a Message

Printing an email with Outlook is almost as easy as reading your mail. An email message can be printed in various ways, including these two:

  • Select the mail message and choose File, Print. In the Print dialog box, you can choose to print not only the message but any attachments as well. ( Attachments are separate files that tag along with email messages.) To print the attachments, find the option at the bottom left of the Print dialog box, and place a check mark in the check box for printing the attachments.

  • From the Inbox, right-click on any mail message and choose Print from the drop-down list of options.

Saving a Message As a File

At times you might want to save an email message as a file. Doing this does not remove the message from Outlook, it simply creates a file with the format you choose in the Save As dialog box. Your choices for formats are Text Only ( *.TXT ), Outlook Template ( *.OFT ), Message Format ( *.MSG ), and, for HTML messages, HTML ( *.HTM ).

Replying and Forwarding

Replying to and forwarding messages are similar tasks . Forwarding a message means that you send it to someone who wasn't originally listed as a sender or recipient of the original message. Replying means answering the email.

To reply to a message, simply highlight the message and decide whether you want to reply to just the original sender or to everyone who received the original email. If you want to reply only to the original sender, click the Reply button on the toolbar. If, however, you want to reply to everyone who was on the original sender's recipient list, click the Reply to All button. You can also use the Reply and Reply to All buttons on the toolbar when the message is open.

To forward a message to someone who was not on the original recipient list, simply click the Forward button and choose the person to which the message is to be sent.

Deleting Messages

Be sure to go through your messages regularly and delete those that are no longer needed. Deleting messages with attached files saves room on your hard drive or your network's mail server. You can delete items from your Inbox in several ways, including:

  • In the Inbox, right-click on the email message and choose Delete from the drop-down list of options.

  • Click the Delete button on the Standard toolbar of an open message.

  • Highlight the message you want to delete, and click the Delete button on the toolbar.

You should note that the messages aren't really deleted until they've been removed from the Deleted Items folder.

Resending a Message

One occasion in which you may want to resend a message is when an external mail server has returned it to you as undeliverable. The message sometimes will have quite a bit of extra information, which really won't mean much to you. If it's clear that you used the wrong email address, click the Send Again option. This option reopens the original email message. Supply the correct address and click Send.

Sams Teach Yourself Office Productivity All in One
Sams Teach Yourself Office Productivity All in One (Sams Teach Yourself All in One)
ISBN: 0672325349
EAN: 2147483647
Year: 2003
Pages: 474
Authors: Greg Perry © 2008-2017.
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