Tài liệu Creating and Editing Email docx

Configure the fonts used on new messages, replies, and plain text messages in Tools, Options, Mail Format, Fonts see Figure 5.7.. You can create your own stationery using any HTML editor

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Creating and Editing Email

Creating and editing messages is a fairly simple task with either Word or Outlook as your email editor

1 Open a new message form by selecting File, New Message or select a received message and choose Reply

2 Begin typing in the message body The Outlook editor has simple word processing features, whereas Word editor enables you to use all of Word's features

3 When you're finished, click the Send button or use the keyboard shortcut, Ctrl+S

That was easy, but you'll probably want to configure spell checking, fonts, and other options

Spelling has its own tab on the Tools, Options dialog (see Figure 5.6) Things to consider when enabling the spelling options include

• Always Check Before Sending is not necessary if you use the Word editor and

enable Spell Check As You Type

• Ignore Original Message Text in Reply or Forward fails if you reply to a plain text message and use the option to prefix the original message

Figure 5.6 Configure your spelling and AutoCorrect options using the Tools,

Options, Spell Check dialog

Outlook's editor supports some AutoCorrect features, but they only work for plain text and RTF messages, not HTML Changes to the AutoCorrect settings in Outlook do not affect the AutoCorrect settings in Word, enabling you to use different configurations in each program

Use Ctrl+Z to undo AutoCorrect's changes

Configure the fonts used on new messages, replies, and plain text messages in Tools, Options, Mail Format, Fonts (see Figure 5.7) You can configure these settings from a new message form when using Word as your editor by choosing Tools, Options, General, E-mail Options

Figure 5.7 Choose the fonts and colors used when composing and replying to

messages The plain text font also affects the font used in the Reading Pane

Using Stationery

If you'd like to send a graduation or birthday wish on pretty stationery instead of a drab white note, choose Actions, New Mail Using, More Stationery and select from the list of installed HTML stationeries Choosing Get More Stationery opens your Internet browser

to the Office downloads site at Microsoft.com with the currently available stationery listed

You aren't limited to using Microsoft stationery; in fact, many other Web sites have prettier stationery available You can use your favorite search engine and the keywords outlook stationery to find these sites, including thundercloud.net

Any stationery created for Outlook Express also works with Outlook

You can save your downloaded stationery to the stationery folder, located at

C:\Documents and Settings\username\Application Data\Microsoft\Stationery or save it to any folder you prefer When it's saved to the Stationery folder, it's listed in the stationery picker Or you can use Insert, File to browse for the stationery and use Insert as Text

You can create your own stationery using any HTML editor or save existing messages as stationery using File, Save As and choosing HTML

Sending messages with stationery can result in very large email

messages Avoid using stationery when you email people who have a

dial-up account

Creating HTML Messages

Many people leave Outlook configured to send HTML email, but rarely use any special HTML formatting, even though both the Outlook editor and Word offer basic HTML editing functionality via the Formatting toolbar (see Figure 5.8)

Figure 5.8 Use the tools on the Formatting toolbar to create simple HTML

messages

If you want to create complicated HTML messages or stationery, you'll probably want to use an HTML editor

Using RTF Formatting

Rich text formatting should only be used in-house, where everyone uses Exchange Server and Outlook because other email clients do not support it and Outlook converts RTF to HTML when sending a message to an Internet address

Using Outlook's editor and HTML as your default format, you first

need to switch to Format, Plain Text, and then select Rich Text, which

is also on the Format menu The Outlook editor can't switch between

HTML and rich text

RTF is required to use voting buttons, meeting or task requests, and to send hyperlinks to files using the Insert command

As with HTML, RTF supports font formatting such as different size fonts, multiple colors

of text, and background colors

Adding Signatures to Your Email

Outlook can be configured to automatically add a block of text to your outgoing

messages Each email account in your profile can have a different block of text, or

signature, and you can create one signature for new messages and a different one for replies and forwards

Task: Create a Signature

Before Outlook can add a signature to your messages, you need to create one or more signatures and tell Outlook which signature to use and when to use it

1 Choose Tools, Options, Mail Format tab, and then click Signatures at the bottom

of the dialog to open the Create Signature dialog, as seen in Figure 5.9

Figure 5.9 Use the Create Signature dialog to create new signatures or edit

existing signatures

2 Choose New and enter a name for your signature For this task, use Start with a Blank Signature and choose Next (see Figure 5.10)

Figure 5.10 Create your signature using a blank signature, an existing

signature as a template, or an existing file as a template

3 Enter the text you want to use as a signature in the Edit Signature dialog (see Figure 5.11)

Figure 5.11 Use formatting to customize your signatures with different fonts and colors or set your paragraph alignment to left, center, or right Advanced

Edit opens your HTML editor, which is usually FrontPage

You should limit your signature to three to five lines, with each line no longer than 75 characters long Don't use a vCard with signatures you use all the time—use it on a signature you use the first time you correspond with someone

4 When your signature is satisfactory, choose OK and you're returned to the Create Signature dialog, where you can preview it If you need to edit the signature, choose Edit

5 After you finish creating your signatures, choose OK to return to the Mail Format dialog

Adding Signatures to Email Messages

After you've created email signatures, it's time to assign your new signatures to your email accounts by selecting the same or different signatures for new messages and replies

Assign signatures to your email accounts using the Mail Format dialog, shown earlier in Figure 5.1 If you closed the dialogs after creating your signatures, reopen the Options dialog using Tools, Options and selecting the Mail Format tab

For each account listed in the Select Signatures for Account drop-down list, choose a signature for new messages and a signature for replies and forwards

Assign a signature to each account and to new mail and replies, even

if it's only a blank signature and you'll be able to take full advantage

of Outlook's signature handling features

When you create a new message, the signature is added to the message body When you reply, the correct signature for the account is added to the message body

When you use Word as your editor and have more than one email account configured, you can use different signatures for your accounts and the correct signature is used when you choose a secondary account from the Accounts button Using Outlook's editor with multiple email accounts, the correct signature is added only on replies

Outlook stores three copies of each signature at C:\Documents and

Settings\username\Application Data\Microsoft\Signatures; one each in HTML, plain text, and RTF format

When you use Outlook's editor, create a blank signature to use on all

replies and forwards, and then use Insert, Signature to select the

signature you want to use

Using Word as your editor, you can right-click on a signature and select a different

signature Create a blank signature and use it when you don't want to include a signature, instead of deleting the signature

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