Configuring the WordMail AutoSignature
Messages created or opened with WordMail ignore some of the settings in Outlook, in particular the AutoSignature and the settings for quoting messages (see “Quoting Incoming Messages” in Chapter 11).
To create an AutoSignature in WordMail,
- Click the New Mail Message button, or choose File, New, Mail Message.
- Type in the signature with formatting and any graphics.
- Select the signature.
- Choose Tools, AutoSignature.
- If you want a blank line before the signature, select “Add blank line prior to AutoSignature.”
- Click Yes to save the AutoSignature you selected.
The AutoSignature is saved in the current template as an AutoText entry named SIGNATURE. It is inserted at the top of every message you send, forward, or reply to.
TIPS AND TRICKS
As you can imagine, since sending messages is basic to Outlook, there are some interesting tricks you’ll want to try. Among the techniques in this section, you’ll learn how to view Bcc recipients and send Internet messages from a particular account.
Viewing Bcc Recipients
If you open a message from Sent Items, the Bcc Field option is not available on the View menu. However, Outlook 8.03, the update that coincides with the release of Microsoft Exchange Server 5.5, automatically displays any Bcc recipients for messages in the Sent Items folders. In earlier versions, choose Tools, Resend This Message, and you’ll be able to view the Bcc box and any addresses you entered in it.
Sending from a Particular Internet Account
If you have more than one Internet mail account in your profile, the Internet E-mail service gives you no direct way to designate which mail account is used for a particular message. However, you can control this with the delivery order list. Choose Tools, Services, then switch to the Delivery tab. The account at the top of the “Recipient addresses are processed…” list is the one used to send any new messages that you create.
If you need to send from a different account, use this dialog box to change the delivery order before you create the new message. You do not need to restart Outlook after changing the delivery order.
Another approach to managing delivery from multiple accounts is to use multiple profiles with the same Personal Folders file. You can also use the “Have replies sent to” option on the Options tab of a new message to specify a different reply address.
Turning a Word Document into a WordMail Message
A handy feature of Microsoft Word 97 is that you can start writing a document and later turn it into a WordMail message rather than sending it as a file attachment. You need to have WordMail set as your editor in Outlook (see “Using WordMail”), then follow these steps:
- In Word, choose Tools, Options.
- In the Options dialog box, switch to the General tab.
- Clear the check box for “Mail as attachment.”
- Click OK to close the Options dialog box.
- Choose File, Send To, Mail Recipient.
- The document will be turned into a WordMail message, formatting and all.
- To go back to sending Word documents as attached files, return to the General tab of the Word Options dialog box, and select “Mail as attachment.”
SUMMARY
Once you know how to create and send messages, you’re well on your way to putting Outlook to work. You have a number of options regarding how messages look, what you include in them, and even what tools you use to create them. Here are some key points to remember:
- You can type in part of a person’s name for a recipient address and have Outlook look up the exact address and enter it for you.
- You can select Contacts recipients through the Address Book dialog box, but can’t create them there.
- Too much formatting can either clutter a message or make the message take longer to display.
- You can attach files anywhere in an Outlook message.
- For an individual message, you can override the receipts, sensitivity, importance, or other default properties.
- Sending a message and delivering it are separate steps with some Outlook services.