There are several ways to create new messages including:
- Click the New button on the menu bar (),
- Press Ctrl + N, select File then New, or
- Right-Click a contact and select New Message to Contact. (Note that this option will open a new message with the recipient's address already entered.)
The Global Address book is used by default and you can either:
To select names from your Contacts, use the drop list in the upper right hand side of the window to select Contacts and proceed as above for the Global Address Book.
- Type the persons name to uniqueness. For example, if there is only one Eileen in the book you only need to type Eileen. You can enter either first or last names, or first and last names.
- Or you can click the To: button and the Global Address List will open by default and you can select names from the list.
- CC: - Stands for Carbon Copy; use this to send the email to someone who is not a direct recipient but needs to be kept informed.
- Subject: - Type a MEANINGFUL SUBJECT - this is critical for people trying to refer back to your email later on!
(Read more about Global Address Book & Contacts...)
Separate names in the To: and CC: fields with semicolons or commas.
Working with File Attachments
When you are sending attachments, please be aware of how large the file(s) are that you are sending. People don't like to have their mailboxes get filled up with unnecessary or unnecessarily large attachments.
There are three basic ways to attach files:
- From the Message Window, click the Attach File paperclip icon and browse for the file.
- From Windows Explorer or My Computer, right-click any file you want to send and select Send To and then Mail Recipient.
- From Microsoft Word, Excel or PowerPoint, while you are working on a file, click File then Send To then Mail Recipient (As Attachment).
Creating a Signature
A signature is usually going to identify who you are and any appropriate contact information. Once it is set-up, it will automatically appear at the bottom of each new message.
NOTE: the use of images in signature files and the use of themes or stationary for email messages is strongly discouraged.
- While you have your Inbox open, click Tools on the menu bar and then Options. This will open the Options dialog box
- Select the Mail Format tab. This will display information about the format of your emails
- Click the Signatures... button in the lower-right corner. This will opens the Signatures and Stationary dialog Box
- Click the New... button and the New Signature dialog box will open.
- Type "Standard" (or what every you'd like to call your signature) and click OK.
- In the Edit Signature box, set the font characteristics you want to use then type your name & position and any contact information you like to include.
- On the right hand side of the Signatures and Stationary window, select which messages you'd like your signature automatically attached to (new messages, replies/forwards).
- Click OK to apply new signature and close the Signatures and Stationary dialog screen.
- Test your signature by opening a new email. Your signature should be in the body of the new email.