• Correspondence
• Attachments
• Managing your e-mail
• Using the Address Book
• Special features

Correspondence

Creating a new message

1. Click the New button on the toolbar, or select File --> New --> Mail Message
2. Enter the destination e-mail address, then press return
3. Enter the purpose of the message in the Subject field
4. Type your message in the large blank area at the bottom of the new message window
5. Click Send Now to send the message immediately, or Send Later to send the message the next time you click on Send & Receive

Checking for new mail

1. Click on the Send & Receive button on the toolbar, or select Tools --> Send & Receive --> Send & Receive All
2. Each incoming message will be listed in your Inbox. Click once on the Inbox folder on the left-hand side of Outlook Express and then double-click on a message to open it.

Replying to a message

1. Highlight or open the message you want to reply to
2. Click on the Reply button
3. Type your message, then click Send Now to send the message immediately, or Send Later to send the message the next time you click on Send & Receive

Forwarding a message

1. Highlight or open the message you want to forward
2. Click on the Forward button
3. Enter the destination e-mail address, then press return
4. If you wish, you can type some notes about the message you are forwarding at the top of the area that contains the message
5. Click Send Now to send the message immediately, or Send Later to send the message the next time you click on Send & Receive

Re-sending a previously-sent message

1. Click on the Sent Items folder to bring up a list of the messages you have sent
2. Open the message you want to re-send
3. Click on the Resend button to send the message to the same address again, or the Forward button to send the message to a different e-mail address

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Attachments

Attaching a file to an outgoing e-mail message

1. Create a new message
2. Click on the Add Attachments button
3. Select the attachments you want to include. Click the Add button to add an item to the list. Click Done when you have finished selecting attachments.

Selecting the right encoding type for attachments

1. After adding one or more attachments to an e-mail message, click the small blue triangle to the left of the "Attachments" section of the message. This will reveal the entire attachments section.
2. Click on the box immediately below the list of attachments for attachment options.
3. If you will be sending attachment(s) to another Macintosh user, you should select BinHex as your encoding method. If the attachment(s) will be sent to a Windows user, select MIME/Base64. And if you will be sending the attachment(s) to multiple recepients on different platforms, select AppleDouble as your encoding method.
4. You should only enable StuffIt compression if you will be sending the attachment(s) to another Macintosh computer. StuffIt compression will make the attachment file size smaller.

Opening an attachment you have received

1. Open the message that contains the attachment
2. Click on the small blue triangle to the left of the "Attachments" section of the message. This will reveal the attachments that are included in the message.
3. Select the attachment item, then click the Open button to open it. You may also click the Save button to save the attachment to disk, or the Remove button to delete the attachment from the message.

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Managing your e-mail

Creating a new folder

• Click and hold on the New button in the toolbar, then select Folder from the menu that appears. You can also select File --> New --> Folder.

Creating a new subfolder

1. Select the folder in your list that you would like the subfolder located in.
2. Click and hold on the New button in the toolbar, then select Subfolder from the menu that appears. You can also select File --> New --> Subfolder

TIP: You can quickly create a new subfolder by holding down the Control key while clicking one of the folders in your list.

Transferring messages from one folder to another

1. Select the message you wish to move. You can select multiple messages at a time by holding down the Command (Apple) key while clicking individual messages. You can also select a range of messages by clicking on the first one you want to select, then holding the Shift key while clicking the last one you want to select. Finally, you can select all of the messages in a folder by clicking one of the messages in the list, then selecting Edit --> Select all (or by simply pressing Command-A).
2. Drag the message(s) to the folder you want to move them to. You can also select Message --> Move To --> Move To Folder...

Emptying the Deleted Items folder

1. Hold down the Control key and click on the Deleted Items folder
2. Click on Empty Deleted Items, then click on the Delete button to confirm

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Using the Address Book

Adding a contact to your Address Book

There are a couple of ways to do this:

• select a message you've received, then select Tools --> Add to Address Book to add the sender of that message to your Address Book
• click on the Address Book button on the toolbar to open your Address Book, then click New to add a new contact

Creating a group of contacts for a mailing list

1. Click the Address Book button to open your Address Book
2. Click the New Group button
3. Enter the name for the group
4. Click on the Add button to add a contact
5. Type the name of the contact, followed by the e-mail address. Note that the e-mail address must be enclosed in angle-brackets, e.g. <johndoe@datacruz.com>. If you forget to enclose the address in angle-brackets, an alert symbol will appear next to it.

   TIP: if the contact already exists in your Address Book, Outlook Express will offer to finish typing the name for you. If only one choice appears, simply press return and the name will be typed in with the proper e-mail address. If you are offered more than one choice, use the up and down arrow keys to select the contact you want, then press return.
   
   

6. Click on the Save Group button to save the group you've created

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Special Features

Using the Junk Mail Filter

1. Select Tools --> Junk Mail Filter
2. Check the "Enable Junk Mail Filter" box.

TIPS:

• by default, the Junk Mail Filter will change the color of messages that are suspected to be Junk Mail so that they appear slightly different in your Inbox. You can change the color that is assigned to Junk Mail messages by clicking on the box next to "Set color"
• if you add a sender to your Address Book, then mail from that sender will never be classified as Junk Mail
• you can increase or decrease the sensitivity of the Junk Mail Filter by dragging the sensitivity bar to the left or to the right
• you can tell the Junk Mail Filter to ignore all messages from a certain domain by adding it to the list under "Do not apply to messages from these domains". For example, to prevent the Junk Mail Filter from applying to any messages sent to you by another DataCruz user, type "datacruz.com" in the list.
• you can have all messages that are suspected to be junk mail automatically moved to another folder (or deleted) by setting up a Rule (see the Using Mail Rules section below)

Using Mail Rules

Mail rules allow you to have certain actions automatically performed on messages that meet certain criteria. For example, all messages from your co-workers can automatically be filed in a folder called "Work". Mail Rules help you manage your e-mail much more efficiently.

1. Select Tools --> Rules
2. Click on the New button to add a new rule
3. Enter a name for the rule
4. The "If" section is used to specify the criterion or criteria a message must meet in order to have the rule applied to it. For example, to create a rule that applies only to items that have been flagged as junk mail by the Junk Mail Filter, select "Is junk mail" from the list.
5. The "Then" section is used to specify what actions to take on any messages that meet the criteria specified in the "If" section. For example, to delete any message that has been flagged as junk mail, select "Delete message" from the list (and ensure that you have also followed the example in the last step to apply the rule only to junk mail messages). This will tell Outlook Express to automatically move all mail that is suspected to be junk mail to the Deleted Items folder. You will still be able to view the messages before emptying the Deleted Items folder.

TIPS:

• you can add or remove criteria by clicking the Add Criterion or Remove Criterion buttons in the "If" section
• the "Execute actions" options let you specify whether to require that all criteria are met, or just a single criterion. You can also specify that criteria should NOT be met in order to perform the actions
• you can add or remove actions by clicking the Add Action or Remove Action buttons in the "Then" section
• the Mail Rules are extremely flexible; they can help you manage your e-mail very efficiently, especially if you send and receive a lot of it.

Finding a message

You can use the Find tool to quickly locate a message you've sent or received.

1. Click on the Find button on the toolbar
2. Enter the text you'd like to search for
3. Check off which parts of the messages should be searched for the text
4. Select which folder should be searched
5. Click on the Find button (or simply hit Return) to begin searching
6. A Search Results window will appear containing a list of all the messages that meet the search criteria. The Folder column displays which folder each of the found messages is located in. If the Search Results window is empty, no messages matching your criteria were found.

TIP: You can use the Advanced Find feature to search with many more options. This feature also gives you the ability to add additional criteria.

Adjusting the fonts used in Outlook Express

1. Select Edit --> Preferences
2. Click on the Fonts & Display section
3. Select the font face and size you want for each of the following categories:
   • Proportional: used for displaying HTML-formatted messages
   • Fixed-width: used for displaying plain-text messages
   • List itmes: used in lists such as the Inbox
   • Printer: used when printing plain-text messages

TIP: Use a fixed-width font (such as Monaco or Courier) for plain-text messages to preserve the correct spacing used in e-mail signatures, etc.

Printing an e-mail message

1. Highlight or open the message you want to print
2. Click on the Print button in the toolbar
3. Select the printing options you want, then click Print (or simply hit Return)

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