Microsoft®
Outlook Express 6
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Outlook Express 6 Screen At A Glance
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Title Bar
Outlook Express Performance
Menu Bar
Use Security to Restrict E-mail Attachments:
Viruses get onto your computer by E-mail
attachments, and while virus protection is strongly
recommended, Outlook Express does offer some
protection. Click Tools > Options and under the
Security tab look at the Virus Protection area. Set
the top radio button to “Restricted Sites” and then
check the other two boxes: to warn you if another
program tries to send mail with your Outlook Express
profile and to not allow attachments to be saved or
open – this one is the most important step of all.
Toolbars
This toolbar
changes
depending on
which folder is
active
Current
Identity
Change Store Folder for Messages for easier
backup (and greater security.) Click Tools > Options
and then under the Maintenance tab click the Store
Folder button. Click the Change button and browse
to a new location (on a server is recommended in
case of computer crash or theft.) Exit and restart
Outlook Express for changes to take affect.
Folder Pane
Active
Folder
Connection
Status
Status Bar
E-mail Basics & Outlook Express Toolbars
To Create an E-mail: Click Create Mail on the
Toolbar. To use stationery click the ▼down arrow
next to Create Mail and choose desired stationery.
To Reply to the Sender of an E-mail: Click
Reply on the Toolbar.
To Reply to the Sender and All Names on the
Cc Line: Click Reply All on the Toolbar.
To Forward an E-mail Message: Click Forward
on the Toolbar.
To Print an E-mail Message: Click Print on the
Toolbar and follow instructions in the dialog box.
To Send an E-mail: Click Send on the Toolbar.
To Delete an E-Mail Message: Click Delete on
the Toolbar. NOTE: This moves the message to the
Deleted Items folder, not the Recycle Bin. Rightclick on the Deleted Items folder to empty contents.
To Send or Receive an E-mail: Click Send/Recv
on the Toolbar.
To Add, Remove or View Contacts: Click
Address Book on the Toolbar.
To Find Contact or Message: Click Find on the
Toolbar. To find other messages, contacts or more
click the ▼down arrow next to Find on the Toolbar.
To Check Spelling: Click Spelling on the Toolbar.
To Move Item with the Clipboard: Highlight item To Attach a File to Outgoing E-mail: Click
and click Cut on the Toolbar. Place cursor at desired Attach on the Toolbar and scroll to desired file and
position and click Paste on the Toolbar.
click Attach in the dialog box.
To Copy & Paste Item with the Clipboard:
Highlight item and click Copy on the Toolbar. Place
cursor at desired position and click Paste on the
Toolbar.
To Undo an Action: Click Undo on the Toolbar.
To Compare Recipients with Address Book:
Click Check Names on the Toolbar.
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To Assign Priority: Click Priority on the Toolbar.
To Digitally Sign Message to Verify Sender:
Click Sign on the Toolbar.
To Encrypt Message for Added Security: Click
Encrypt on the Toolbar.
To Work Offline: Click Offline on the Toolbar.
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Back Up Your Outlook Express Files even
though Outlook Express lacks a “backup” feature.
Open your Outlook Express Store Folder (see above)
and make sure that Outlook Express is not running
and press <Ctrl> + <A> to select all items. Press
<Ctrl> + <C> to copy the files to your computer’s
keyboard. Navigate to a new location, preferably a
different physical drive or removable media and
press <Ctrl> + <V> to paste the files there. If your
Outlook Express files ever become corrupted and are
unrecoverable, you can restore the files from the
backup location to the Store Folder. NOTE: Outlook
Express will be restored to its state from when the
backup was created, so e-mails, contacts and
anything else altered in the interim won’t be restored.
Outlook Express Appearance
Change View Easily: Click View > Layout to open
the Window Layout Property dialog box. Here you
can show or hide Outlook Express components. You
can also show or hide the Preview Pane here.
Because the preview pane can identify you to
unscrupulous “spam” senders, turning on the
Preview Pane is not recommended.
Show Attachment Size in Received Mail: If
you want to see the size of attachments in your
Inbox, click View > Columns and check the Size
box. Click OK. You can now sort by size in order to
manage disk space that Outlook Express takes up.
Put the Bcc (Blind Carbon Copy) Header in
view for new messages. In the New Message
Window click View > All Headers and the Bcc line
will be added. All recipients of this email will see who
the message was sent to (on the “To:” line) and who
was Carbon Copied (on the “Cc:” line), but no
recipients on the Bcc line will show.
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Keyboard Shortcuts
Selct All Messages
Using Mail Signatures
Main Window
All Windows
Help
Outlook Express Tips
<F1>
Open Message
<Ctrl> + <O>
<Ctrl> + <A>
Mark Message as Read
<Ctrl> + <Enter>
Navigate to Next Folder
<Tab>
Mark all News
.Messages as Read
<Ctrl> + <Shift> +
<A>
Go to a Newsgroup
<Ctrl> + <W>
Expand a News
.Conversation
Plus Sign
Collapse a News
.Conversation
Minus Sign
Next Unread
.Newsgroup or Folder
<Ctrl> + <J>
Main Window & View Message Window
Create New Message
<Ctrl> + <N>
Print Selected Message
<Ctrl> + <P>
Send & Receive E-mail
<Ctrl> + <M>
Delete an E-Mail
<Ctrl> + <D>
Reply to a Message
<Ctrl> + <R>
Reply to All
<Ctrl> + <Shift> +
<R>
Forward a Message
<Ctrl> + <F>
Open Address Book
<Ctrl> + <Shift> +
<B>
Go to Inbox
Sending Message Window
Check Spelling
<F7>
<Ctrl> + <I>
Check Names
<Ctrl> + <K>
Next Message
<Ctrl> + < > >
Insert Signature
Previous Message
<Ctrl> + < < >
<Ctrl> + <Shift> +
<S>
Next Unread Message
<Ctrl> + <U>
Send a Message
<Ctrl> + <Enter>
Next Unread News
.Conversation
<Ctrl> + <Shift> +
<U>
Go To a Folder
View Selected Messages
.Properties
Viewing & Sending Message Windows
Close Message
<Esc>
<Ctrl> + <Y>
Find Text
<F3>
<Alt> + <Enter>
Find Message
<Ctrl> + <Shift> +
<F>
To Automatically Insert a Signature in an Email, Click Tools > Options and then under the
Signatures tab choose the signatures to use for new
messages and replies and forwards. If no signatures
are present, Click the “New” button next to the
signatures box and then edit the signature in the
“Edit Signature” area. You can select a signature
from a file by selecting the “File” radio button and
browse for the file.
Use Signatures for New E-mails and Not
Replies by adjusting the Signature settings. Click
Tools > Options and then under the Signatures tab
click the box next to “Add signatures to all outgoing
messages” and check the box next to “Don’t add
signatures to Replies and Forwards”. Click OK.
Use Multiple Identities
Configure Multiple User Accounts also called
Identities under File > Identities > Add New
Identity. Fill in the new Identity’s name and assign a
password (optional) and Click OK. At the next prompt
choose Yes to change Identities. Enter the account
information by importing or creating and follow the
steps in the Internet Connection Wizard. To switch
between identities click File > Switch Identity.
Spam Blocking
Block Domains of Known Spammers rather
than just blocking the sender since spammers tend to
constantly change their email name but not their
domain ([email protected] one day and
[email protected] the next.) Click Tools >
Message Rules and under the Blocked Senders
tab click “Add” and add the domain (spammer.com)
rather than the sender’s full e-mail address.
TheHelpDesk
E-mail an Entire Web Page to Someone: Click
the ▼down arrow next to Create Mail and Click on
Web Page at the bottom of the menu. Enter the url
of the page you’d like to send (e.g.
www.helpdeskcards.com/deskcards) and the web
page will appear in the body of your email message.
Have Outlook Express Automatically Start
the Inbox. In the Outlook Express Main Screen,
check the box next to “When Outlook Express starts,
go directly to my Inbox.” Restart Outlook Express.
Quickly Add Contacts To Your Address Book:
Right-Click on the sender’s e-mail address and
choose “Add Sender to Address Book” from the popup menu and address will be automatically added.
The Deleted Items Folder Stores Unwanted
items until emptied. To delete Mail, Click and drag it
to the Deleted Items folder or highlight and press
<Delete> on the keyboard. To empty the folder,
Right-Click on the Deleted Items folder and Click the
“Empty ‘Deleted Items’ Folder” option. To restore an
item that was mistakenly deleted, open the Deleted
Items folder and Click and drag the item back to
another folder (such as the Inbox.)
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Automatically Check Spelling of Outgoing
messages by Clicking Tools > Options and under
the Spelling tab check the box in the settings next
to “Always check spelling before sending” and click
OK. Spell check preferences can be adjusted here.
Change The Rules List to Control How Inbox
messages are handled. Go to the Inbox and Click
Tools > Message Rules > Mail. Set Conditions
and for your Rule (e.g. choose “Where the From line
contains people” and specify your manager’s email
address) and Actions for your rule (e.g. choose
“Move it to a specified folder” and place it in a
“Management” folder.) Set Descriptions, Name and
click OK.
Save a Message in the Draft Folder: If an email message isn’t quite ready to send, click File >
Save and the unfinished message will be saved in
the Drafts folder. To retrieve or edit the message,
Click the Drafts folder and Double-Click it.
Delete Largest E-mails if Mailbox is Near the
size limit. Sort the Inbox by size by Clicking on the
Size box in the Mail Window. Largest e-mails can
be deleted to recover space in the mailbox.
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Request a Read Receipt to Verify an E-mail
has been read. Click Tools > Options and under the
Receipts tab check the box next to “Request a read
receipt for all sent messages”. Use Secure Receipts
if sending digitally signed messages to colleagues.
NOTE: Recipient can read the message and elect to
not send a receipt, so if a receipt wasn’t sent to you it
does not mean the message wasn’t received.
Change Default Font and Stationery for all
messages: Click Tools > Options and under the
Compose tab you can adjust Mail & News Fonts,
Stationery (including creating Stationery from scratch
using the Stationery Setup Wizard) and set Business
Cards. NOTE: Some servers block all attachments,
including business cards – and some servers block
all e-mail with attachments – so attaching a business
card may prevent message from being delivered.
Empty Messages From Deleted Items on exit.
Click Tools > Maintenance and under the “Cleaning
Up Messages” area check the box next to “Empty
messages from the ‘Deleted Items’ folder on exit.
Flag a Message for Follow-Up: Click on the Flag
column next to the message
to mark it.
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