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Sending emails has become the most popular means of communication in our society, more popular than sending letters through the post office and now even more frequent than picking up the phone. Here's how to write your own. To create rate your own to create a new message, click this Email button. If you're looking at your calendar or your contacts, you can use the New button and drop it down, and start an email message here. And let me go back to my Mail and click on that Email button again. Your message will automatically be assigned an account to send from.
If you have more than one, click this drop down arrow and you can choose between the email addresses. In the To box, start typing the recipient. If the person is in your contacts or you have sent or received an email from them in the past, their address will auto fill as you type and you can either press the Tab key on your keyboard or click on the email address to fill it in. You can also search your address book by clicking this Address Book button on the far right. I'll search for Lisa and there's her card. I can pick up the card and add it to the To or Cc lines or I can also click on the To, Cc or Bcc buttons right here.
I will go ahead and close the Contact Search by clicking on the red button in the corner. You can also address your email to people who are not in your address book. If you start typing, it may get matches but if you keep typing, those matches will go away. The Cc box means carbon copy, use this field to include someone in the message who doesn't need to respond to it but you want to keep them in the loop. If the Bcc line isn't showing on your email and you want to use it, go to the Options Ribbon and click on Bcc and you can toggle it on and off.
I will go back to the Messages tab. Bcc means blind carbon copy. Use this line when you're sending to multiple recipients but you don't want the others to see the list of addresses. The mail arrives in their inboxes looking like it was sent only to them. If you're forwarding a message to a list the people, it's a good idea to put the names in the Bcc line, so that you're not giving out other people's email addresses without permission. If you're on an exchange network, you can use this Check Names button to change the company's email nicknames you have typed into real addresses registered on the network.
Now here are some tricks. Hold your cursor over person's name and you will have a few quick buttons to take action. From here, you can make yet another email message, schedule a meeting or open up a contact. If you are using Microsoft Communicator or Microsoft Messenger, two other programs that came to Microsoft Office Suite, you can also initiate an instant message, a voice chat or a video chat right from here. If you double click on a person's name, you can also see the email address associated with it.
When you click off the name again, they will go back to its blue bubble. In the Subject line write a few word summarizing what the message is about. Don't leave this line blank. There's nothing more inconvenient than having several messages from the same person with no subject lines. The recipient will have to look at all your emails to figure out which is the one they need right then. And here's another tip. Sometimes email conversations evolve and what you were talking about three or four emails later is a very different topic than what you were originally discussing. When than happens, change the subject line in your reply to match the new subject matter.
You can also use the Tab key in the upper left of your keyboard to go from field to field in your message. That's a lot easier than clicking in each of the lines. Now it's time to write your message. I will type, Hi everyone. Note that with emails a lot of people think that they don't need to use capital letters or proper grammar. It's very important to still use your best writing skills. Without hearing your voice or seeing your face, all the readers have to go on is what you type. Not only do they need to understand what you mean but they will also judge you on how you say it. So take a moment to reread your message two or three times, enter it for clarity, then when you're ready, click this Send button. The window will close and in a moment you will hear a whoosh as the message is sent.
Congratulations! You've created your first email message using Outlook.
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