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Reading email

From: Outlook for Mac 2011 Essential Training

Video: Reading email

Now that you've received your email, let's explore your reading options. Click on the email and the message will appear in the Preview pane. If it's too smaller, too large, go up to the Format menu and choose Increase or Decrease Font Size. You can do that repeatedly. But for that reason, I actually really like these two keyboard commands. Command+Plus and Command+Minus. When you move to the next email, you message will go from bold face to regular face and the little envelope will disappear. And for any reason you want to mark that messages unread again, click on it and then click on this Unread button.

Reading email

Now that you've received your email, let's explore your reading options. Click on the email and the message will appear in the Preview pane. If it's too smaller, too large, go up to the Format menu and choose Increase or Decrease Font Size. You can do that repeatedly. But for that reason, I actually really like these two keyboard commands. Command+Plus and Command+Minus. When you move to the next email, you message will go from bold face to regular face and the little envelope will disappear. And for any reason you want to mark that messages unread again, click on it and then click on this Unread button.

You can also go up to the Message menu and choose Mark as Read, or Mark as Unread, right here. If for some reason you want to mark all the messages in your folder as read, you can click on your Organize Ribbon and click the All Read button. To take control over some of the reading features, let's go to Outlook's Preferences. I will go to the Outlook menu and down to Preferences and then I will click on the Reading button. To control how a message gets marked as read, let's look at these options. Right now it's marked so that when you move from email to email, it gets marked as read.

But you can also set it so that if your cursor just sits on a message for a certain length of time, it will become read. If your Reading pane is hidden, you can also have it only mark the message as read when you double-click on them to open them. We are going to come back to these settings in a later video but let's also examine these security settings. When email comes in with images, sometimes they are part of the content of the message. But there is something you need to know, spammers use images to find out if your email address is valid or not. When the image downloads in Outlook it sends them a message. To avoid this you can use these securities settings.

Leave it on Never or your can change it to In messages from my contacts so then images set from your friends, family, and colleagues show up automatically. For Security I am going to leave it on Never. Close your Preferences and let's see this in action. Notice that this message has a yellow warning, "To protect your privacy some pictures in this message were not downloaded," and I can see a little image with a question mark right here. If I trust the center of the message I can click on Download pictures and that picture will appear. He has got a little smiling face attached.

Sometimes emails from companies, their entire message may show up in these images and you will need to download the pictures to see them. Now if you have dialup or you're paying for your connection time, you might like to read your messages while disconnected from the Internet. That way you can read your mail, take the time to write your replies, and then reconnect to send them. This minimizes your bandwidth usages. To disconnect, go to the Tools Ribbon and click on the Online Mode slider. It will change to Offline. Note though that if you check your email with the images turned off, like we just did, you won't be able to use that Download now button.

After you've managed all your email and you're ready to reconnect, just send and receive your next batch of messages, click on the slider again, and you'll reconnect automatically. With all of these options, reading your email will be a pleasure.

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This video is part of

Image for Outlook for Mac 2011 Essential Training
Outlook for Mac 2011 Essential Training

68 video lessons · 11449 viewers

Alicia Katz Pollock
Author

 
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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