HOW TO ORGANISE YOUR LIFE, YOUR EMAIL

HOW TO ORGANISE YOUR LIFE, YOUR EMAIL

BCC

Use the BCC line to send to multiple recipients when you don’t want them to know who else got the message. This is appropriate when you are sending a group email to various competing companies.

Using Outlook Express/Outlook

The BCC field should come up automatically but if not click on the To button and use the BCC field from there. In Outlook you can click on the tool bar, View, BCC field

SIGNATURES

Use a signature it’s a way of automatically inserting essential information to the end of each email you send and you can create multiple signatures to use for different purposes.

For more detailed information, you can include a business card. To make your messages look more attractive, you can add stationery patterns and backgrounds, and you can change the color and style of the text.

To add a signature to outgoing messages using Outlook Express

On the Tools menu, click Options, and then click the Signatures tab.
To create a signature, click the New button and then either enter text in the Edit Signature box or click File, and then find the text or HTML file you'd like to use.
Select the Add signatures to all outgoing messages check box.

You can set up several signatures for use on different forms of email. If this is the case remove the check box as per No. 3. Types out your email and from the tool bar choose insert, signature - allowing you to choose the most appropriate for the email.

To add a signature to outgoing messages using Outlook

On the Tools menu, click Options, and then click the Mail Format tab.
In the Send in this message format box, click the message format you want to use the signature with. Here you can choose whether to send using HTML or plain text.
Click Signature Picker, and then click New.
In the Enter a name for your new Signature box, enter a name.
Under Choose how to create your Signature, select whether to start from scratch or use an existing signature.
Click Next.
In the Signature text box, type the text you want to include in the signature.
To change the paragraph or font format, select the text, click Font or Paragraph, and then select the options you want. These options are not available if you use plain text as your message format.

Once again you can set up several signatures for use on different occasions. To turn the automatic signature off - on the Tools menu, click Options, and then click the Mail Format tab. To stop using stationery, in the Use this stationery by default box, click None. To turn off a signature for messages you reply to or forward, select the Don't use when replying or forwarding check box.

As with Outlook Express you can choose which signature you want applied - in your message click insert, signature.

RULES

Use message rules to automatically handle what happens to your mail. For example a message from a certain person or with a certain subject could be automatically forwarded to a list of people.

To set up rules using Outlook Express:

From the toolbar choose message, create rule from message, a wizard comes up with check boxes for you to fill in according to how you would like your messages handled

To set up rules using Outlook:

Click Inbox , On the Tools menu, click Rules Wizard. Click New. Follow the instructions in the Rules Wizard.

GROUPS

You can send a message to a group of people by creating a mailing group (or "alias") containing their names. Then, you just type the group name in the To box when you send messages. You can create multiple groups, and contacts can belong to more than one group.

To set up a group using Outlook Express or Outlook:

In the Address Book, select the folder in which you want to create a group, click the File button on the toolbar, and then click New Group. The Properties dialog box opens.

In the Group Name box, type the name of the group.

You can add people in several ways to the group—and in some cases to your address book as well.

To add a person from your address book list, click Select Members, and then click a name from the address book list.
To add a person directly to the group without adding the name to your address book, type the person's name and e-mail address in the lower half of the Properties dialog box, and then click Add.
To add a person to both the group and your address book, click New Contact and fill in the appropriate information.

Repeat for each addition until your group is defined.

MESSAGE RECEIVED

You can set up your email to notify you when your outgoing messages are received The receipt is sent when the message recipient has displayed your message. This is useful when you are sending time-critical information, or any time you want confirmation that your message has been received.

Note:Message recipients can choose not to send read receipts, even when they are requested.

Using Outlook Express

To request a read receipt for individual messages, click the Tools menu in the new message window, and then click Request Read Receipt.
To request a read receipt for all messages, click the Tools menu, click Options, and then click the Receipts tab. Select the Request a read receipt for all sent messages check box.

Using Outlook:

To request a read receipt for individual messages, click the View, Options menu in the new message window, and then click Request Read Receipt

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