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Creating Mail in Office XP

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In this sample chapter, learn how to compose a message, format text, check your spelling, and send e-mail in Office XP. Also learn how to use different e-mail formats, such as plain text and HTML.
This sample chapter is excerpted from TMG to Office XP.
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In this lesson, you learn how to compose a message, format text, check your spelling, and send e-mail. You also learn how to use different e-mail formats such as plain text and HTML.

Composing a Message

You can send an e-mail message to anyone for whom you have an e-mail address, whether that address is in your list of contacts or scribbled on a Post-it note. In addition to sending a message to one or more recipients, in Outlook you can forward or copy messages to individuals in your Contacts list. You can even e-mail groups of people who are listed in your various distribution lists.

To openformat of the text a new e-mail message while in the Outlook Inbox, select File, point at New, and then select Mail Message in the Outlook Inbox window (you can also click the New button on the Standard toolbar). A new message window appears (see Figure 3.1).

Figure 3.1 Compose a new message in the Untitled Message window.

E-mail addresses can be placed in the To box of a message that you want to send (a message you create from scratch or an existing message that you are forwarding) in several ways. You can

  • Use your Outlook Contacts list.

  • Use your Outlook Address Book.

  • Type in an e-mail address that you don't currently have in any of your lists.

To address a new e-mail message, follow these steps:

  1. In the message window, click the To button to display the Select Names dialog box. Names that have been entered in your Contacts list appear on the left side of the dialog box. If you want to switch to a different list, such as the Outlook Address Book, click the drop-down list on the upper-right corner of the dialog box and make a new selection.

  2. If the e-mail address you want isn't in your Contacts list, instead of clicking the To button, type the e-mail address directly into the To text box (if you do this, you can then skip steps 3 through 7).

  3. From the list of addresses that appears on the left of the dialog box, choose the name of the intended recipient and select the To button (or you can double-click the name). Outlook copies the name to the Message Recipients list. You can also add any distribution lists to the To box that appear in your address list. To send a carbon copy or blind carbon copy to a recipient, use the Cc or Bcc buttons.

  4. Figure 3.2 shows a message that is addressed to an individual whose address was contained in the Contacts list and also to a group of people who are listed in a distribution list (you can enter as many addresses as you want).

  5. Click OK to return to the message window. Click in the Subject box and type the subject of your message.

  6. Click in the text area, and then enter the text of the message. You do not have to press the Enter key at the end of a line; Outlook automatically wraps the text at the end of a line for you. You can use the Delete and Backspace keys to edit the text you enter.

  7. Figure 3.2 Add e-mail addresses or distribution list names quickly with the Select Names dialog box.

  8. When you finish typing the message, you can send the message, or you can format the message or check the spelling as detailed later in this lesson. To send the message, click the Send button on the message's Standard toolbar.

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