FAQ

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Frequently Asked Questions

Important areas will be highlighted with the Blue Chips .

Q: How can I avoid the message be marked as read?

A: To avoid the message to be marked as read, you can do the followings:

  1. In Outlook >> Tool menu >> Options
  2. Click on Other tab >> Preview Pane >> click on the Preview Pane button
  3. Uncheck the Mark Messages as Read in Preview Pane section.
  4. If you use the Preview Pane to read messages, use the space bar to mark the message as read. Otherwise, opening the message will mark the message as read as well. This way, you won't miss some important messages be marked as read by accident.

Q: How can I get header information back from the Preview Pane?

A: You might have double-clicked on the header area in the preview pane by accident. What you need to do is to double-click between the Inbox and the Message area (you will see a silver/dark-blue line between these two areas. The Header Info should be back after you do this.

Q: Can I mark the incoming messages with different colors?

A: Yes. Do the followings:

  1. Click on the message.
  2. VIEW menu >> CURRENT VIEW >> CUSTOMIZE CURRENT VIEW >> AUTOMATIC FORMATTING >> ADD >> CONDITIONS >> then set the rules.

Q: The icons such as send, reply, forward, etc. in Outlook seem to have disappeared. I can still send messages but I need to use the drop down menu from the file menu. Where did they go?

A: You might have sent them away by accidentally dragging them to a different location. They were resting right at VIEW menu >> TOOLBARS >> then point to STANDARD.

Q: How do I trash the items in my deleted file? Double-clicking on the trash box icon doesn't seem to have any effect.

A: Right click on the Deleted Items folder from the Folder View, then choose EMPTY "DELETED ITEMS" FOLDER from the shortcut menu. To make sure that your files (mails) in the Deleted Items folder will be emptied when you exit your Outlook program, you should do the followings:

  1. Go to TOOLS menu >> OPTIONS.
  2. Click on the OTHERS tab.
  3. Check EMPTY DELETED ITEMS FOLDER UPON EXITING box.
  4. This way, every time when you close your Outlook program, the Deleted Items folder will be emptied.

Q: Is there a way that I can mark the read e-mail as unread so I can go back to process the mail at later time?

A: Yes.

  1. Click on the mail that you want to change the status.
  2. Go to EDIT menu >> MARK AS UNREAD. This way, it will always remind you that this particular mail is not processed yet. You can go back to read, or send, at a later time.

Q: Is there a way to notify the sender that I will be gone for a period of time?

A: There is a feature in Outlook called Out of Office Assistant, which allows you to send an auto-reply to people who send you email while you are away. To access to that:

  1. Tools menu >> Out of Office Assistant
  2. Choose I AM CURRENTLY OUT OF MY OFFICE and then compose the message you want the users to know.
  3. Click OK button when you are done. The AutoReply will be sent to each sender with the message only once. You can turn Out of the Office Assistant off by going to Tools menu and select it again.

Q: Is there a way that I can forward several file attachments from different email messages within one mail?

A: What you want to do is to create a new mail message then:

  1. Open the mail that contains the file attachment that you want to forward.
  2. Click on the attachment icon from that message. The attachment icon will be selected. Then choose the copy icon from the tool bar, or choose Copy command from the Edit menu.
  3. Go back to the new message you created earlier, then choose the paste icon from the tool bar, or choose Paste from the Edit menu.
  4. Repeat steps 1 ~ 3 until you copy all the attachments from different email messages. The Drag and Drop feature in Outlook is a very powerful tool in this email program.

Q:: Is there a way to set a spell check preference so that it automatically checks before sending without having to remember to use F7?

A: To set up the spell check automatically, do the followings:

  1. TOOLS menu >> OPTIONS
  2. Click on the SPELL tab, then choose CHECK SPELLING BEFORE SENT
  3. Click OK to close the dialog box. That will automatically check all the mail before you send.

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