`
`
`
`CC stands for carbon copy. There’s verylittle difference between puttingall your
`addressees on the “To:”line (separated by semicolons) and putting them on the
`“CC?line; the only difference is that your name in the “CC:line implies, “I sent
`you a copy because | thought you'd want to know aboutthis correspondence, but
`I’m not expecting you to reply.”
`
`Once again, use the address book to quickly type in these names, and be sure to
`separate email addresses with semicolons. Press Tab when yourre finished.
`
`3. ‘Type the topic of the message in the “Subject:”field.
`
`Some people, especially those in the business world, get bombarded with email.
`That's whyit’s courteous to put some thought into the Subject line (use “Change
`in plans for next week” instead of “Hi,” for example),
`
`Press the Tab key to move your cursor into the large message-body area.
`
`4, Choose a format (HTML orplain text), if you like.
`
`When it comes to formatting a message’s body text, you have two choices: plain
`text or HTML (Hypertext Markup Language).
`
`Plain text means that you can’t format your text with bold type, color, specified
`font sizes, and so on. HTML,on the otherhand,is the language used to create Web
`pages, andit lets you use formatting commands (such asfontsizes, colors, and bold
`
`Figure 12-3:
`HIM-based email
`lets you exercise some
`control over the layout
`ofyour email messages,
`including text colors,
`font selection, and text
`alignment. The HTML
`toolbar looks and acts
`like a toolbar that you
`might find in a word
`processing prograrn.
`With i, you can turn
`plain-Jane email into Pe
`an HIMi-formatted
`B. Dudes--sed whatcha think of this: | -
`wonderland.
`: Te
`:
`.
`the Warm Pussiesfoundation oe
`in
`“proudly presents 0)?
`Hy
`
`
`
`
`
`
`
`
`
`
`385
`CHAPTER 12: OPPInc EXPRE35 6
`P Inc. - Exhibit 1007 - Page 399
`
`HP Inc. - Exhibit 1007 - Page 399
`
`

`

`
`rTee
`
`oritalic text). But there’s a catch: Some email programs can’t read HTML-format-
`ted email, and HTMLmail is muchlarger, and therefore slower to download, than
`plain-text messages. (Forthat reason,it really irritates many computer pros.)
`So which should you choose? Plain text tends to feel a little more professional,
`neverirritating anybody-—and yow’re guaranteed that the recipientwill see exactly
`what was sent. If you send an HTML message to someone whose email program
`can’t handle HTML,all is not lost—your message appearsin a friendly, plain-text
`format at the top, and then again at the bottom,cluttered with HTML codes.
`‘fo specify which format Outlook Express proposes for all new messages (plain
`text or HTML), choose Tools—Options. Click the Send tab. Then, in the section
`labeled Mail Sending Format, choose either the HTMLorPlain Text button, and
`then click OK.
`
`No matter which setting you specify there, however, you can always switch a par-
`ticular message to the opposite format. Just choose Format—Rich Text (HTML),
`or Format—Plain Text.
`If you choose the HTMLoption,clicking in the messagearea activates the HTML
`toolbar, whose variousbuttons control the formatting,font,size, color, paragraph
`indentation,line spacing, and other word processor—like formatting controls.
`Onething to remember:Less is more. Ifyou go hog-wild formatting your email, the
`message maybedifficult to read. Furthermore, since mostjunk email is formatted
`using HTMLcodes, using HTML formatting may route your message into some
`people’s Junk Mail folders.
`wn. Enter the message in the message box (the bottom half of the message win-
`dow).
`
`
`
` OE
`
`
`WINDOWS XP PRO: THE MISSING MANUAL
`
`HP Inc. - Exhibit 1007 - Page 400
`
`HP Inc. - Exhibit 1007 - Page 400
`
`

`

`You can use all standard editing techniques, including Cut, Copy, and Paste, to
`rearrange the text as you write it.
`
`
`
`
`i T
`
`ip: if Microsoft Word is installed on your PC, you can aiso spell-check your outgoing mail—ust choose
`Tools-»Spelling (or press F7) in the new message window.
`
`6. Add a signature, if you wish.
`Signaturesarebits of text that get stamped at the bottom of outgoing email mes-
`sages. They typically contain a name,a mailing address, or a Monty Python quote.
`(Infact, some signatures are longer than the messages they accompany.)
`To create a signature, choose ‘Iools—Options,click the Signatures tab, and then
`click the New button, Theeasiest way to composeyour signatureis to type it into
`the Edit Signatures text box at the bottom of the window. (If you poke around
`long enoughin this box, you'll realize that you can actually create multiple signa-
`tures—andassign each one to a different outgoing email account.)
`Once you've created a signature (or several), you can tack it onto your outgoing
`mail for all messages (by turning on “Addsignaturesto all outgoing messages”
`at the top of this box) or on a message-by-message basis (by choosing Insert»
`Signature in the New Message window).
`
`7. Click the Send button.
`
`Alternatively, press Alt+S, or choose File>Send Message. Your PC connects to the
`Internet and sends the message,
`Ifyou'd rather have Outlook Express place each message youwrite in the Outbox folder
`instead of connecting to the Net each timeyouclick the Send button,see “Send tab.”
`on page 398. There you'll discover how to make Outlook Express quietly collect your
`outgoing mail—until youclick the Send/Recv button on the toolbar, thatis.
`
`The Address Book
`Accumulating names in an address book—the same one described on page 196—
`eliminates the need to enter complete email addresses whenever you want to send
`a message. Click the Addresses button on the toolbar; then, to begin adding names
`and email addresses,click New.
`
`Fip: Outlook Express offers a convenient timesavingfeature: the ToolsAdd Sender to Address Book com-
`mand. Whenever you chooseit, Outlook Express automatically stores the email address ofthe person whose
`message is on the screen. (Alternatively, you can right-click an email address in the message and choose
`‘Add to Address Book"from the shortcut menu.)
`
`Altachingfiles to messages
`Sendinglittle text messages is fine, butit’s not much help when you want to send
`somebody a photograph, a sound recording, a Word or Excel document, and so on.
`
`
`CHAPTER 12: OULOIKEXPESHibit 1007 - Page 407
`
`HP Inc. - Exhibit 1007 - Page 401
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`

`

`
`
`Fortunately, attaching suchfiles to email messagesis one of the world’s most popular
`email features.
`
`‘To attachafile to a message,use either of two methods:
`+ The long way. Click the Attach button on the New Message dialog box toolbar.
`Whenthe Insert Attachmentdialog box opens, navigate the folders on your drive to
`locate thefile and selectit. (In the resulting navigation window, Ctrl-click multiple
`files to attach them all at once.)
`Whenyou click the Attach button, the name of the attached file appears in the
`message in the Attach text box.(In fact, you can repeat this process to send several
`attached files with the same message.) When you send the message, thefile tags
`along.
`Note: |f you have a high-speed connectionlike a cable modem,havepity on your recipients if they don't.
`A big picture or movie file might take you only seconds to send, but fie up your correspondent's modem
`for hours. If you intend to send a photo,for example, use the technique described on page 219, and ake
`advantage of X?’s offer to scale downthe imageto emailable size before sending it
`
`
`
`+ The short way. If you can see the icon ofthefile you wantto attach—inits folder
`window behind the Outlook Express window—then attachit by draggingits icon
`directly into the message window. That’s a handy technique when you're attaching
`manydifferentfiles.
`Tip:To remove a file from an outgoing message before you've sent it, right-click its icon and choose Remove
`{rora the shortcut menu—orjust left-click it and then press the Delete key.
`
`Reading Email
`Just seeing a list of the names of new messages in Outlook Express is like getting
`wrapped presents; the best part is yet te come. There are two ways to read a message:
`using the preview pane, and opening the message into its own window.
`To preview a message,click its namein thelist pane; the body ofthe message appears
`in the preview pane below. Don’t forget that you can adjust the relative sizes ofthe list
`and preview panes by dragging the gray border between them up or down.
`To open a messageinto a windowofits own, double-click its namein thelist pane. An
`open message hasits own toolbar, along with Previous and Next message buttons.
`Regardless ofyour viewingpreference, any attached pictures, sounds, or moviesalso
`appear in the body of the message; what's more, these sounds and movies can be
`played in the email messageitself.
`Once you’ve read a message, you can view the next one in the list either by pressing
`Ctrl +right arrow (for the next message) or Ctrl +U (for the next unread message),
`
`
`
`
`WINDOWS XP PRO: THE MISSING MANUAL
`
`HP Inc. - Exhibit 1007 - Page 402
`
`HP Inc. - Exhibit 1007 - Page 402
`
`

`

`or byclicking its name in thelist pane. (If you're using preview mode, and haven't
`opened a message into its own window, you can also press the up or down arrow key
`
`to move from one message to the next.)
`
`
`Tip: To mark a message that you've read as an unread message, so thatits name remains bolded, right-click
`its namein thelist pane and choose Mark as Unread from the shortcut menu.
`
`Here’s another timesaver: To hide all the messages you've already read, just choose
`View—Current View—>Hide Read Messages. Now, only unread messagesare visible
`in the selected folder. To bring the hidden messages back, choose View—>Current
`View—Show All Messages.
`
`How to Process a Message
`Once you've read a message and savored the feeling of awe broughton by the miracle
`of instantaneouselectronic communication, you can process the message in any of
`several ways.
`
`Deleting messages
`Sometimesit’s junk mail, sometimes you're just done with it; either way,it’s a snap
`to delete a message.Just click the Delete button on the toolbar, press the Delete key,
`or choose Edit—Delete. (You can also delete a batch of messages simultaneously by
`highlighting the entire group and then using the same button, menu command, or
`keystroke.)
`
`Either way, the message or messages don’t actually disappear, just as movingafile
`icon to the Recycle Bin doesn’t actually deleteit. Instead, these commands movethe
`messages to the Deleted Items folder; if you like, click this folder to view a list of the
`messages youve deleted. You can even rescue some simply by dragging them into
`anotherfolder (such as right back into the Inbox).
`
`Outlook Express doesn’t truly vaporize messages in the Deleted Items folder until
`you “empty the trash.” You can empty it in any of several ways:
`
`TAC igla
`
`
`
`CHAPTER 12! OVTHBIng.=Exhibit 1007 - Page 403. |
`
`39
`
`HP Inc. - Exhibit 1007 - Page 403
`
`

`

`the shortcut menu.
`
`- Right-click the Deleted Itemsfolder. Choose “Empty ‘Deleted Items’ Folder” from
`
`» Click a message, ora folder, within the Deleted Items Folder list and then click the
`Delete button on the toolbar(or press the Delete key). You'll be asked to confirm
`its permanentdeletion.
`+ Set up Outlook Express to delete messages automatically when you quit the pro-
`gram. To do so, choose ToolsOptions. On the Maintenance tab, turn on“Empty
`messages from the ‘Deleted Items’ folder on exit.” Click OK.
`
`Replying to Messages
`To reply to a message, click the Replybuttonin the toolbar, or choose Message—Reply
`to Sender, or press Ctrl+R. Outlook Express creates a new, outgoing email message,
`preaddressedto the sender’s return address.
`To save additional time, Outlook Express pastes the entire original message at the
`bottom of your reply (complete with the > brackets that serve as Internet quoting
`marks); that’s to help your correspondentfigure out what you'retalking about.(‘To
`turn off this feature, choose Tools—+Options,click the Sendtab, and turn off“Include
`message in reply.”) Outlook Express even tacks Re: (“regarding”) onto the front of
`the subjectline.
`Your cursor appearsat the top of the message box; now begin typing your reply. You
`can also add recipients, removerecipients, edit the subject line or the message, and
`so on.
`oe
`Tip: Usethe Enter key to create blank lines within the bracketed original message in orderto place your
`own text within it Using this method, you can splice your own comments into the paragraphsof the originai
`message, replying point by point. The brackets precedingeach line of the original message help your cor
`respondentkeep straight what's yours and what's hers.
`
`Note, by the way, that there are three kindsofreplies, each represented by a different
`
`icon on the toolbar:
`
`St BOOS
`
`“J
`
`
`WINDOWS XP PRO! THE MISSING MANUAL
`
`HP Inc. - Exhibit 1007 - Page 404
`
`HP Inc. - Exhibit 1007 - Page 404
`
`

`

`- A standardreply goesto the sender of the message (click the Reply button). Ifthat
`sender is a mailinglist (see the sidebar box below), then the messagegets sent to
`the entire mailing list, which has gotten more than one unsuspecting novice PC
`fan into trouble.
`
`
`
`+ Reply Group (available only when you're reading newsgroup messages) creates a
`reply intended for the entire Internet—thatis, everyone whoreads this newsgroup.
`(By contrast, click Reply to shoot a private note to only one person: the person
`whotyped the message.}
`
`* The Reply To All button addresses a messageto all recipients of the original mes-
`sage, including any CC recipients. This is the button to useif you're participating
`in a group discussion of sometopic. For example,six people can simultaneously
`carry on an email correspondence, always sending each responseto the otherfive
`in the group.
`
`Forwarding Messages
`Instead of replying to the person who sent you a message, you may sometimes want
`to forward the message—pass it on—to a third person.
`
`To do so, click the Forward button in the toolbar, choose Message--Forward, or
`press Ctrl+F A new message opens, lookinga lotlike the one that appears when you
`reply. Once again, before forwarding the message, you havethe option of editing the
`subjectline or the messageitself. (For example, you may wishto precede theoriginal
`message with a commentof your own,alongthelines of: “Frank: ] thought you'd be
`interested in this joke about Congress.”)
`
`All that remainsis for you to specify whoreceives the forwarded message.Just address
`it as you would any outgoingpiece of mail.
`
`- Tools. Message. Hel
`
`Edit
`
`vient
`
`Filo
`
`Figure 12-4:
`Before you click OK, be sure
`to click the nameofthe exist-
`ing folder that you wantto
`contain your new one. Most
`of the time, you'llprobably
`wantto click the Local Fold-
`ers icon before creating the
`new folder.
`
`
`CHAPTER 12: OUTHOGKEXPRESSfit 4007 - Page 405
`
`HP Inc. - Exhibit 1007 - Page 405
`
`

`

`
`
`Printing Messages
`Sometimes there’s no substitute for a printout of an email message-—an area where
`Outlook Express shines. Just click the Print button in the toolbar, choose File->Print,
`or press Ctrl+P. The standard WindowsPrint dialog box popsup, so that you can
`specify how manycopies you want, what rangeof pages, and so on.Finally, click the
`Print button to begin printing.
`
`Filing Messages
`Outlook Express lets you create new foldersin the Folderslist; by dragging messages
`from your Inbox ontooneofthese folder icons, you can file away your messagesinto
`appropriate storage cubbies. You might create one folder for important messages,
`anotherfor order confirmations when shoppingon the Web,still another for friends
`andfamily, and so on.In fact, you can evencreate foldersinside these folders,a feature
`beloved by the hopelessly organized.
`To create a new folder, choose File>Folder>New,orright-click the Local Folders
`icon (in the folderlist), and choose New Folder from the shortcut menu (Figure 12-4,
`left). Either way, a Create Folder window appears, providing a place to name the new
`folder (Figure 12-4, right).
`
`
`Fip: To rename an existing folder, right-click it and choose Rename from the shortcut menu.
`
`To move a message into a folder, proceed like this:
`+ Drag it out of the list pane and onto the folder icon. You can use anypart of a
`message’s “row”in the list as a handle. You can also drag messages en masse onto
`a folder.
`
`* Control-click a message (or one of several that you've highlighted). From the
`resulting shortcut menu, choose Move to Folder. In a dialog box, the foider list
`appears; select the one you want, then press Enter or click OK.
`
`Fip: When you click a + button in the Folder‘ist, you seeall folders contained within that folder, exactly as
`in Windows €xplorer, You can drag folders inside otherfolders, nesting them to create a nice hierarchical
`folder structure. (To drag a nested folder backinto the list of “main”folders, just drag it to the Local Folders
`icon.}
`,
`
`You can also drag messages betweenfolders; just drag one from the messagelist onto the desired folder
`ai theleft side of the screen.
`
`This can be a useful trick when applied to a message in your Outbox. If you decide to postponesending it,
`drag it into any otherfolder; Outlook Express wan't send it until you dragit Back into the Outbox,
`
`Flagging Messages
`Sometimes, you'll receive an email message that prompts you to somesort of action,
`but you may not havethe time(or the fortitude) to face the task at the moment. (“Hi
`
`392
`
`WINDOWS XP PRO! THE MISSING MANUAL
`
`HP Inc. - Exhibit 1007 - Page 406...
`
`
`
`HP Inc. - Exhibit 1007 - Page 406
`
`

`

`1993 through 2001 and sending mea list by email?”)
`
`there... it’s me, your accountant. Would you mind rounding up your expenses for
`
`That’s why Outlook Express provides the Flag commands, which let you flag a mes-
`sage, positioningalittle red flag in the corresponding column next to a message’s
`name. Theselittle red flags are simply visual indicators that you place for your own
`convenience, meaning whatever you want them to mean, You can bringall flagged
`messages to the top ofthelist by choosing View—Sort By>Flag,
`To flag a messagein this way, select the message (or several messages) and choose Mes-
`sage—>Flag Message. (Use the same command again to cleara flag from a message.)
`ttia
`
`;
`Asch
`
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`ESsComputer BankPublshin,..
`© ywandy Matarazze
`elSteve Ettinger
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`chpdigest: March 13, 2002
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`at PageMilfwab chapter?
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`
`Figure 72-5:
`Top: One way to rescue an
`attachmentfrom an email
`i
`,
`:
`message isto click the
`=:
`<p resins.23)
`Paperclip icon and choose
`Po £8 cutbax
`Save Attachments.
`:
`2) Sent Items
`.
`| | ~(F Releted Tkems (149)
`Bottom: Dragging an
`FG drafts (2
`attachment’s icon onto
`your desktop takes the file=§
`out ofthe Outlook Express
`world and into your
`standard Windows world
`:
`"
`where you can iife it, trash
`:
`.
`.
`:
`it, open it, or manipulateit
`as you would any file.
`
`
`
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`sure this one will woroeemanmarnmereonetony
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`
`
`CHAPTER 2: OUFSGREEMbit 1007 -Page 407
`
`HP Inc. - Exhibit 1007 - Page 407
`
`

`

`
`
`
`
`Opening Attachments
`Just as you can attach files to a message, people can also sendfiles to you. You know
`when a message has an attachment because a paper clip icon appears next to its name
`in the Inbox.
`
`Outlook Express doesn’t store downloaded files as normal file icons on your hard
`drive. All your messages and all the attached files are part of one big, specially en-
`coded mail file. To extract an attachedfile from this mass of software, use one of the
`following methods:
`
`+ Click the attachmenticon (Figure 12-5), select Save Attachmentsfrom the shortcut
`menu, and then specify the folder in which you want thefile saved.
`
`+ Click the attachmenticon. A shortcut menu appears, from which youcan either
`choose the name of the attachment to open the file directly (in Word, Excel, or
`whatever), or Save Attachments to save it to the disk.
`
`+ If you've double-clicked the message so that it appears in its own window, then
`drag the attachment icon out of the message window and onto any visibie portion
`of your desktop, as shown in Figure 12-5.
`
`« Again if you've opened the message into its own window, you can double-click the
`attachment’s icon in the message. Once again, you'll be asked whether you want
`to open the file or save it to the disk.
`
`Nofe: Whenever you open dn attachmentdirectly from within the email (rather than savingit to the disk
`first), use the FileSave As commandto savethefile into a foider! Otherwise, you won't be able to open
`the file again except from within Outlook Express~and any changes you make to that documentwill appear
`
`only when you open: it from within Outlook Express, too.
`
`
`
`BP, a
`
`WINDOWSXP PRO: THE MISSING MANUAL
`
`HP Inc. - Exhibit 1007 - Page 408
`
`HP Inc. - Exhibit 1007 - Page 408
`
`

`

`
`
`An important reminder:Ifthe Save As shortcut menuis dimmed,orif you see a “This
`attachment has been blocked” message,it’s because Outlook Expressis protecting you
`from an attachmentit believes might contain a virus. See page 338 for details and
`workaroundsto this Service Pack 2 feature.
`
`
`
`Message Rules
`Once you know howto create folders, the next step in managing your email is to set
`up a series of message rules, Message rulesarefilters that can file, answer, or delete an
`incoming message automatically based on its subject, address, or size. Message rules
`require you to think like the distant relative of a programmer, but the mental effort
`can reward you many times over. In fact, message rules can turn Outlook Express
`into a surprisingly smart andefficient secretary.
`
`Setting up message rules
`Now that you're thoroughly intrigued about the magic of message rules, here’s how
`to set one up:
`
`cythen valuesinthaCreepin
`
`Figure 12-6:
`Top left: Building a mes-
`sage rule entails specifying
`which messages you want
`Outlook Express to ook
`for~and what toe do with
`ther. By clicking the un-
`derlined words, as shown
`here. you specify what
`criteria you're looking for.
`Top middle:Let the rufe
`know which wordsit’s sup-
`posed to watch for.
`
`Top right: The completed
`message rule (note the
`summary at the bottom).
`
`Bottom: Ail mail message
`rufes you've created ap-
`pearin the Message Rules
`dialog box. Sefect a rule to
`see whatit does, and use
`the Move Up and Move
`Down buttons to specify
`the order in which rules
`should be run. Double-click
`a rule fo open the Edit Rule
`dialog box, where you can
`specify whatthe rule does.
`
`conta page
`Ete efor
`[1 what ensapemocaineiet
`
`as
`«(EF Coppa tthe rectedite
`1
`Fem
`ann se
`skein eck
`this rule after the message arr
`i am
`
`:
`Fy Von“geet”
`
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`:
`sing eed!oy nadie’ oe pore
`e She SubierrEnecant
`Tiida ter thecencange arrives
`fret onthe bapeSoa
`
`
`95,
`CHAPTER 12! OUB-FOkEXPRESS6 1007 - Page 408 .
`
`HP Inc. - Exhibit 1007 - Page 409
`
`

`

`
`
`
`
`1. Choose Tools>Message Rules—Mail-
`The New Mail Rule dialog box appears, as shown in Figure 12-6 at topleft.
`M. Use the top options to specify how Outlook Express should select messages to
`process.
`For example,if you'd like Outlook Express to watch out for messages from a par-
`ticular person, you would choose, “Where the From line contains people.”
`To flag messages containing loan, $$$$, XXXX, !!/!, and so on, choose, “Where the
`Subject line contains specific words.”
`Ifyou turn on more than one checkbox, you can set up another condition for your
`message rule. For example, you canset up thefirst criterion to find messagesfrom
`your uncle, anda second thatwatchesfor subject lines that contain “humor.”Now,
`only jokes sent by your uncle will get placed in,say, Deleted Items.
`(If you've set up more than onecriterion, yowil see the underlined word and at
`the bottom ofthe dialog box. It indicates that the message rule should apply only
`if all of the conditionsare true. Click the and to producea little dialog box, where
`you havethe option to apply the rule if any of the conditions are met.)
`ww. Using the secondset of checkboxes, specifywhat you wantto happen to messages
`that match thecriteria.
`If, in step 2, you told your rule to watch for junk mail containing $$$$ in the Sub-
`ject line, here’s where you can tell Outlook Express to delete or move the message
`into, say, a Spam folder.
`With a little imagination, you'll see how these checkboxes can perform absclutely
`amazing functions with your incomingemail. Outlook Express can delete, move,
`or print messages; forward or redirect them to somebody; automatically reply to
`certain messages; and even avoid downloadingfiles bigger than a certain number
`of kilobytes(ideal for laptop lovers on slow hotel room connections).
`a. Specify which words or people you want the messagerule to watch out for.
`In the bottom of the dialog box, you can click any of the underlined phrases to
`specify which people, which specific words, which file sizes you want Outlook
`Express to watch out for—aperson’s name, or XXX, in the previous examples.
`If you click contains people, for example, a dialog box appears in which you can
`access your address book to select certain individuals whose messages you want
`handled bythis rule. If you click contains specific words, you can type in the
`words you wanta certain rule to watch outfor (in the Subject line, for example;
`see Figure 12-6, top). And so on.
`5, In the very bottom text box, name your mail rule. Click OK.
`Now the Message Rules dialog box appears (Figure 12-6, bottom). Here, you can
`managetherules you've created, choose a sequencefor them (thoseat the top get
`applied first), and apply them to existing messages (by clicking Apply Now).
`
`
`
`396 0,
`
`WINDOWS XP PRO: THE MISSING MANUAL
`
`HP Inc. - Exhibit 1007 - Page 410
`
`HP Inc. - Exhibit 1007 - Page 410
`
`

`

`tpneee
`
`Tip: Outlook Express applies rules as they appear-from top to bottom-in the Message Rules window;if
`a rule doesn’t seem to be working properly, it may be that an earlier rule is intercepting and processing
`the message before the “broken”rule even seesit. Te fix this, try moving the rule up or down in the list by
`selecting it and then clicking the Move Up or Move Down buttons.
`
`
`
`
`Two sneaky message-rule tricks
`You can use message rules for many different purposes. But here are two of the
`best:
`
`« Create a spam filter. When a spammer sends junk email, he usually puts your
`address on the “BCC:”(blind carbon copy)line, to prevent you from seeing who
`else received the message. This characteristic makesit easy to screen out such mail,
`and create a message rule that looks for messages where the “To:” or “CC:”line
`contains your address—and files them into the Inbox as usual.
`
`But then create another message rule for “For all messages” that puts messages
`into a folder that you've created-—cailed, for example, Possible Spam. Because the
`second rule doesn’t kick in until after the first one has doneits duty, the second
`rule affects only messages in which your name appeared on the “BCC:”line (which
`is almost always spam). Once a week,it’s wise to look throughthe Possible Spam
`folder in case a legitimate message foundits way there.
`
`* The email answering machine.If you're going on vacation, turn on “Forall mes-
`sages” in step 2, and then “Reply with message”in step 3. In other words, you can
`turn Outlook Express into an email answering machinethat automatically sends
`a canned “I’m away until the 15th” message to everyone whowrites you.
`
`Tip: Be sure to unsubscribe from,or turn off, any email mailing lists before you turn on “Forall messages”.
`otherwise, you'll incur the wrath of the otherInternet citizensby littering their email discussion groups with
`copies of your auto-reply message.
`
`Configuring Outlook Express
`Outlook Express has enough features and configuration optionsto fill a very thick
`book. You can see them for yourself by choosing ToolsOptions from the Outlook
`Express window(see Figure 12-7). Here’s an overview of someof the features you'll
`find.
`
`General tab
`Most of the controls on the General tab govern what Outlook Express does when
`you first launch it. Take note of the options for configuring automatic connection
`to your ISP. You can select the option to check for messages every few minutes, and
`then use the drop-down list to tell Outlook Express how, and whether, to connectat
`that time—if you're notalready online,
`
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`Read tab
`Use these optionsto establish how the program handles messages in the Inbox. One
`of these options marks a message as having been read—changing its typeface from
`bold to non-bold—ifyouleaveit highlightedin thelist for five seconds or more, even
`without openingit. That’s one option you may wantto consider turning off. (This
`is also where you choose the font you wantto use for the messages you're reading,
`which is an important consideration.)
`
`
`Figure 12-7:
`The Options dialog box has ten tabs,
`each loaded with options. Most tabs
`have buttons that open additional dialog
`boxes, Coming in 2007: Outlook Express
`Options: The Missing Manual. General —~~
`a
`‘When starting, go directly to my ‘Inboxfolder
` Notify meif there are ary new nevisgroups
`
`Automatically display folders with unread messages
`£7} Automatically log on to ‘Windows Messenger
`
`Send / Receive Messageser
`ea
`Play sound when new messages alive
`Send and raceive messagesat stertun:
`Lf] Check for new messages every.
`:
`i
`aC
`If my computer is nat cennectedatthis times,
`cenceyannsnmnntrnnenanman
`2o not connect
`Default Messaging Programs
`-
`ea This application is the defaut Mak handler.
`This application isthe dafault News handler ©
`
`j
`
`.
`
`
`
`Cancel
`
`|
`
`rl
`
`ol
`
`ep
`
`Receipts tab
`You can addareturn receipt to messages you send. Whentherecipient reads your mes-
`sage, a notification message (receipt) is emailed back to you under two conditions:if
`the recipient agrees to send a return receipt to you, andifthe recipient's email program
`offers a similar feature. (Outlook Express, Outlook, and Eudoraall do.)
`
`Send tab
`The optionson the Sendtab govern outgoing messages. One option to consider turn-
`ing offhereis the default option, “Send messages immediately.” That's because as soon
`as you click the Send button, Outlook Express tries to send the message, even if that
`meanstriggering your modemto dial. All of this dialing—and waiting for the dial-
`ing—drives some people crazy, especially in households with only one phoneline.
`
`398
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`If you turn this option off, then clicking the Send button simply places a newly writ-
`ten message into the Outbox. As you reply to messages and compose new ones, the
`Outbox collects them. They're not sent until you choose Tools—Send and Receive
`(or click Send/Recv on the toolbar, or press Ctrl+M). Only at that point does Outlook
`Express command your modem to dial the Internet. It then sendsall the waiting
`outgoing mail at once,
`
`Tip: To see the messages waiting in your Outbox, click the Outbox icon at the left side of the screen. At this
`point, you can click a message's name (in the upper-right paneof the screen)to view the messageitself in
`the fower-right pane, exactly as with messages in your Inbox,
`
`Don't botherto try editing an outgeing messagein this way, however, since Outlook Express won't fet you
`do so. Only by double-clicking a message's name(in the upper-right pane), thus openingit into a separate
`window, can you make changes to a piece of outgoing mail.
`
`The Sendtabalso includes features for configuring replies. For example, you can dis-
`able the function that puts the original message at the bottom ofa reply.
`Finally, the “Automatically put people I reply to in my Address Book”can be a real
`
`timesaver. Each time you reply to somebody,his email address is automatically saved
`
`
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` Compose tab
`
`in your address book, so that the next time you wantto write him a note, you won't
`need to look up the address—justtype thefirst few letters ofit in the “To”box.
`
`Here’s where you specify the font you want to use when writing messages and
`newsgroup messages.
`This is also the control center for stationery; it houses custom-designed templates,
`complete with fonts, colors, backgrounds, borders, and other formatting elements
`that you can use for all outgoing email. Needless to say, sending a message format-
`ted with stationery meansthat you're using HTML formatting, as described earlier,
`complete with its potential downsides.
`To choosea stationery style for all outgoing messages, turn on the Mail checkbox
`and then click the Select button. You're offered a folder full of Microsoft stationery
`templates; click one to see its preview. You can also click the Create New button on
`the toolbar, which launchesa wizard that walks you through the proc