Reading Items in Your Mailbox

1. Double-click the item you want to read.

Reading HTML Items

For information about reading items that were composed in HTML, see Viewing and Composing Items in HTML.

Reading Items in the QuickViewer

Use QuickViewer to scan the contents of your items. QuickViewer saves time because you don't need to open each item; you simply click an item or press the Down-arrow to read your items. If you click a document reference, the document will display in the QuickViewer. You can display an item's attachment by clicking the attachment in the drop-down list on the QuickViewer toolbar. OLE attachments, however, do not display in the QuickViewer.

When you read an item in the QuickViewer, the icon changes to the opened status. For example, the closed envelope representing a mail message changes to an opened envelope.

You can specify that some folders show QuickViewer every time you open them, while others never show QuickViewer.

1. Click on the toolbar.

   
   

2. Select to turn the QuickViewer on in all folders or just the selected folder, then click OK.

   (You can also set this option by clicking Tools, clicking Options, double-clicking Environment, clicking Default Actions, then clicking an option under Show Or Hide QuickViewer On.)

3. Size the QuickViewer by dragging a corner of the window or by dragging the horizontal dividing line up or down.

   If you size and close the QuickViewer, it will be the same size when you open it again. Size it by dragging a corner of the window, not by clicking the maximize button.

4. In the Mailbox, click each item that you want to read.

   To view an attachment, click the drop-down list on the QuickViewer header, then click the attachment. You cannot open OLE attachments in the QuickViewer.

   Right-click the QuickViewer window to choose other options.

5. To change how information displays in the header, right-click the header and choose options. For more information, see Customizing Headers.

6. To close the QuickViewer, click on the toolbar.

Marking an Item Unread

If you open an item to read it, and then decide you want to read the item later, you can mark the item unread. Marking the item unread changes the item to bold and changes the item's icon to unopened so you will know you still need to read the item.

1. In the Main Window, click the item in the Item List.

2. Click Actions, then click Read Later.

Marking an item you have opened unread does not change the status of the item in Properties. For example, if you have opened an item, then marked the item unread, the sender of the item still sees the item status as Opened in the Properties window.

Replying to an Item

1. Open the item you want to reply to.

2. Click Reply on the toolbar.

   
   

3. Click Reply to Sender.

   or

   Click Reply to All.

   To include the message text in your reply, make sure Include Message Received From Sender is selected.

4. Click OK.

5. Type your message, then click Send on the toolbar.

If the original item included BC or CC recipients and you selected to reply to all, your reply will be sent to the CC recipients but not to the BC recipients.

Replying to an Item in a Shared Folder

1. Open or select an item in the shared folder.

2. Click Reply on the toolbar.

   
   

3. Click a reply option.

   You can reply to the original discussion topic, rather than to the item you are reading. Or, you can reply to any item you are reading, whether it's an original discussion topic or someone else's reply. In both cases, these replies are posted in the shared folder and not sent to individuals.

   If you reply privately to the individual who wrote the item, your reply is not posted to the shared folder.

4. Click OK.

5. Type your reply, then click Post on the toolbar.

Forwarding an Item

1. Open the item you want to forward.

2. Click Actions, then click Forward.

   or

   Click Actions, then click Forward as Attachment.

3. Add the names of the users to whom you want to forward the item.

4. Type a message (optional).

5. Click Send on the toolbar.

If you can't accept an appointment, task, or reminder note, you can delegate the item instead of forwarding it. Delegating places a Delegated status in the item's Properties window, letting the sender know you have transferred responsibility for the item to another person.

Forwarding Multiple Items

1. Ctrl+click the items you want to forward in your Mailbox.

2. Click Actions, then click Forward as Attachment.

3. Add the names of the users to whom you want to forward the item.

4. Type a message (optional).

5. Click Send on the toolbar.

If you can't accept an appointment, task, or reminder note, you can delegate the item instead of forwarding it. Delegating places a delegated status in the item's Properties window, letting the sender know you have transferred responsibility for the item to another person.

Assigning a Category to an Item

To quickly assign a category to an item,

1. Right-click an item in your Mailbox or Calendar, then click the category.

   The 10 most recently used categories are available from this right-click menu. (If you have not yet used categories, they are displayed alphabetically.)

   
   

To assign multiple categories to an item, assign a category to a new item you are composing, or assign a category that does not display on the right-click menu,

1. Right-click an item in your Mailbox or Calendar, click Categories, then click More.

   or

   Open an item in your Mailbox or Calendar, click the Personalize tab, then click Edit Categories.

   or

   Open a new item to compose, click the Send Options tab, then click Edit Categories.

2. Select the check box of the category you want to assign.

   or

   Type a new category name in the text box next to Add, then click Add.

   If you assign one of the default categories (Follow-Up, Low Priority, Personal, and Urgent) to an item you are sending, the item arrives in the recipient's Mailbox with that category assigned. If you assign a category that you created to an item you are sending, the item arrives in the recipient's Mailbox with no category assigned.

3. To change the color of an existing category or assign a color to a new category, select the category name, click Edit Color, click a color, then click OK.

4. To assign additional categories to this item, select the check boxes of those categories.

   When you assign multiple categories to an item, the color of the primary category is the color that will show in the Item List. When you sort the Item List by category, items are sorted by their primary category. By default, the first category you assign is the primary category. Or, to set the primary category for this item, select a category, then click Primary.

5. Click OK.

Adding a Category

1. Right-click an item, click Categories, then click More.

   
   

2. Type the category name in the field at the bottom of the Categories dialog box.

3. Click Add.

   The Add button becomes active when you begin typing a category name.

4. To assign a color to a category, select the category name in the list, click Edit Color, click a color, then click OK.

5. To assign this category to the selected item, select the check box to the left of the category name, then click OK.

Deleting a Category

1. Right-click an item in your Mailbox or Calendar, click Categories, then click More.

2. Select the category name, then click Delete.

3. Click Yes, then click OK.

The category is removed from the list, and from all the items to which it was assigned.

Renaming a Category

1. Select the category name, then click Rename.

2. Type the new name, then click OK.

The category is renamed in the list, and for all the items to which it was assigned.

Seeing All Items in a Certain Category

1. In the upper-right corner of your Mailbox or Calendar view, click the Show menu, then click the category name.

   The 10 most recently used categories are available from the Show menu. (If you have not yet used categories, they are displayed alphabetically.)

   All items that have been assigned this category will display.

   To clear this selection, click Show, then click All Categories.

Creating a Master Checklist in the Checklist Folder

1. Drag items to the Checklist folder .

   In the Checklist folder, the items display with a check box to the left of them. When you complete an item in the checklist, you can mark it complete by selecting the check box.

   You can move items to the Checklist folder from a shared folder only if you are the owner of the shared folder.

   
   

2. To arrange the items in the order you want, drag them to the position you want, or click them, then click the toolbar buttons , , , and .

   If these buttons do not display on the toolbar, right-click the toolbar, then click Folder Context.

3. To assign a due date and a numerical position (order) in the Checklist to an item, open the item and add this information on the Checklist tab.

   
   

You can also create a checklist area in another folder and drag items to the area. After items are in a checklist area of any folder, they will also display in the master Checklist folder, even though they are still located in the original folder.

Creating a New Item in the Checklist Folder

1. Click the Checklist folder.

2. If no items exist in the Checklist folder, click the down-arrow on the icon, then click Posted Message.

   Type a subject and message, then click Post on the toolbar.

   Skip to Step 6.

   or

   If items already exist in the Checklist folder, follow Steps 3-5 below.

3. Click the position in the checklist where you want to add a new item. For example, if you want the item to be first in the checklist, click the first item.

4. Begin typing the subject text.

   
   

5. When you are finished typing the subject text, press Enter.

   The item you have created displays as a posted mail item in the position you selected, and the item that was originally in that position is moved down one position in the checklist.

6. To add additional information to this item, open it and type additional text on the Mail tab.

7. To assign a due date to the item, open it, click the Checklist tab, click Due On, then click a date.

Moving an Item to the Checklist Folder

1. Right-click a selected item or items, then click Move to Checklist Folder.

You can also open an item, click Actions, then click Move to Checklist Folder.

The item or items are moved from this folder to the Checklist folder, where you can arrange them in the order you want, assign due dates, mark them Completed, and so forth.

You can only move items to the Checklist folder from a shared folder if you are the owner of the shared folder.

To return an item to its original folder, drag the item from the Checklist folder to the original folder.

Marking an Item to Display in the Checklist Folder

Use this action to display an item in the Checklist folder without moving the item to the Checklist folder.

1. Click an item or select multiple items.

2. Click Actions, then click Show in Checklist.

You can also open an item, click Actions, then click Show in Checklist.

The item or items will stay in the original folder, but will also display in the Checklist folder, where you can arrange them in the order you want, assign due dates, mark them Completed, and so forth.

You can also open these items in their original folder to mark them Completed.

You can only mark items to display in the Checklist folder from a shared folder if you are the owner of the shared folder.

Creating a Checklist in a Folder Other Than the Checklist Folder

1. Click a folder.

2. Click the Display drop-down list on the toolbar, then click Checklist.

   If the Display drop-down list does not display on your toolbar, right-click the toolbar, then click Display Settings.

   
   

   You can also click , then click As Checklist.

   The top of the item list for this folder now displays "Drag items here to add them to the checklist."

   
   

3. Select one or more items and drag them to this area of the item list for this folder.

   The items now display with a check box to the left of them.

   
   

4. To arrange the items the order you want, drag them to the place you want, or click them, then
   

   click the toolbar buttons , , , and .

   If these arrow buttons are not on your toolbar, you can add them. Right-click the toolbar, click Customize Toolbar, click Customize, then click Actions. Click each button, then click Add Button.

5. To show only the items that are part of the checklist in this folder, click an item in the folder, click Actions, click Checklist Actions, then click Hide Non-Checklist Items.

   Perform this step again to show all items in the folder.

Any items you add to the checklist area of a folder will also display as part of the master checklist in the Checklist folder.

If you click another folder and then click this folder again, the default Display setting shows in the Display drop-down list, which is not Checklist unless you have changed it. You can select it again from the Display drop-down list, or you can change the default Display setting by right-clicking the folder, clicking Properties, clicking the Display tab, clicking Checklist on the Setting Name drop-down list, then clicking OK.

If you perform a sort on this folder, only the non-checklist items are sorted.

Assigning a Due Date to an Item in the Checklist Folder

1. Open an item in the Checklist folder.

2. Click the Checklist tab.

3. Select Due On, then click a date.

   
   

Marking or Unmarking a Checklist Item Completed

1. Click the box next to the checklist item.

Delegating an Appointment, Task, or Reminder Note from the Main Window

1. In the Main Window, click a task, reminder note, or appointment.

2. Click Actions, then click Delegate.

3. In the To box, type a username, then press Enter.

   or

   To select a username from a list, click Address on the toolbar, double-click the user, then click OK.

4. Type any additional comments to the recipient.

5. Click Send on the toolbar.

6. Click Yes if you want this item to remain in your Calendar.

   or

   Click No if you want this item deleted from your Calendar.

Delegating an Appointment, Task, or Reminder Note from the Calendar View

1. In a Calendar view, right-click a task, reminder note, or appointment, then click Delegate.

2. In the To box, type a username, then press Enter.

   or

   To select a username from a list, click Address on the toolbar, double-click the user, then click OK.

3. Type any additional comments to the recipient.

4. Click Send on the toolbar.

5. Click Yes if you want the item to remain in your Calendar.

   or

   Click No if you want the item deleted from your Calendar.

Blocking or Junking E-Mail From a User

1. Right-click an item with an Internet address, then click Junk Mail.

2. Click Junk Sender.

   or

   Click Block Sender.

   
   

3. Select Junk E-Mail From This Address or Block E-Mail From This Address.

   If you select Junk, the address is added to the Junk List. All future e-mail items from this e-mail address will be delivered to the Junk Mail folder .

   You can specify that the items in this folder be automatically deleted after <n> days. This folder is not created in the folder list unless a Junk Mail option is enabled or an address or Internet domain is added to the Junk List (which enables the Junk List option).

   If you select Block, the address is added to the Block List. All future e-mail items from this e-mail address will not be delivered to your Mailbox.

   Your Junk List and Block List can each include up to 1000 entries. If more than 1000 entries are added, the least-used entries are discarded.

4. If the Junk List or Block List is not enabled, select Enable Junk List or Enable Block List.

At any time, you can click Tools, click Junk Mail Handling, click Junk List or Block List, then click New to add an e-mail address to the Junk List or Block List.

Blocking or Junking E-Mail From an Internet Domain

An Internet domain is the part of the e-mail address that comes after the @. For example, in the address Henry@mymail.com, the Internet domain is mymail.com.

1. Right-click an item, then click Junk Mail.

2. Click Junk Sender.

   or

   Click Block Sender.

3. Select Junk Any E-Mail From This Internet Domain or Block Any E-Mail From This Internet Domain.

   If you select Junk, the Internet domain is added to the Junk List. All future e-mail items from this Internet domain will be delivered to the Junk Mail folder .

   You can specify that the items in this folder be automatically deleted after <n> days. This folder is not created in the folder list unless a Junk Mail option is enabled or an address or Internet domain is added to the Junk List (which enables the Junk List option).

   If you select Block, the Internet domain is added to the Block List. All future e-mail items from this Internet domain will not be delivered to your Mailbox.

   Your Junk List and Block List can each include up to 1000 entries. If more than 1000 entries are added, the least-used entries are discarded.

4. If the Junk List or Block List is not enabled, select Enable Junk List or Enable Block List.

At any time, you can click Tools, click Junk Mail Handling, click Junk List or Block List, then click New to add an Internet domain to the Junk List or Block List.

Junking E-Mail From Users Not In a Personal Address Book

1. Click Tools, then click Junk Mail Handling.

2. Select Enable Junk Mail Using Personal Address Books.

   
   

3. Click OK.

All future items from e-mail addresses not in your Frequent Contacts address book and other personal address books will be delivered to the Junk Mail folder. You can specify that the items in this folder be deleted after <n> days.

Deleting Items From the Junk Mail Handling Folder

1. Click Tools, then click Junk Mail Handling.

2. Click Automatically Delete Items __ Days After Delivery (Move to Trash).

   Specify how long you want items retained in the Junk Mail folder.

3. Click OK.

To manually delete items from the Junk Mail folder, right-click the Junk Mail folder, click Empty Junk Mail Folder, then click Yes.

Preventing E-Mail From a User or Internet Domain From Being Junked or Blocked

1. Click Tools, then click Junk Mail Handling.

2. Click the Trust List tab.

   
   

3. Click New, type an e-mail address or Internet domain, then click OK.

   An address or Internet domain can be in upper, lower, or mixed case. For example, amy@idomain.com and AMY@IDOMAIN.COM are both the same.

   You cannot use wildcard characters such as * or ? in an Internet domain name. However, an Internet domain, for example idomain.com, will affect all e-mail from idomain.com and any subdomains which prefix this Internet domain, for example, offers.idomain.com or members.idomain.com. A domain of abcidomain.com would not be affected.

4. Click OK.

All future items from this e-mail address or Internet domain will not be blocked or delivered to the Junk Mail folder, no matter what is specified in the Block List and Junk List.

Modifying Junk Mail Handling Lists and Settings

1. Click Tools, then click Junk Mail Handling.

2. On the Settings tab, modify any settings. Click , then click an option for information about each option.

3. Click the tab of the list you want to modify.

4. To add an e-mail address or Internet domain to a list, click New, type the e-mail address or Internet domain, then click OK.

   An address or Internet domain can be in upper, lower, or mixed case. For example, amy@idomain.com and AMY@IDOMAIN.COM are both the same.

   You cannot use wildcard characters such as * or ? in an Internet domain name. However, an Internet domain, for example idomain.com, will affect all e-mail from idomain.com and any subdomains which prefix this Internet domain, for example, offers.idomain.com or members.idomain.com. A domain of abcidomain.com would not be affected.

5. To change an e-mail address or Internet domain, click the address or Internet domain, click Edit, make changes, then click OK.

6. To remove an e-mail address or Internet domain from a list, click the address or Internet domain, then click Remove.

7. Click OK.

Changing an Item in Your Mailbox to Another Type of Item

1. In your Mailbox, click the item you want to change.

2. Click Edit, click Change To, then click an item type.

   or

   Click Edit, click Change To, click More, then click an item type. You can choose posted or group items.

   
   

   Posted items are sent directly to your Calendar. Group items are sent to the Mailboxes of individuals and groups the message is sent to.

3. Type any necessary information.

4. Click Send or Post on the toolbar.

When you change a mail or phone message to another type of item (such as an appointment or task), the original item is removed from your Mailbox and the new item is added in the appropriate location, such as the Calendar.

Changing an Item in Your Calendar to Another Type of Item

1. Click Calendar in the Folder List.

2. Click the item you want to change in the Appointments, Tasks, or Reminder Notes List.

3. Drag the item to the list that corresponds to the type of item you want to change it to.

   For example, drag a task to the Appointments List to change it to an appointment.

   To copy an appointment, task, or reminder note, press Ctrl while you drag the item.

4. Type any necessary information.

5. Click Send or Post on the toolbar.

Changing a Posted Item to a Group Item

1. In your Calendar, click a posted item.

2. Click Edit, click Change To, then click More.

   
   

3. Click Group, then click OK.

4. Type any necessary information.

5. Click Send on the toolbar.

Setting the Default View

If you do not like your default read or compose view (whether it is HTML or Plain Text), you can change it. open an item, click View, then click Plain Text or HTML.

To change the view in one item,

1. Open an item.

2. Click View, then click Plain Text or HTML.

To set the default view,

1. Click Tools, then click Options.

2. Double-click Environment.

3. Click the Views tab.

4. Make selections in the Default Compose View and Default Read View group boxes.

5. In the Default Read View group box, select Force next to Plain Text if you want to prevent HTML-only messages from being displayed automatically when no plain text version is available.

   If you select Force, a message will inform you whenever an HTML-only message cannot be displayed; however, you can still click View > HTML to view it. If you do not select Force, HTML-only messages are displayed in HTML, even though you have selected Plain Text for the default read view.

6. Click OK.

Changing the Default Font in the HTML View

If you set the default view as Plain Text, the Windows system default font is used for your message text. However, if you choose HTML as your default view, HTML tools become available in your outgoing and incoming messages. You can also choose a different default font for your outgoing messages.

1. From an HTML view, select the font style and size you want to use as the default for your messages.

   
   

2. Right-click any of the tools on the HTML toolbar, then click Set Current Font as Default.