Locked lesson.
About this lesson
Outlook Email Options allow you to customize your send/receive settings and many other available options.
Quick reference
Email Options
Email Options are for new messages and include features like: Voting Buttons, Delay Delivery, Expiration, and Delivery/Read Receipts.
When to use
Although these features are useful, they are not well known and are only used occasionally. But they are worth learning so you can be ready when you need them.
Instructions
Explore the Email Options
- Open a New Email window and click the Options ribbon.
If you’d like to practice, address the email to yourself so you can view the results.
Turn on the BCC (Blind Courtesy Copy) and FROM buttons. These will stay on for future emails unless you specifically turn them off again.
- Activate the Read & Delivery Receipts.
- Read Receipt.
- Delivery Receipt.
- Save Sent Item To allows you to save to a selected folder.
- Delay Delivery allows you to type emails ahead of time, but have them delivered at your specific time.
- 00:05 We're going to take a look at some email options but
- 00:07 they're not found on Outlook proper, because they're specific to just emails.
- 00:11 So we're going to double click the New Email button to take a look inside there.
- 00:16 I've opened up a brand new email and typed in some script so it's on the screen.
- 00:21 And let's look at the ribbons.
- 00:22 We have the message ribbon, the insert draw, and there it is, the options ribbon.
- 00:28 Notice on the left-hand side, we have a Themes section.
- 00:31 Now, Themes will add color in the background of your emails, or
- 00:35 certain fonts.
- 00:36 We generally don't use these at all.
- 00:38 A lot of corporations won't allow them because it puts
- 00:42 a lot of weight on the email, as in file size.
- 00:44 So I'm going to go ahead and ignore that for now, but feel free to click around and
- 00:49 surf around in there.
- 00:50 Next are the Show Fields.
- 00:52 When we click the To button,
- 00:54 that's how we address our email to someone in our contacts.
- 00:58 Same with the CC, which stands for courtesy copy,
- 01:01 BCC that we can add on here.
- 01:03 Once you activate it, it will always stay on there until you deactivate it.
- 01:07 The BCC simply means blind carbon copy.
- 01:09 Anyone on the to and the CC cannot see who's on the blind.
- 01:13 They're blind to the BCC.
- 01:15 But the BCC can absolutely see who's on the other two fields.
- 01:19 I'll turn that off.
- 01:21 Now we have the From.
- 01:22 The From field allows me to choose which email account I want this email sent from.
- 01:27 So I can, on the fly switch to a different email account.
- 01:30 Here are the voting buttons.
- 01:31 Now we'll have an entire lesson on these, so I won't spend time here.
- 01:35 But the next ones are the Request a Delivery Receipt or a Read Receipt.
- 01:39 Now maybe you have been the recipient of a read receipt before.
- 01:43 Well, that just means I would like to know that you read the email.
- 01:47 And a lot of times if I get a read receipt, I just ignore them.
- 01:50 I don't want them to know I read it because I need to research.
- 01:53 I need a few more hours, I'm busy.
- 01:55 So I will hit No, don't respond.
- 01:59 But a delivery receipt is a little different.
- 02:01 Now the delivery receipt just sends back a receipt that your
- 02:05 email did land in their inbox.
- 02:08 You don't know if they read it, but you know it landed.
- 02:10 And sometimes that's the most important thing.
- 02:12 On the right-hand side, we have more options.
- 02:15 Save Sent item, Delay a Delivery, or Direct Replies To another person.
- 02:21 Notice the little arrows on the right hand side.
- 02:23 Now these little arrows are called dialog box operators, and
- 02:27 they will open up more options.
- 02:28 So when I click this arrow, I have the Request Delivery Receipt,
- 02:32 Read Receipt, Have Replies Sent To, Do Not Deliver, and Expires After.
- 02:36 Seems like it's the same set here.
- 02:38 Well, let me close this and show you.
- 02:41 On this one, I hit the dialog box operator and yes, it is the same window.
- 02:47 So all of these items on the ribbon are put there for convenience.
- 02:51 So I can set the importance, sensitivity, I can change security settings for
- 02:56 this message.
- 02:57 When I click that, we can add digital signature requirements, anything we want.
- 03:01 I'll hit Cancel here.
- 03:03 We can tell it not to auto-archive this item, so
- 03:06 don't ever put it away in an archive folder.
- 03:08 We'll come back to using voting buttons in another lesson.
- 03:10 Here's the delivery receipt and read receipts, which I've already talked about.
- 03:14 Or have replies sent to someone else in case you're going on vacation.
- 03:18 You send out an email, when people start replying it forwards to another person.
- 03:22 Do not deliver before a certain date or time.
- 03:24 A lot of times because I work on the computer so much,
- 03:27 I'll be up at midnight drafting emails.
- 03:29 And the next day people are replying, why are you sending emails at midnight?
- 03:33 I will set this to not deliver till tomorrow at 8:00 AM.
- 03:36 How about Expires After?
- 03:38 Maybe you're sending out loan rates that are going to expire,
- 03:41 coupons that are going to expire.
- 03:43 If they have not opened it before the expiration date and time,
- 03:46 poof, vanish, gone.
- 03:47 They'll never even know they got the email.
- 03:49 That's what expire means.
- 03:51 Save copy of sent message is always set up.
- 03:54 And then of course, I can set up contacts, and I can set up categories.
- 03:59 We are going to have a future lesson on categories, they're pretty important.
- 04:04 So in the meantime, your options are only found in a brand new message screen.
- 04:09 Options up on top, definitely worth going through and looking at.
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