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Quick Reference Card - Control how you send and see mail messages

Choose the right format for sending

You have three choices for the message format:

• HTML    This is the default message format in Microsoft® Office Outlook®. HTML lets you add style and emphasis to your message. For example, with HTML you can use bold and colors to call out what's really important—you can even include hyperlinks.

• Rich Text    Outlook Rich Text Format is supported by the following e-mail programs only: Microsoft Office Outlook 2003, Outlook 2002, Outlook 2000, Outlook 98, Outlook 97, and Microsoft Exchange Client versions 5.0 and 4.0. This format increases your chances of sending gobbledygook because it's the least compatible of the available formats. One benefit of RTF is that you can show attachments inline.

• Plain Text    This format is the most reliable and trouble-free option. All e-mail programs understand it. On the other hand, with Plain Text, you can't use anything fun like bold, italics, or color.

• Use Word as your e-mail editor

The Mail Format tab of the Options dialog box shows whether Microsoft Word is selected as your e-mail editor. (To open this dialog box, click Options on the Tools menu.)

When you use Word as your e-mail editor, extraneous formatting is automatically "filtered" from e-mail messages. This filtering is done to reduce the file size of outgoing e-mail messages. To control how much filtering is done, follow these steps:

1. In Microsoft Word, on the Tools menu, click Options, and then click the General tab.

2. Click E-mail Options, click the General tab, and under HTML filtering options, select the desired filtering level.

Set a default format for sent messages

1. In Outlook, on the Tools menu, click Options.

2. Click the Mail Format tab.

3. In the Compose in this message format box, select the desired format.

Create a message that's different from the default

1. If you're not already looking at e-mail, click Mail on the Go menu.

2. On the Actions menu, point to New Mail Message Using, and select the desired format.

Change message format midstream

These steps assume that you are using Word as your e-mail editor.

On the message toolbar, click the Message format drop-down box and select the desired format (for example, Plain Text).

Note    If you've turned off Word as your e-mail editor, you're using the Outlook editor. In this case, you would choose the desired format on the Format menu.

Set the default send format for a single recipient

These steps work only when the correspondent receives e-mail over the Internet (as opposed to someone within your company who receives e-mail via Exchange Server). To verify how a correspondent will receive a message, look in the E-mail Properties dialog box. How you get to this dialog depends on whether you've created a contact in your Contacts folder for the correspondent. If the E-mail type box contains SMTP, messages to that correspondent are delivered over the Internet.

1. In a new message, type the e-mail address of the person you're sending a message to.

2. Double-click the e-mail address to display the E-mail Properties dialog box. (If a contact form opens, you'll need to double-click the e-mail address in the E-mail box first).

3. Click the Internet format drop-down box. Select the desired send format (for example, Send Plain Text Only).

Change the look of messages that you reply to or forward

1. On the Tools menu, click Options.

2. On the Preferences tab, click E-mail Options.

3. Note the choices in the On replies and forwards section.

   As you choose different options, the icons in this section are updated to give you a preview of what your replies would look like.

4. To display your name next to comments you make in the message, select the Mark my comments with check box and type the name that you want to appear.

Change the default font for Plain Text messages

1. On the Tools menu, click Options.

2. Click the Mail Format tab and under Stationery and Fonts, click Fonts.

3. Under When composing and reading plain text, select a font.

Set the line length for Plain Text messages

If you use Plain Text often, you may have noticed that, as you carry on a conversation, the ends of the lines in your messages wrap to the next line. To prevent this, you can decrease the number of characters that appear per line, so there's more room for replies without the annoying wrapping.

1. On the Tools menu, click Options.

2. Click the Mail Format tab.

3. Under Message Format, click the Internet Format button.

4. To change the line length for Plain Text messages, change the number of characters in the box under Plain text options.

Control how you see the messages you receive

View blocked pictures

A red X indicates that a picture has been blocked. To show pictures in the message, right-click the X, or click the InfoBar at the top of the message, and then click Download Pictures.

Note    To see the settings for blocked pictures, right-click the X in the message and click Change Automatic Download Settings.

Turn on the Plain Text option for reading e-mail

1. On the Tools menu, click Options.

2. On the Preferences tab, in the E-mail section, click E-mail Options.

3. Select the Read all standard mail in plain text check box, and click OK.

   (To turn this feature off, you would clear the Read all standard mail in plain text check box.)

Tip    When you receive an HTML or RTF message in Plain Text format, the InfoBar at the top reads, This message was converted to plain text. You can click the InfoBar (or press CTRL+SHIFT+W) and click Display as HTML to see the message in its original format.

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