Color Code Emails

Note: This does not apply to "Outlook Express".
Outlook Super Secret #1. Color Code emails as they arrive in your Inbox.
Color coding helps target specific messages. Here's how:

Click to See a FREE Video on this topic for Outlook 2010 and 2013

Assign a color to a message from a specific person.
1. Select a message from a person that you want to change to a color.
2. From the View menu, select View Settings
3. Select Conditional Formatting
4. Click "ADD" and type a name for this formatting "color rule"
5. Click "FONT" and change the font to your desired color, size, style, click OK
6. Click "CONDITION" and here you will set up the word that will "trigger" the color rule
7. Click OK, OK, and TEST!!!!

You win!

Read Receipts

In Outlook, you can set up a message so that each recipient has the option of notifying you that they have read your message. Often used with urgent or very important messages.

You can also have their ISP notify you that it has received the message and delivered to their Inbox. A sure fire way to know the email has landed.

Why the difference?
The Read receipt is up to the human to respond and sometimes humans have attitudes. (Smile) But the delivery receipt is dependent on the non-emotional ISP server to respond with, "Delivered successfully at date and time."

Let's face it, people play games. By sending both, at least you know if it landed, but if they say they didn't get it, then it might have landed in their junk email. Have them check all their folders. Give them the benefit of the doubt, then resend the message if necessary.

Here are the steps to add a READ or DELIVERY receipt...

Outlook 2013 and 2016
1. In a new message, on the Tags group, select the
Request a Delivery Receipt or the Request a Read Receipt check box,
or select both.

Outlook 2007 and 2010
1. In a new message, on the Options tab, in the Tracking group, select the
Request a Delivery Receipt or the Request a Read Receipt check box,
or select both.

Auto Picture Download

Microsoft Outlook is configured to block automatic picture downloads
from the Internet. This can help protect your computer. But you can
unblock pictures you feel are safe to download.

Advantages of blocking automatic picture downloads include:
- Avoid viewing potentially offensive material (when external content is linked to the message).
- Keep malicious code from damaging the data on your computer.
- If you are on a low-bandwidth connection, blocking allows you to decide
whether a particular image warrants the time and bandwidth that are
required for downloading it.

Unblock picture downloads for a single message:
1. Click the InfoBar at the top of the message, and then click "Download Pictures"
(InfoBar: Banner near the top of an open e-mail message, appointment, contact, or task.)

Unblock picture downloads for all messages:
1. Click the InfoBar at the top of the message, and then click "Change Automatic Download Settings".
2. Clear the check box "Don't download pictures automatically in HTML e-mail messages or RSS items".

Unblock picture downloads for all messages from a particular e-mail address or domain:
1. In an open message that was sent from that e-mail address or domain, right-click one of the blocked items.
2. On the shortcut menu, click Add Sender to Safe Senders List or Add the Domain @domain to Safe Senders List.

Re-Block picture downloads if you have changed your mind:
1. On the Tools menu, click Trust Center, and then click Automatic Download.
2. Check the box Don't download pictures automatically in HTML e-mail messages or RSS items check box.

Signatures For Email - on Steroids

Outlook allows up to 2 active signatures for each email account on your system depending on if it's a NEW email or a REPLY email. For instance, I have 7 active email accounts (I'm not neurotic, this is normal!) and I have about 7 signatures set up, but can only use 2 per account.

Well, all that changes with Outlook 2007. Not only can you still have multiple signatures, but you can use them on an "as needed" basis.

First Tip: set up your e mail signatures.
Tools > Options> Mail Format tab > Signatures.
Click New, choose which account to apply it to, and start typing

Second Tip: click New Mail Message
Notice on the message ribbon there is a "Signature" button.
Click it and choose the signature you want to use.

Steroids Tip: If you don't need a formal e mail signature but it is set to automatically show up, just right-click the signature in the email body. Your list of signatures appears on the shortcut list. Just click a different signature to use. This way you don't have to click the "Signature" button on the Message ribbon.

Auto Complete Email Addresses - Fix

Microsoft Outlook has a featured called "auto complete" or "autofill" for any email address typed into the To or CC fields. This feature does not pull from the contacts or address book, rather, it adds names to the auto complete list as you type them.

The problem comes in when you add a bad address, and then each time you start to type in the address, the incorrect one appears in the list.

To fix this problem: (drum roll, please...)

1. On the To: line, start typing the address that shows up incorrectly.
2. Hit the Down arrow key to select the 'bad' address.
3. Hit the Delete key and you will remove the bad email address

Shockingly simple. *Hint* This carries over to the web if you've typed in a login name wrong and it keeps showing up to remind you of your bad typing skills. Just arrow down to it, and hit DELETE. Sometimes shouting "Go Away!' makes me feel better too. That may just be me, though...

On the other hand, what if your "auto complete" has never worked and you don't know what I am talking about?

Here's how to activate (or disable) auto complete...

1. Click Tools, Options, Email Options
2. Click "Advanced Email Options"
3. Select (or de-select) the check box beside "Suggest names while completing
To, CC, BCC fields"

Email Attachment Issues

The following was a great question and easily fixed. Basically, it is the difference between HTML attachments and Rich Text.

My friend Bill writes:
Andy, for some reason my attachments are not showing in the heading of my e mails, but are in the body of the e-mail as a square icon. Is there a way to change this so it does not appear in the body of the message but on an attachment line? (I think this may have started when I had our company e-mail tech support fix some problems I was having.)

It's an easy fix.
Open Outlook, click Tools, Options. Click the "Mail Format" tab, and at the top section, "Message Format", I'll bet it says "Rich Text". For some reason techies like Rich Text, but it throws the attachment inside the body of the email. Change that setting to "HTML" and it's solved.

My friend Bill replies:
That did the trick!! At first I couldn't find the "Mail Format" tab, until I realized I was still inside this e-mail. When I exited to the Outlook main page, the selections showed up just as you listed.
Thanks, Bill

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