November 15 2001

Shortcuts for Addressing E-Mail Messages in Outlook

By Teresa Lightle- Computer Training Coordinator

There are many ways to key the address of a colleague into the address line of Outlook email. Here is a list of a few that may save you time and energy.

There are several ways to start a new e-mail in Outlook once Outlook is active on your desktop.

• Clicking the button in the upper left hand side of the screen .

• Right clicking in any clear area of the Inbox and then selecting New Mail Message.

• The keystroke combination Ctrl+n

• Going to File in the menu bar, selecting New and then Mail Message

• Going to Actions in the menu bar and selecting New Mail Message

Remember one way is not right and another wrong. Choose the best option for you.

Once you have the new blank e-mail ready to go you must add to whom the message is going.

Let's review the three options:

To: - Used when sending e-mail to one or a few recipients. Recipients are usually listed in the global address book. E-mail sent to these users specifically involves the user or expects a response from this user.

Cc:- Electronically known as the Courtesy Copy. Recipients are usually listed in the global address book. E-mail sent to these users is usually a courtesy or for information only. A response is not expected.

Bcc: - Blind Courtesy Copy: Used when sending e-mail to a long list of recipients. Using this field is a courtesy, as recipients do not have to wade through the endless list of everyone else this message was sent to. Protects private e-mail addresses without sharing them. 

* If Bcc does not appear when you begin a new e-mail message, click on View in the menu bar and click next to the option Bcc Field.

The following options work best with names found in the Global Address Book.

• If you have a unique set of initials in your name, you can simply key in your initials. 

Example: Keying "f q"in the recipients line and hitting ctrl + K would result in "Frank Quinn"

• You can key the persons users name

Example: Keying "tlightle" would result in "Teresa Lightle"

• Try keying just part of a users name

Example: Keying "Rus" would result in "Russ Selken"

If there are several people which may be a possible match Outlook will respond with the following box.

Example: Keying "teresa" would result in the showing of this dialogue box

Here I would select the correct "Teresa" by clicking to select and then choosing OK or by double clicking.

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For Questions or Comments about this newsletter please contact: tlightle@bcoe.org

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