1. Sending Messages
When you send messages in Outlook 2010 while connected to Exchange Server, you have more options than
you do when you use a regular Internet mail account—for example, you
have the ability to recall messages, and you have access to a Global
Address List (GAL).
To send a new message, you have a couple of choices:
-
In the Inbox or another message folder, click the New button
on the ribbon.
-
In any folder, click New Items on the ribbon and choose
E-Mail Message.
Whichever method that you use, a new message form opens, as
shown in Figure 1.
You can designate the recipients of your message in two ways.
The first method is to click To or Cc (or Bcc) to open the Select Names
dialog adding recipients tobox, shown in Figure 2. By default,
the GAL is displayed.
The GAL contains all users in the entire organization, except
those who are explicitly hidden. An Exchange Server administrator can define other address lists on the
computer running Exchange Server to filter addresses by any
criteria, such as location, name, or department.
To add a message recipient, select the recipient in the list,
and then click To, Cc, or Bcc. Double-click a recipient in the To,
Cc, or Bcc field to view the recipient's properties so that you can
verify his or her contact information.
One of the most useful features of the Select Names dialog box
is the Find feature. Click Advanced Find to open the Find dialog
box, shown in Figure 3. You can
search the address book by any of the criteria shown, such as Title,
Company, or Department. The ability to search the address book is
most useful when you have a large organization and no additional
address lists are defined.
The second way to add recipients to a message is the simplest: Type the
recipient's name or alias in the To, Cc, or Bcc field on the message
form. An Exchange Server alias is another way
of referring to an account. The alias might be the user's Active
Directory Domain Services (AD DS) account, or it could be the first
part of the email address (which could also be the same as the AD DS
account).
Tip
INSIDE OUT Cut your typing time
You don't have to type the complete name or alias in an
address field, so long as the part of the name that you type is
unique. For example, if only one name in the address book matches
Bob, you can type Bob as the recipient, even
if the recipient's name is Bob Smith and the alias is
bob.smith. If the recipient's name is Robert
Smith and the alias is bob.smith, you can
type either Rob or bob—both will resolve to Robert Smith.
As soon as you finish typing a recipient's name and move the
insertion point out of the text box, Outlook 2010 checks the name.
If the name is not unique or can't be found, it is underlined in
red. When this occurs, you'll need to check the name
manually.
You can also check a recipient's name by clicking Check Names
in the Names group on the Message tab on the ribbon or by pressing
Ctrl+K. When a problem arises, the Check Names dialog box appears,
indicating whether the name is not unique or not found. When the
name is not unique, all matches are displayed so that you can make a
selection.
Note
If the name you typed is causing a problem, check the
spelling of the name. This sounds simple enough, but a small
mistake can prevent the name from being resolved. You might need
to use the GAL or another address list to find the correct
name.
Controlling When Messages Are Delivered
When a message is sent, it is delivered immediately by
default. You can, however, delay message delivery until a specified
time for an individual message. Delayed delivery is not
specific to Exchange Server accounts, but the feature goes
hand-in-hand with message expiration (covered next), so it bears
discussing here.
To place a message in the Outbox but have it delivered after a
certain point, click the More Options button in the More Options
group on the Options tab to open the Properties dialog box. Select
the Do Not Deliver Before check box, and then set the date and time
using the drop-down lists. Click Close, then complete the message
and click Send. It will not be sent until after the specified
time.
Tip
If there is enough room on the ribbon, Outlook displays a
Delay Delivery button that, when clicked, opens the
Properties dialog box, where you can enter the delivery date and
time.
Setting Messages to Expire
Just as you can delay the delivery of a message, you can also
set a message to expire. The message expires and is removed from the
recipient's mailbox after a specified period of time whether or not
it has been read. You might want to have a message expire if its
contents become outdated after a certain amount of time, or if you
want to ensure that the message is deleted. To set this option, open
the Properties dialog box by clicking Message Options on the Options
tab, select the Expires After check box, and then set a date and
time. The message will no longer be available to the recipient after
that time.
Note
The capability to set a message to expire is not a security
feature; it simply causes the message to be deleted after the
specified period.
