Microsoft Exchange Server

Microsoft Outlook supports multiple account types like Microsoft Exchange Server, POP3, IMAP, and Outlook.com (formerly Hotmail).

Some features in Outlook require an Exchange account, which is provided by your organization, Microsoft 365, and some Internet hosting providers.

How to check our account type in Outlook ?

Choose File to switch to back stage view. From back stage view choose > info > Account Settings > Account Settings.

Account settings window will open. On the Email tab of account settings window, you’ll see your accounts and the Type for each.

Recall or replace an email message that you simply sent

There are so many reasons for which we may want to replace or delete our sent mail. Some reasons may be as below

  • Maybe we were in the middle of writing up an email to your co-workers and accidentally hit Send before we attaching a document they needed to see.
  • Maybe we wrote and sent a not-very-nice email to someone and instantly regretted it.
  • May be we are supposed to sent the mail on another day and sent accidentally.

Regardless of the reason and situation we’re in, Thanks to outlook, there is a solution to fix it in outlook. This feature is called email recall.

Follow the below steps, to recall an Outlook email.

  1. choose the Sent Items folder, present In the folder pane on the left hand side of the Outlook window,
  2. To recall a message we must open it by double clicking. Remember, selecting the message appears in the reading pane but it won’t allow us to recall the message.
  3. From the Message tab, we have to choose Actions > Recall This Message.
  4. Select Delete unread copies of this message if we want to delete the message or Delete unread copies and replace with a replacement message if we want to replace that with a new message, then click OK.
  5. If you’re sending a replacement message, compose the message, then click Send.

In outlook 2019 auto close original message after replying or forwarding

To automatically close the original message after replying or forwarding in Outlook, please follow the below steps.

  1. Click on the File tab to go to the backstage view.
  2. Select Options from backstage view
  3. From the Outlook Options dialog box, select Mail tab present in the left bar.
  4. Go to the Replies and forwards section, check the Close original message window when replying or forwarding box,
  5. and finally click OK button.

From now on, when you reply or forward email in the opened message window, the original message will be close automatically after clicking the Send button.

Include Original Messages with All Replies

You can set Outlook to always include the original message when you reply or forward to it.

To automatically include original message while replying or forwarding in Outlook, please follow the below steps.

  • Clicking on the File tab will take you to the backstage view.
  • Select Options from backstage view
  • From the Outlook Options dialog box, select Mail tab present in the left bar.
  • Go to the Replies and forwards section, Click on the when replying to a message drop down and select include original message text
  • and finally click OK button.

From now on, when you reply or forward email the original message will also include in the message.

Automatically Check spelling before sending a message

It is not a professional behavior to send a mail with spelling errors. We can check manually the spelling of our email message at any time by selecting

Review > Spelling & Grammar.

This facility is available In desktop versions of Outlook. To use this command in a easy way we can add it to Quick Access Toolbar.

But it is not suggestable to check spelling manually for every message. Some times we might forget! To avoid this type of unpleasant situation, we can set Outlook to check spelling for us every time automatically.

To automatically check spelling of message before sending follow the below steps

  • Clicking on the File tab will take us to the backstage view.
  • Select Options from backstage view
  • From the Outlook Options dialog box, select Mail tab present in the left bar.
  • Go to Compose messages, check the Always check spelling before sending box.
  • and finally click ok button

Now when we click Send, Outlook checks spelling automatically. If there no spelling mistakes found, it sends the message right away. If we change our mind and want to edit the message some more, click Cancel to stop the spell check, and then click No.

Re-sending a message in outlook

Case 1 : some times the recipients complained that they have not received the mail. In that case what we will do, We have the option to forward the message but in that case a FW will be prefixed to the subject. It is obvious that we can change that.

Case 2: If a mail is not related to me and the sender sent it to me, In that case i need to forward it to the actual receiver. But the problem is if i will use forward option then it will show to the receiver me as sender.

In both the above cases the solution is re-sending a message.

to re-send a message follow the below steps

  1. Select the Sent Items folder from the outlook folder pane,
  2. open the message that you want to resend by double-clicking on it.
  3. On the Message tab, in the Move group, choose Actions drop down and then choose Resend This Message.

to re-direct a message follow the below steps

  1. Select the Inbox folder from the outlook folder pane,
  2. open the message that you want to resend by double-clicking on it.
  3. On the Message tab, in the Move group, choose Actions drop down and then choose Resend This Message.

Setting a personalized signature for our email messages

Using outlook we can create one or more personalised signatures for our email messages. Our signatures will be displayed at the end of the message.

Signatures can include images, text or both. We can set to include the signature automatically to all new messages or forwarded messages. Or we can manually add the signature as per our choice.

To create a signature follow the below steps

  1. Open a new email message.
  2. From the Message menu, include group select Signature > Signatures.
  3. From signature and stationery dialog box, under Select signature to edit, choose New, and in the New Signature dialog box, type a name for your signature.
  4. Under Edit signature, compose your signature.
  5. Under Choose default signature, we have to set the following options for our signature:
  6. In the E-mail account drop-down box, choose an email account to associate with the signature, if we have set up more then one email account. We can have different signatures for each email account.
  7. To add our signature to all new messages by default, in the New messages drop-down box, select one of our signatures. If we don’t want to automatically add a signature to our new messages, we have to choose (none). This process is for new message only, it doesn’t add a signature to any messages we reply to or forward.
  8. If we want our signature to appear in the messages we reply to or forward, then in the  Replies/forwards drop-down, we have to select one of your signatures.
  9. Choose OK to save our new signature and return to our message.

Points to remember

We can change fonts, font colors, font sizes, as well as alignment of text. If we want to create a more attractive signature with bullets, tables, or borders, use MS Word to format your signature , then copy and paste the signature into the Edit signature box of outlook. We can also use outlook’s pre-designed templates for our signature purpose.  For this we have to download the templates in Word, customize them with our personal information, and then copy and paste them into the Edit signature box.

Outlook doesn’t add our new signature automatically to the message we opened here, even if we chose to apply the signature to all new messages. We’ll have to add the signature manually to this one message. All future messages will have the signature added automatically by outlook.

How to insert a signature manually

If we don’t choose to insert a signature for all new messages or replies and forwards, we can still insert a signature manually as per our choice and convenience.

  1. In our email message, on the Message tab, select Signature.
  2. Choose our signature from the fly-out menu that appears. If we have more than one signature, we can select any of the signatures we’ve created.
  3. The signature will be inserted on the opened message.

 

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