Microsoft Office Tutorials and References
In Depth Information
You can also flag a message for the recipient. All you need to do is select Flag for Recipients from
the Follow Up menu (see Figure 7.7) and then enter the relevant information in the lower part of
the Custom dialog box (see Figure 7.8).
When an Outlook user receives a message with such a flag, the flag status column in the Inbox
will display a special icon indicating that there is follow-up information included with the message.
The user can right-click this icon to add the message to his or her to-do list. Email programs other
than Outlook may ignore this information or handle it differently.
Assigning a Message to a Category
Outlook’s categories are a powerful tool for organizing all kinds of information. Categories are
covered in more detail in Chapter 17. When you create a message, you can assign it to a category.
Then you’ll be able to find the message — the saved copy of the sent message, that is — based on
this category. To assign a category to a message:
1.
Click the dialog box launcher in the More Options section of the Options ribbon to
display the Message Options dialog box.
2.
At the lower left of the dialog box, click the Categories button.
3.
Select the desired category from the menu. Or, click Clear All Categories to remove any
category assignment from the message.
Requesting Delivery and Read Receipts
When you send a message you can request delivery and/or read receipts by selecting the
corresponding option in the Tracking section of the Options ribbon. A delivery receipt is generated when the
message is delivered to the recipient, and a read receipt is generated when the message is opened
by the recipient. The receipt consists of an email message back to you that contains the date and
time that the original message was delivered or read.
Delivery and read receipts sound like a great idea but their usefulness in practice is limited. The
delivery receipt must be generated by the email server software, and sometimes this feature is
turned off by the server administrator to reduce the load on the server. Even if you do receive a
delivery receipt, there is no guarantee that the recipient has read the message. Likewise, the read
receipt is sent by Outlook (or whatever other email program the recipient is using), and the user
may have this feature turned off.
When you have sent a message and requested a receipt, Outlook automatically processes the
receipt(s) when and if they arrive (unless you have turned this feature off under Tracking Options,
as explained later in this chapter). When you open the message in the Sent Items folder, the ribbon
displays a Show section with Message and Tracking buttons (see Figure 7.9). Click the Tracking
button to view the details of the receipt(s) received for this message. Click the Message button to
return to the message text.
Be aware that if Outlook has not yet received and processed any receipt for a message, the Tracking
button will not be available on the ribbon.
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