Microsoft Office Tutorials and References
In Depth Information
Setting a Message’s Priority and Confidentiality
Composing and
Sending Email
Up to speed
Email Message Formats
Outlook sends email in any of these formats:
• HTML stands for hypertext markup language , which
is what tells web browsers how to display web pages.
Sending an email message in HTML format lets you
format and align your text to make it look good. It
also lets you include images and graphics in the
body of the email. Many email messages nowadays
use HTML format, but some recipients might have
trouble viewing the email if they’ve set their email
programs to view emails as plain text (see the next
• Plain text sends text but removes all formatting,
such as fonts and text alignment. And forget about
anything fancy like symbols, shapes, or WordArt. But
some people prefer to set their email programs to
read only plain text, because it’s the highest-security
way to read email messages.
• Rich text maintains the formatting that plain text
strips out. The problem with the Outlook Rich Text
email format is that Microsoft owns it, and it doesn’t
work in any email programs besides Outlook and
Microsoft Exchange Client. Unless you’re sure your
recipients use Outlook or Exchange to read email (such
as coworkers), don’t send in this format.
HTML format is Outlook’s default for sending email
messages, and you probably won’t have to change it. There are
rare occasions when you might want to send an email in a
different format. For example, maybe a recipient tells you
that the formatting of an email you sent was messed up
and he couldn’t read the text. That’s not your fault—it has
to do with his email program’s settings. But if you want to
make sure he gets the message, the best bet in this case
would be to send plain text next time.
To change the format of an email you’re writing, go to the
Format Text tab and then select HTML (Alt, O, H1), Plain
Text (Alt, O, L1), or Rich Text (Alt, O, R1).
Setting a Message’s Priority and Confidentiality
With the volume of email most people get, it’s easy for an important message to get
lost in an overcrowded inbox. To get a recipient’s attention, you can set both a
priority and a sensitivity level. You can do this using the Properties dialog box, shown
in Figure 10-8. To open this dialog box, on the Message tab, click the Tags section’s
lower-right Message Options button.
In the Settings section at the top of the Properties box, click the Importance button
to select an option: Low, Normal (no mark), or High. If you want, you can also let the
recipient know the email’s level of confidentiality. Click the Sensitivity button and
pick a confidentiality level: Normal (no label), Personal, Private, or Confidential.
When a recipient opens your email, its sensitivity level appears above the message,
like this: “Sensitivity: Personal” (or whatever level you chose). Emails with Normal
sensitivity don’t show a sensitivity level.
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