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In some situations you might want every outgoing message to be copied to a particular person. For example, maybe you manage a small staff and want all of their outgoing messages copied to you. Or, perhaps you want to send a copy of all of your outgoing messages to yourself at a separate e-mail account. Rules you create with Outlook s Rules Wizard can process outgoing messages as well as incoming ones. One way to ensure a recipient is copied on all outgoing messages is to add a rule that automatically adds the recipient to the message s Cc field. Follow these steps to do so:
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1 Choose Tools, Rules Wizard to begin creating the rule. 2 Click New, choose Start From A Blank Rule, choose Check Messages After Sending,
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and click Next.
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3 Click Next again without choosing any conditions to cause the rule to be used for all
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messages.
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4 Select the action Cc The Message To People Or Distribution List, then click the underlined link in the Rule Description box and enter the Cc recipient s address.
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5 Click Next and set exceptions as needed, and then click Finish.
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Unfortunately, Outlook doesn t offer a Bcc action for the rule. The add-on Always BCC for Outlook, available at http://www.sperrysoftware.com/jcAlwaysBCC.asp, lets you automatically add a Bcc recipient and is designed to work with the Outlook E-Mail Security Update for Outlook 2000, and the same features built into Microsoft Outlook 2002 and Outlook 2003. 171
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Part 2: Messaging
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7
Microsoft Office Outlook 2003 Inside Out
Use Templates and Custom Forms for Addressing
7
A rule is handy for copying all messages or only certain messages to one or more people, as explained in the previous section. Distribution lists are handy for addressing a message to a group of people without entering the address for each person. If you regularly send the same message to the same people, but want to specify some on the To field, others in the Cc field, and still others in the Bcc field, distribution lists and rules won t do the trick. Instead, you can use a template or a custom form to send the message. You create the form or template ahead of time with the addresses in the desired fields, then open that item, complete it, and send it on its way. Use the following steps to create and use a tem plate for this purpose:
1 In Outlook, start a new message. 2 Enter the e-mail or distribution list addresses as needed in the To, Cc, and Bcc fields. 3 Enter any other information that remains the same each time you send the message,
such as subject or boilerplate text in the body of the message.
4 Choose File, Save As. 5 In the Save As dialog box, choose Outlook Template (OFT) from the Save As Type
drop-down list.
6 Enter a name in the File Name field, and if you want to use a location other than your
Templates folder, choose a path for the template.
7 Click Save to save the template. 8 Close the message form and click No when prompted to save changes. 9 When it s time to create the message, choose Tools, Forms, Choose A Form to open
the Choose Form dialog box (see Figure 7-4).
Figure 7-4. Open the template from the Choose Form dialog box.
10 Choose User Templates In File System from the Look In drop-down list, choose the
template you created in step 7, and click Open.
11 Add any other recipients of message content and click Send to send it.
Part 2: Messaging
Sending and Receiving Messages Tip If you use the default Template folder for your templates, you won t have to browse for them when you choose the User Templates In File System option.
See 23, Using Templates, for more information on using templates in Outlook, and 24, Designing and Using Forms, for details on creating and using custom forms.
Using Word to Compose Messages
Using Word as the default e-mail editor means you can take advantage of all Word s format ting, graphics, and other capabilities to create rich-text, multimedia messages. For example, you can use character and paragraph formatting, bulleted lists, automatic numbered lists, animated text, graphics, and other Word features to create dynamic messages (see Figure 7-5). If Outlook is set up to use Word as your default editor, simply open a new message form and begin creating the message, using any Word features you need.
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