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Beyond Simple Text Messages
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simple to use. Understanding the underlying format in which your messages are sent, however, requires a little more exploration. Outlook 2007 supports three formats for e-mail messages:
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HTML format Lets you create multimedia messages that can be viewed directly in
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a Web browser and an e-mail client.
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Rich-text format (RTF) Lets you add paragraph and character formatting and
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embed graphics and other nontext media in your message. RTF can be used when sending e-mail to people using Microsoft Exchange Server and earlier versions of Outlook, but it is converted to HTML when sent to an Internet address.
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You can specify how Outlook 2007 handles rich-text messages sent to the Internet by choosing Tools, Options. On the Mail Format tab, click Internet Format. In the Internet Format dialog box, under Outlook Rich Text Options, select the format you prefer in the drop-down list. You can choose to have Outlook 2007 send messages as HTML, plain text, or rich text.
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Plain-text format Doesn t allow any special formatting, but it offers the broadest
client support every e-mail client can read plain-text messages. By default, Outlook 2007 uses HTML as the format for sending messages. HTML format lets you create multimedia messages that can be viewed directly in a Web browser and an e-mail client. Depending on the capabilities of the recipient s e-mail client, however, you might need to use a different format.
Note
Using HTML format for messages doesn t mean that you need to understand HTML to create a multimedia message. Outlook 2007 takes care of creating the underlying HTML code for you.
The Ribbon on the new message form provides many options for formatting messages. To choose the format for the current message, on the Options tab, in the Format group, select Plain Text, HTML, or Rich Text. To set the default message format for all new messages, choose Tools, Options on the Outlook 2007 menu bar, and then click the Mail Format tab in the Options dialog box, as shown in Figure 9-1. Select the format in the Compose In This Message Format drop-down list.
Formatting Text in Messages
Figure 9-1. Use the Mail Format tab to set the default message format.
On the Mail Format tab, you can click Stationery And Fonts to display the Signatures And Stationery dialog box, shown in Figure 9-2. Use the options in this dialog box to control which fonts Outlook 2007 uses for speci c tasks, such as composing new messages, replying to or forwarding a message, and composing or reading plain-text messages. You can specify the font as well as the font size, color, and other font characteristics. You can also select Pick A New Color When Replying Or Forwarding to have Outlook 2007 choose a color that has not yet been used in that message for text you add to a message when replying or forwarding it. This is useful when you are replying inline to someone else s message and want your text to be easily distinguishable.
Figure 9-2. Use the Signatures And Stationery dialog box to control the appearance of fonts in Outlook 2007 for speci c tasks.
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Beyond Simple Text Messages
For more information about stationery, see Customizing the Appearance of Your Messages later in this chapter.
Outlook 2007 has a number of text formatting controls that are distributed over a number of groups on multiple tabs. The most commonly used formatting commands are on the Message tab, in the Basic Text group, for convenient access, as shown in Figure 9-3. You can specify the font face, size, color, style (bold, italic, or underline), and highlight. Settings for bulleted or numbered lists are also available in this group.
Figure 9-3. Use the Basic Text group on the Message tab for common text formatting options.
SIDE OUT
The appearance of the Ribbon changes
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The exact appearance of the Ribbon varies depending on the width of the message window. A command might have an icon with a text label in full screen, appear as just an icon when the window is narrower, and then disappear altogether when the window is narrower still! If a particular command is not immediately apparent, you should resize the window to see whether the command becomes visible.
When you select some text in your message, a transparent mini-toolbar pops up next to your mouse pointer, as shown in Figure 9-4. If you move the mouse pointer over the toolbar, it becomes opaque, and you can choose formatting options to apply to the highlighted text.
Figure 9-4. The mini-toolbar gives you immediate access to the most commonly used text formatting options.
Extensive text formatting capabilities are provided on the Format Text tab, shown in Figure 9-5, which has font and paragraph formatting as well as style-related options. In addition to the options found in the Basic Text group on the Message tab, you can apply character formatting such as strikethrough, subscript, and superscript. Finer paragraph control is provided with options such as line spacing, borders, and background shading. More complex multilevel lists are also available on this tab. You can also sort text using the Sort option in the Paragraph group.
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