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To select multiple message headers quickly, hold down the Ctrl or Shift key while you click the message headers.
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Marking to Retrieve a Copy
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In some cases, you might want to download a copy of a message but also leave the message on the server for example, you might need to retrieve the same message from a different computer. To mark a message header to have Outlook 2007 retrieve a copy, select the message header, right-click it, and choose Mark To Download Message Copy. Alternatively, you can select the message header and choose Tools, Send/Receive, Mark To Download Message Copy. Outlook 2007 indicates in the Header Status column of the Inbox that the message is marked for download by changing the message icon accordingly, as shown in Figure 15-2.
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Figure 15-2. This message is marked to have Outlook 2007 retrieve a copy.
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15 Receiving Messages Selectively
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As explained earlier, it isn t necessary to download a copy from an IMAP or HTTP server, as those servers continue to store a copy of the message on the server. Downloading a copy is applicable only to POP3.
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So that you can easily identify the pending action, Outlook 2007 displays different icons in the Header Status column of the Inbox for messages marked to download and messages marked to download a copy.
Marking to Delete a Message
You also can mark messages to be deleted from the server without downloading. You might do this for junk mail or messages with large attachments that you don t need and don t want choking your download session. To mark a message for deletion, select the message header, right-click it, and choose Delete or press the Delete key. Outlook 2007 strikes through the message header and changes the download icon to indicate that the message will be deleted the next time you process messages, as shown in Figure 15-3.
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Figure 15-3. Strikethrough indicates that the message will be deleted without downloading.
Working with Message Headers
Unmarking a Message
As you work with message headers, you ll occasionally change your mind after you ve marked a message. In that case, you can unmark the message. Select the message header, right-click it, and then choose Unmark Selected Headers. Alternatively, you can choose Tools, Send/Receive, Unmark Selected Headers. You also can unmark all message headers, clearing all pending actions. To do so, choose Tools, Send/Receive, Unmark All Messages.
Processing Marked Headers
After you ve reviewed and marked the message headers, you can process the messages to apply the actions you ve chosen. When you do so, for example, messages marked for download are downloaded to your system, and messages marked for deletion are deleted from the server. To process all marked messages, choose Tools, Send/Receive, Process All Marked Headers. You can also choose Process Marked Headers In This Folder to process only the current folder or choose Tools, Send/Receive, Account Only, Process Marked Headers to process only a speci c account. After you choose a command, Outlook 2007 connects and performs the speci ed actions, as shown in Figure 15-4.
Figure 15-4. Outlook 2007 displays this dialog box to indicate progress status for remote mail, as it does for other send/receive operations.
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TROUBLESHOOTING OU S OO G
You can t nd the remote mail commands
As you work with remote mail, you ll probably wish for an easier, faster way to access the remote mail commands. These commands are buried on the Tools menu, making it dif cult to locate them quickly. Outlook 2007 also doesn t provide a toolbar for remote mail commands. Fortunately, you can create your own toolbar if you nd remote mail useful. Follow these steps to create your own toolbar for remote mail:
1. In Outlook 2007, choose View, Toolbars, Customize (or right-click a toolbar and
then choose Customize) to open the Customize dialog box. Click the Toolbars tab, shown in Figure 15-5.
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Figure 15-5. Use the Toolbars tab to create your own toolbar for remote mail.
2. Click New. Type the name Remote Mail in the New Toolbar dialog box, and then
click OK. The new toolbar is listed on the Toolbar tab, and Outlook 2007 opens an empty toolbar.
3. In the Customize dialog box, click the Commands tab, and then in the Categories
list, select Tools.
4. Drag the commands you want to include on the toolbar from the Commands list
to the new toolbar. At a minimum, the following commands are useful: Download Headers In This Folder Mark To Download Message(s) Mark To Download Message Copy Delete (located in the Edit Categories list) Unmark Selected Headers Unmark All Headers Process All Marked Headers Process Marked Headers In This Folder
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