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5 To apply formatting, select the text and click any of the formatting buttons in the
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USING SIGNATURES
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3 Click the New Messages down arrow, and click
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the signature name to be used
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toolbar You can even insert a business card, picture, or hyperlink Use the tips found earlier in the Formatting Messages QuickSteps Plain text messages, by definition, cannot be formatted
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click the signature name to be used
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5 Repeat steps 1 4 for each of your accounts, and
then click OK twice INSERT A SIGNATURE IN A MESSAGE
Font size Font color Insert a business card Insert a hyperlink
Sometimes, you will want to replace a defined signature with another one or define a signature at the time of a message
6 Click OK twice to close the dialog boxes
1 Create an e-mail message 2 Click in the body of the message where you want
the special closing Click the Insert tab, and click Signature in the Include group Choose one of the
Use Digital Signatures
A digital signature certifies that everything contained in the message documents, forms, computer code, training modules, whatever originated with the sender Computer programmers and people engaged in e-commerce use them a lot To embed a formal digital signature, you need to acquire a digital certificate, which is like a license, from a certificate authority, such as Wells Fargo or VeriSign, Inc Alternatively, you can create your own digital signature, although it is not administered by a certificate authority A self-signed certificate is considered unauthenticated and will generate a security warning if the recipient has his or her security set at a high level
ACQUIRE A DIGITAL CERTIFICATE
following options:
Click the name of an existing signature, and
it will be inserted in the message If you already have a message that was inserted automatically, it will be replaced by the one you select
Click Signatures, and the Signatures And
Stationery dialog box will appear Create a new
signature, as described in Sign Messages
If you do not already have a digital certificate, Outlook can lead you to a Web site where you can find a commercial certification authority to issue one Make sure you are online before you begin
1 Click Tools and click Trust Center The Trust Center dialog box appears Click E-mail
Security
2 Under Digital IDs (Certificates), click Get A Digital ID 3 Follow the instructions on the Digital ID Web page to obtain a certificate
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Microsoft Of ce Outlook 2007 QuickSteps PCCreating and Sending E-mail PC QuickSteps Getting to Know Your
IMPORT OR EXPORT A DIGITAL ID
1 Click Tools, click Options, and click Trust Center The Trust Center dialog box
appears Click E-mail Security
2 Under Digital IDs (Certificates), click Import/Export The Import/Export Digital ID
dialog box appears
3 Click Import Existing Digital ID From A File to import a digital ID, or click Export
Your Digital ID To A File to export your own digital ID
4 Fill in the requested information, and click OK
ADD A DIGITAL SIGNATURE TO MESSAGES
1 In the initial Outlook window, click the Tools menu, and then click Trust Center The
Trust Center dialog box appears
2 Click the E-mail Security option 3 Under Encrypted E-mail, click the Add Digital Signature To Outgoing Messages
check box
4 To make sure that recipients can read the message if they don t have Secure/
Multipurpose Internet Mail Extensions (S/MIME) security, click the Send Clear Text Signed Message When Sending Signed Messages check box
5 To receive a message confirming that your message got to the recipient, click the
Request S/MIME Receipt For All S/MIME Signed Messages check box
6 Click OK
Check Spelling
For all the hip abbreviations that have emerged with e-mail and instant messaging, unintentional spelling errors still can be a problem You can have Outlook check the spelling of your message when you finish, or you can have it automatically check messages before you send them
CHECK A MESSAGE
Create a message and keep the cursor in the body when you are finished Any spelling errors will be automatically flagged for you with a red wavy line You will have these options:
Right-click the flagged word, and if a correct spelling is suggested, click it
Microsoft Of ce Outlook 2007 QuickSteps Creating and Know Your PC PC QuickSteps Getting to Sending E-mail
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For exploring misspelled words, you will find a reference by clicking Spelling in the Proofing group on the Message tab
If you do not see the correct spelling, then the flagged word cannot be found in the dictionary Either look it up in a reference and type it in, or type another spelling to see if it is correct If you know the flagged word is correct and you want to add it to the dictionary, use the Spelling And Grammar dialog box See Add a Word to the Dictionary, next
ADD A WORD TO THE DICTIONARY
To add a flagged word to the dictionary so that it will not continue to be flagged as a potential misspelling:
1 Highlight the flagged word, and click Spelling in the Proofing group of the Message
tab Click Spelling & Grammar The Spelling And Grammar dialog box will appear, as seen in Figure 3-9
2 Click Add To Dictionary 3 Click Close
CHECK MESSAGES BEFORE SENDING
To automatically check spelling in messages before sending them:
1 With Outlook open, click Tools, click Options, and click the Spelling tab 2 Click Always Check Spelling Before Sending, and click OK
Potentially misspelled word
Keep this one spelling, or keep all similar spellings Keep spelling and add word to the dictionary
Words in the dictionary suggested as possible corrections
Change to highlighted suggestion for this one spelling, or change all spellings in the message Automatically correct the spelling (assumes suggested word is correct spelling)
Configure rules and options for spelling checks
Figure 3-9: The default spelling dictionary contains everyday words rather than technical or scientific terms You can add special words to it
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Microsoft Of ce Outlook 2007 QuickSteps PCCreating and Sending E-mail PC QuickSteps Getting to Know Your
The personal, or custom, dictionary can get long, and misspellings can be added accidentally To edit the dictionary from Outlook, click Tools, click Options, and click the Spelling tab Click Spelling And AutoCorrection In the Editor Options dialog box, click Custom Dictionaries In the Custom Dictionaries dialog box, click Edit Word List Remove a word by clicking it, pressing DELETE (to fix it, type the correct spelling instead), and then clicking OK
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