Using Outlook for POP Email Accounts

Customizing the Windows

Preview pane display

The preview pane lets you view message contents without opening the message in another window. To preview a message, click its title once. To open it in its own window, double-click the title.

You can position the preview pane either below the message list or beside it; you can choose to display or hide the message header; or you can hide the preview pane entirely.

1. On the View menu, click Layout.
2. In the Preview pane area, select the options you want and then click OK.

Address Book

Introducing the Address Book

The Address Book provides a convenient place to store contact information for easy retrieval by programs such as Microsoft Outlook Express. It also features access to Internet directory services, which you can use to look up people and businesses on the Internet. You'll find that the following features help you organize all your contact information into the most usable form for you.

Store important information about the people and groups who are important to you With your address book, you have a place to store e-mail addresses, home and work addresses, phone and fax numbers, digital IDs, conferencing information, instant messaging addresses, and personal information such as birthdays, anniversaries, and family members. You can also store individual and business Internet addresses, and link directly to them from your address book. For extra information that doesn't fit in these categories, there's a generous section for notes. Create groups of contacts for mailing lists You can create groups of contacts to make it easy to send e-mail to a set of people, such as business associates, collegues, relatives, or sports friends. Any time you want to send e-mail to everyone in the group, just use the group name instead of entering each contact individually. Creating groups is also a good way to organize a large address book. Print all or part of your address book and take it with you Now you can print your address book to add to your personal planner. With three page styles to choose from, you can print all contact information, only business information, or only phone numbers, for any or all contacts.

Add contacts to your address book

To add names directly from e-mail messages to your address book
You can set up Outlook Express so that when you reply to a message, the people you reply to are automatically added to your address book. In addition, any time you send or receive a message in Outlook Express, you can add the recipient's or sender's name to your address book.

To add all reply recipients to your address book
In Outlook Express, click the Tools menu, and then click Options.

1. On the Send tab, click automatically put people I reply to in my Address Book.

To add an individual name to your address book from Outlook Express

• In a message you are viewing or replying to, right-click the person's name, and then click Add to Address Book.
• In the message list of your Inbox or other mail folder, right-click a message, and then click Add Sender to Address Book.
• When you receive e-mail, you can add the sender's name and e-mail address to your address book from within Outlook Express.
• Open the message. On the Tools menu, point to Add to Address Book and then select the user you want to add.
• You can also set up Outlook Express so that people whose messages you reply to are automatically added to your Address Book.
• In Outlook Express, click the Tools menu, and then click Options. On the Send tab, click automatically put people I reply to in my Address Book.

To edit contact information
In the Address Book list, locate and double-click the name you want, and then change the information as needed. Click the tabs to access different information sections.

Deleting a Contact

To delete a contact, select the contact name in the Address Book list, and then click the Delete button on the toolbar. If the contact is a member of a group, the name will also be removed from the group.

Create a group/distribution list

You can send a message to a group of people by creating a mailing group (or "alias") containing their names. Then, you just type the group name in the To box when you send messages. You can create multiple groups, and contacts can belong to more than one group.

1. In the Address Book, select the folder in which you want to create a group
2. Click the New button on the toolbar
3. Click New Group. The Properties dialog box opens.
4. In the Group Name box, type the name of the group.
5. You can add people in several ways to the group-and in some cases to your address book as well.

*To add a person from your address book list, click Select Members, and then click a name from the address book list.

Repeat for each addition until your group is defined.

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