Figure 2-9
The Spelling dialog box.
Figure 2-10
By selecting Tools → Options from the menu and clicking the Spelling tab, you can specify that Outlook automatically checks the spelling of your messages before sending them.
When you forward a message, Outlook fills in the subject field for you.
Type your reply here.
A copy, or quote, of the original message is included
Chapter Two: Using E-mail
63
The University of Salford
It’s usually a good idea to spell-check your messages before you send them. You can use Outlook’s built-in spell checker to find and correct any spelling errors that you might have made in your e-mails. E-mail messages often contain names and information the spell checker may not recognize. When this happens, click either Ignore to ignore the word or Add to add the word to the custom spelling dictionary.
1
1..
Start the Notepad program by clicking the WindowsStart button
and selectingPrograms
→Accessories
→Notepad
from the menu.The Notepad program appears. Notepad is a mini word processor that comes with Windows. Next, you need to open the document that contains the text you want to copy.
2
2..
SelectFile
→Open
from the menu, navigate to your practice folder, then find and double-click theLesson 2
file.You want to copy the text in this letter and paste it into an e-mail message.
3
3..
Press<Ctrl>
+<A>
to select all the text in the document.Now you can copy the selected text to the Windows clipboard.
4
4..
Press<Ctrl>
+<C>
to copy the document.The selected text is copied from Notepad and placed on the Windows Clipboard, ready to be moved to a new location.
Paste button
Other Ways to Paste Text:
• Press <Ctrl> + <V>.
Figure 2-9
Figure 2-10
Automatically checks spelling whenever you send a message.Quick R To Check Your S • Select Tools → the menu. Or… • Press <F7>. To Correct Spell Microsoft Word: • Right-click the grammar error correction from menu. To Automatically New Messages: 1. Select Tools →
the menu and
tab.
2. Make sure the
spelling befor
checkbox is ch
3. Click OK.
5
5..
Close the Notepad program.You should be back in Microsoft Outlook.
6
6..
Click theNew Mail Message button
on the toolbar.An Untitled – Message form appears, ready for you to enter a new message. You want to paste the text you copied from the Notepad program into the body of the new e-mail message.
7
7..
Click the pointer in the body of the message and then click thePaste button
on the toolbar.Poof! The copied text appears at the insertion point. OK—time to check the spelling in this e-mail.
8
8..
SelectTools
→Spelling
from the menu.The Spelling dialog box appears, as shown in Figure 2-9. Because it can’t find the word “auxilary” in its dictionary, the spell checker flags it as a possible spelling error and lists a possible suggestion for the correct spelling of the word.
9
9..
Clickauxiliary
in the Suggestions list and clickChange
.Outlook makes the spelling correction for you. The next word Outlook flags, “Willes,” someone’s last name, isn’t misspelled—the spell checker just can’t find it in its dictionary. There are two things you can do when the spell checker doesn’t recognize a correctly spelled word:
•
Ignore All:
Leaves the spelling as it is, and ignores it throughout the rest of your presentation. •Add:
Adds the word to the spelling dictionary, so the spell checker won’t nag you about it duringfuture spell-checks. Use this option for non-standard words you use often. Since “Willes” isn’t a spelling error, you can tell the spell checker to ignore it.
1
100..
ClickIgnore All
to ignore all occurrences of “Willes” in the e-mail.The spell checker can’t find any more incorrectly spelled words in the e-mail and displays the dialog box stating the spell check is complete.
1
111..
ClickOK
.Instead of having to select Tools → Spelling every time you want to run the spell checker, you can tell Outlook to automatically check the spelling in your messages before you send them. If you’re a terrible speller, as many of us are, the Automatic Spell Check feature is highly recommended.
1
122..
SelectTools
→Options
from the main Outlook menu and click theSpelling tab
.The Options dialog box appears with the Spelling tab displayed, as shown in Figure 2-10.
1
133..
Make sure theAlways check spelling before sending
checkbox is checked.Now you can be sure that you won’t forget to spell-check a message before sending it!
1
144..
ClickCancel
to close the dialog box without saving any changes.It’s important to note that the spell checker will not catch all of your spelling errors. For example, if you mistyped the word “hat” when you meant to type “had” the spell checker wouldn't catch it because “hat” is a correctly spelled word. Lesson 2-7: Inserting a Hyperlink
Outlook can also use
Microsoft Word as its
default E-mail editor.
If this is the case,
Word will underline
suspected spelling
errors in red. Simply
right-click any
incorrectly spelled
words to make a
correction, ignore the
word, or add it to the
dictionary.
Figure 2-11
E-mails often contain hyperlinks, which point to Web pages on the Internet.
To Add a HyperLink:
Type the hyperlink address anywhere in your message.
To Open a Hyperlink:
Chapter Two: Using E-mail
65
The University of Salford eference ink: ink. link in an E-mail ink address e message, using at (i.e. com).
Sometimes when you open an e-mail message, you may see one or more hyperlinks: blue, underlined text with the name of a Web page, such as www.foxnews.com. If you want to look at that page, all you have to do is click the text and up
pops your Web browser with the Web page you clicked. If you have ever been on the Internet, you’ve used hyperlinks to move between different Web pages.
So how do you add a hyperlink to your own e-mail messages? Just type the hyperlink address anywhere in your message. Outlook is smart enough to recognize the address and formats it accordingly.
1
1..
Click theNew Mail Message button
on the toolbar.First, we’ll compose an e-mail message to ourselves.