Outlook 2003 - Message Options

The Outlook Message Options box allows you to alter the settings of a message. They include:

  • changing the importance and sensitivity levels of a message
  • inserting voting buttons
  • setting tracking options
  • choosing delivery dates

To access the Message Options dialog box:
1. Create or open a message.

2. Click on the Options button.image002

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Setting the importance level of a message

Setting the importance level of a message displays a symbol in the recipient's message list indicating that a message is of high, normal or low importance.

To set the importance level:
1. In the Message Options dialog box, click on the Importance drop-down list and choose High or Low. The importance level is marked and will be displayed next to the message in the recipient's Inbox.

2. Click on the Close button.

Marking a message as private, personal, or confidential

You can mark the sensitivity level (private, personal or confidential) of a message. When the message is opened by the recipient, the sensitivity level appears in an Info Bar above the message.

To mark a message as private, personal, or confidential:
1. In the Message Options dialog box, click on the Sensitivity drop-down list, and choose the option you want.

2. Click on the Close button. 

Voting Buttons

Voting buttons can be included in messages to poll recipients' answers to a question. There are three standard voting button sets to choose from:

Approve;Reject Yes;No Yes;No;Maybe

Alternatively, you can create your own buttons.

Voting buttons are not visible in the outgoing message. Once the voting message is sent, the buttons appear as a toolbar above the message header in the message.

To create Voting Buttons:
1. In the Message Options dialog box, click in the Use voting buttons check box to select it.

2. Either select the voting buttons you wish to use or create your own voting buttons:

  • Delete the default button names
  • Type the text you require
  • Separate the text (and buttons) with semicolons, for example: Morning; Afternoon; Evening

3. Click on the Close button, complete and send the message.

Responding to a voting button message

When you respond to a vote, a reply is sent to the message owner's Inbox indicating your response, and your name and response are entered into the message owner's Tracking page.

Note If you are viewing the message in the Reading Pane, you can vote without opening the message. Click the InfoBar and then select the option you want. If there are more than 20 choices, click More on the menu to view all the choices.

To respond to a voting button:
1. Open the message containing voting buttons.

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2. Click on the desired voting button to display a message inviting you to edit your response.

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3. Either edit the response or click on the OK button.

4. Close the message.  

Tracking votes

When a recipient responds to a vote, the reply is sent to the message owner's Inbox indicating the voter's response in the Subject field.

When the message owner opens the response, the voter's name and response are entered into the Tracking page in the original message in the Sent Items folder. The Info Bar at the top of the Tracking page displays the totals for each response.

Note: The Tracking page will appear in the original voting message until the first vote is cast and the message owner opens the message containing the vote. Voting results will be updated on the Tracking page immediately after you open and read a voting response message.

To review tracking results and voting responses:
1. Open a reply to a voting message, then close the message.

2. In the Folder List, click on the Sent Items folder icon.

3. Double-click the voting message which contains an information symbol attached to the envelope symbol.

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4. At the top of the message, click on the Tracking tab.

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5. Review the list of voting responses.

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6. Close the message window.  

Setting message tracking options

You can track when messages you send are delivered or read by recipients. When you specify tracking options, you receive a message notification when each message is delivered or read. Notifications are indicated by either a green checkmark icon (read) or a green arrow icon (delivered) and the words System Administrator in the From column. The contents of the message notifications are also automatically recorded on the Tracking tab of the original message in your Sent Items folder in Microsoft Outlook.

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To be notified when a message has been delivered:
1. In the Message Options dialog box, tick the Request a delivery receipt for this message box.

2. Click on the Close button.

To be notified when a message has been read:
1. In the Message Options dialog box, tick the Request a read receipt for this message box.

2. Click on the Close button.  

Do not deliver before

It is not necessary to send a message as soon as you create it. Instead you can choose to delay sending it on a particular date.

To delay sending a message:
1. In the Message Options dialog box, click on the Do not deliver before box to select it. Click on the date list arrow to display the Date Navigator.

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2. Click on the date you wish the message to be sent.

3. Click on the Close button.

Make a sent message unavailable after a specified date

Some messages, for example an invitation to a meeting, may expire after a given date. In such a case, you can make a message unavailable when a certain date has been passed.

To make a message unavailable after a certain date:
1. In the Message Options dialog box, click on the Expires after box to select it. Click on the date list arrow to display the Date Navigator.

2. Click on the date you wish the message to expire.

3. Click on the Close button.

 

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