Accessibility features in Outlook

1. In the item, select the text you want to change.
2. On the E-mail toolbar, in the Font box , enter the font you want.

Notes

• This procedure is not available in messages if you use plain text as your message format.
• If you do not use Microsoft Word as your e-mail editor, the Font box is on the Formatting toolbar.

1. From the main Microsoft Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
2. Click Fonts.
3. Choose the font:

   For HTML or RTF messages

   • Next to the When composing a new message box and the When replying and forwarding box, click Choose Font.

   For plain text messages

   • Next to the When composing and reading plain text box, click Choose Font.
4. Select the options you want, and then click OK.
5. If you use stationery, click an option under Stationery fonts.

Note  If Microsoft Word is your e-mail editor, you can set the default fonts in Word, too. If your message is in HTML format, you can even use a cascading style sheet (CSS) to define the fonts. For messages you reply to or forward, Word can also automatically choose a different font color to distinguish your message from the previous one in an e-mail discussion. For more information, see Word Help.

1. On the Tools menu, click Options, and then click the Other tab.
2. Click Advanced Options.
3. Select or clear the Provide feedback with sound check box.

Note  Changing this setting will affect all of your Microsoft Office programs.

1. On the Tools menu, click Customize.
2. Click the Options tab.
3. Select the Large icons check box.

1. Make sure the toolbar you want to change is visible.

   How?

   1. On the View menu, point to Toolbars.
   2. Do one of the following:
      • Click the toolbar you want to display.
      • To view more toolbars, click Customize. In the Customize dialog box, click the Toolbars tab, and then select the check box for the toolbar you want to display. Click Close.
2. On the Tools menu, click Customize.
3. With the Customize dialog box open, click the list box you want to change— for example, the Font or Font Size box on the E-mail toolbar.
4. Point to the left or right edge of the box. When the pointer changes to a double-headed arrow, drag the edge of the box to change its width.

Note  If you do not use Microsoft Word as your e-mail editor, the Font and Font Size boxes are on the Formatting toolbar.

• Use the move handle on the toolbar to drag the toolbar to its own row. You can also move the toolbar to a location other than the edge of the program window so that the toolbar becomes a floating toolbar.

1. On any toolbar, click the Toolbar Options arrow.
2. Point to Add or Remove Buttons, and then click Customize.
3. Click the Options tab.
4. Select the Always show full menus check box.

Note  Changing this setting affects all of your Microsoft Office programs.

1. On the File menu, point to New, and then click Distribution List.
2. In the Name box, type a name.
3. Click Select Members.
4. In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list.
5. In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK.

   If you want to add a longer description of the distribution list, click the Notes tab, and then type the text.

   The distribution list is saved in your Contacts folder by the name you give it.

1. In the e-mail message you want to copy the names from, select the names in the To or Cc box.
2. On the Edit menu, click Copy.
3. On the File menu, point to New, and then click Distribution List.
4. In the Name box, type a name for the distribution list.
5. Click Select Members.
6. In the Add to distribution list list, right-click, and then click Paste on the shortcut menu.

1. In the Navigation Pane, click Mail.
2. On the Tools menu, click Rules and Alerts.
3. If you have more than one e-mail account, in the Apply changes to this folder list, click the Inbox you want.
4. Click New Rule.
5. Do one of the following:

   Use a template with pre-specified actions and conditions

   • Select the template you want.

   Create the rule by specifying your own conditions, actions, and exceptions

   Note  This option is not available when you create a rule for a public folder.

   1. Click Start from a blank rule, and then click Next.
   2. Under Select when messages should be checked, select Check messages when they arrive or Check messages after sending, and then click Next.
6. Follow the rest of the instructions in the Rules Wizard.

   If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in "folder" check box on the last page of the Rules Wizard.

   To have this rule apply to all your e-mail accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard.

1. Open the folder that contains the message.
2. Right-click the message you want to base a rule on.
3. Click Create Rule.
4. In the Create Rule dialog box, select the conditions and actions you want to apply.
5. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

1. Add a recipient or type a subject for the message.
2. Click Create Rule.
3. In the Create Rule dialog box, select the conditions and actions you want to apply.
4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

1. Open the message you want to base a rule on.
2. Right-click the name or distribution list in the From, To, or Cc list, and then click Create Rule.
3. In the Create Rule dialog box, select the conditions and actions you want to apply.
4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

1. Right-click the alert message you want to base a rule on.

   Tips

   • You can create the rule from the confirmation message you receive when you first create the alert. You don't need to wait for subsequent alert messages from the SharePoint site.
   • You can also create a rule for an alert even before you have received an alert message.

     How?

     1. On the Tools menu, click Rules and Alerts.
     2. On the Manage Alerts tab, select the alert you want to create a rule for, and then click Create Rule.
     3. In the Create Rule dialog box, select the conditions and actions you want to apply.
     4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.
2. Click Create Rule.
3. In the Create Rule dialog box, select the actions you want to apply.

   For example, when you receive the alert message, Microsoft Outlook can play a particular sound or automatically move the message to a different folder.

4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

• On the View menu, click AutoPreview.

Note  To preview the first three lines of unread messages only, on the View menu, point to Arrange By, point to Current View, and then click Customize Current View. Click Other Settings, and then click Preview unread items.

In the Reading Pane, you can read the content of an item, open attachments, follow a hyperlink, use voting buttons, view the follow-up information in the InfoBar, and respond to meeting requests.

• On the View menu, click Reading Pane, and then click Right or Bottom.

To hide the Reading Pane, repeat this step, and click Off.

Note  When you're viewing a message in the Reading Pane, you can view e-mail properties about a name in the From, To, or CC fields by double-clicking it.

1. Make sure that the Microsoft Office Clipboard is displayed in the task pane of any open Office program or the Collect Without Showing Office Clipboard option is turned on.
   • If you want to display the Office Clipboard in the active program, click Office Clipboard on the Edit menu.
   • If you want to check the Collect Without Showing Office Clipboard option, display the Office Clipboard, click Options, and then make sure the Collect Without Showing Office Clipboard option is checked.
2. Select the first item you want to copy.
3. On the Standard toolbar, click Copy .
4. Continue copying items from documents in any Office program until you have collected all of the items you want (up to 24).

Note  In some cases, the image displayed in the gallery will look slightly altered. This is because text is always displayed in the gallery using the Tahoma font. However, the correct formatting and font information is restored when the item is pasted from the gallery.

1. If the Microsoft Office Clipboard is not displayed in the task pane, click Office Clipboard on the Edit menu.

   Note  If the Office Clipboard is not available, you are in a program or view that doesn't support showing or pasting multiple items from the Office Clipboard.

2. Click where you want the items to be pasted. You can paste collected items into any Microsoft Office program.
3. Do one of the following:
   • To paste items one at a time, on the Office Clipboard, click the each item you want to paste.
   • To paste all the items you copied, click Paste All on the Office Clipboard task pane.