Lesson 8
Setting Mail Options
In this lesson, you learn how to choose various delivery options, as well as how to change the type of mail message you’re sending.
Choosing Delivery Options
Notes lets you control the details of how and when it delivers your mail messages. You can choose delivery options to request a delivery report or to set a priority level for your mail, for example. You
must set delivery options before you send your mail message. Table 8.1 describes the available delivery options.
Table 8.1 Delivery Options
| Option | Description |
| Importance | Tags the message with an importance level (Normal, High, or Low) that the recipient can see. |
| Mood stamp | Provides additional messages you can add to your memo. Select a mood, and Notes adds a graphic and/or text (such as “Thank You,” “Good Job,” “FYI,” or “Joke”) to your
memo. |
| Delivery report | Tells Notes to place a report in your mailbox that indicates how the delivery of your message went. You can have Notes confirm the delivery, trace the path of the delivery, report only on failure of th
e delivery, or not report at all. |
| Delivery priority | Marks the message as Normal, High, or Low priority. Priority governs how quickly the mail is delivered across the network. |
| Sign | Adds a unique code to your message that identifies you as the sender. |
| Encrypt | Encodes the message so that no one but the intended recipient can read it. |
| Return receipt | Places a receipt in your mailbox that tells you the time and date the recipient received the message. |
| Prevent copying | Prevents the recipient from copying your message. |
To set delivery options, follow these steps:
- In your mailbox, open and create a new memo. Then click the Delivery Options tool button. The Delivery Options dialog box appears (see Figure 8.1).
Figure 8.1 You control how and when your mail is delivered.
- Open the Importance, Mood stamp, Delivery report, and Delivery priority drop-down list boxes and make your selection for each option. (Refer to Table 8.1 for details.)
- Select or deselect the Sign, Encrypt, Return receipt, and Prevent copying check boxes as necessary. (These options are also described in Table 8.1.)
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Click OK to set the delivery options. Then send your memo as usual.
Sending Other Mail Types
The most common type of mail message is the memo, but you can send other types of mail as well. For example, you can send invitations for meetings, you can send phone messages, and you can even send task assignments. The difference between the mail typ
es is the format of the message.
Sending a Phone Message
The phone message memo offers an easy, timesaving method of sending someone his or her phone messages. If, for example, you take a colleague’s messages while she’
;s out of the office or in a meeting, you can enter them in Notes as you take them and then send them to her via mail. To send a phone message, follow these steps:
- In your mailbox, choose Create, Special, Phone Message. The phone message memo appears (see Figure 8.2).
Figure 8.2 Take a phone message in Notes and send the person a mail message memo.
- Enter the heading information as usual. Type the phone message information in the text boxes.
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Send the phone message as you would any mail message.
Assigning a Task
Tasks are similar to items you place on a To Do list. You can create a task list to display in your To Do view (shown in Figure 8.3). To help you keep track of your task l
ist, Notes enables you to choose a task, and then update it, delete it, or mark it as completed using the tool bar buttons in To Do view.
You also can choose to assign tasks to others in your organization. To assign a task, follow these steps:
- In your mailbox, choose Create, Special, Task. The Task Request memo appears (see Figure 8.4).
- Enter a subject in the Task text box, and enter a date and priority, if you want.
Figure 8.3 Use Notes’ Task List to organize your duties.
Figure 8.4 Assign a task to yourself or to others.
No Date? If you enter a date but do not deselect the No Date check box, no date will appear in the Task list.
- (Optional) Enter a description of the task in the brackets below Additional information.
- To assign the task to your own task list, click the Assign Now tool button. Notes adds the task to your list and returns to your mailbox in To Do view. The first time you assign a task to your own task list, a message appears telling you the task was
saved in your To Do view.
- To assign the task to someone else, click the Assign To Others tool button. The Assign To and CC fields appear below the Task Request graphic, and the tool bar buttons change to Address, Assign Now, and Delivery Options.
Fields In a memo or other mail message, the areas with brackets that you fill in are called “fields.” Some fields, such as the To field, contain certain instructions
from Notes that help you fill the field. For more information about fields, see Lesson 17.
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Complete the message, and then send it by clicking the Assign Now tool button.
In this lesson, you learned to set delivery options and to create an invitation, a phone message, and a task. In the next lesson, you’ll learn such advanced mail tasks as attaching and importing files.