About this lesson
Learn the office protocol for marking emails as important, using Plain vs HTML text, and how Autofill addresses really work.
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Download this lesson’s exercise file.Autofill, Importance, and Email Format.docx
AutoFill, Importance, Email format
These three topics are small but important to understand when working in a new email message.
When to use
Autofill appears on the To: line; Importance suggests your message is serious; Email format is sometimes determined by the corporation you work for.
- When any letter is typed into the To: line, a list of previously typed email addresses will appear.
- This is not connected in any way to the Contacts or People data. It is simply a list of email addresses.
- To delete one, click the “X” beside it to keep this list cleaned up.
- Use the “High Importance” button sparingly and only when your message is very important. If it is used on all of your messages, no one will take you seriously when you need their attention on an email.
- Low importance is the exact opposite. If you don’t think it is important, then nobody else will. Use this sparingly as well.
- When used and the email arrives in the recipient’s inbox, it will include either of these symbols at the left side.
- In a new email message, click the “Format Text” ribbon.
- You are able to change the format of the email to HTML (optimum for font formatting and can be read by most e-readers), Plain Text (no formatting but can be read by all email services), or to Rich Text which can contain formatting, but designed specifically for MS Outlook and MS Exchange.
- Unless your employer instructs otherwise, typically HTML is the chosen format for emails.
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