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F.A.Q.
These Frequently Asked Questions and answers have been compiled for our customers.
If you need more help, please contact us via our Support HotLine.
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| How do I create an automatic signature? | |||||||||||||||||||||||||
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If you want to have some text automatically appear on the email messages that you send, you can create a signature as follows:
Tools - Options - Mail Format - Signature Picker - New and enter the text you want. | |||||||||||||||||||||||||
| Outlook is no longer my DEFAULT email program? | |||||||||||||||||||||||||
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If you are using Internet Explorer and you click on a web page link to send someone email, Outlook should automatically come up. If it doesn't then something may have changed your default email program. To make Outlook your default email program: Run Internet Explorer - Tools - Internet Options - Programs - Email = Outlook. | |||||||||||||||||||||||||
| How do I create a list of people to email at once? | |||||||||||||||||||||||||
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If you haven't already, you must first add the people as individual contacts first:
Tools - Address Book - File - New Contact - and enter the individual contact's name and email, etc. then to create a group: Tools - Address Book - File - New Group - give it a group name, then Select the individuals to add to the group. | |||||||||||||||||||||||||
| Why can't some people read my emails or can't see my attachments? | |||||||||||||||||||||||||
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By default, Microsoft Outlook will send an email using it's own "Microsoft Rich Text Format" and unless the person receiving the email is using Outlook then they may not see your message the way you intended. They might not see any of the highlighting, underlining and font you used, or they might not be able to see the files you attached.
In order to ensure that the receiver can read the message, you need to use a format that is more universal. Sending email using the internet standard HTML format will ensure that your email will be viewable by almost anyone.
To use the HTML format when sending email: Tools - Options - Mail Format - Send in this message format: HTML | |||||||||||||||||||||||||
| How do I avoid downloading large email messages when I'm on a slow connection? | |||||||||||||||||||||||||
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When you are on a slow dialup connection, you may have difficulty receiving a email message that is large. You may find that you get stuck while receiving one particular message and are unable to get your other email.
In order to skip that large email message you can do this:
Tools - Options - Message Delivery - Dial-Up Options - Do not download messages larger than: 10 MB. | |||||||||||||||||||||||||
| What's the difference between an internet POP3 email server and a Microsoft Exchange email server? | |||||||||||||||||||||||||
| A internet POP3 email server is used only to send and receive email messages and typically is located outside your office. A Microsoft Exchange server adds additional functionality such as sharing a company address book and personal calendars and is typically located inside your office. | |||||||||||||||||||||||||
| How do I let other people view my calendar? | |||||||||||||||||||||||||
| Outlook by itself allows you to maintain your own calendar, but in order to view and share calendars with your co-workers, you need to have your email account on an Microsoft Exchange server to get that and other features. | |||||||||||||||||||||||||
| How do I "recall" a message and what happens when I do? | |||||||||||||||||||||||||
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If your email account is on a Microsoft Exchange server, you have the ability to "recall" a message.
Select the message in your Sent Folder and click on Actions - Recall message. If the email message is still on the Exchange server, the message won't be sent to the recipient and they will not see it. If the message has already been sent to the recipient, and that recipient has an email account on the Exchange server, and the recipient has not received the message, it will they will not see the message. If, however, the email has already been sent to a different type mail server (non-Exchange server), or if your email server is a POP3 internet type instead of an Exchange server, you may see the "Recall" option, but the message will still go to the recipient. The recipient will receive the original message and then will receive a second message from you saying that you "recalled" that message, but they are still able to read the origianl message. | |||||||||||||||||||||||||
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| I can receive, but can't send email messages when I'm away from the office. Why? | |||||||||||||||||||||||||
| If you are using a POP3 email server, and you are using a different ISP (internet service provider) at home that in the office, you may not be permitted to use the outgoing mail server from home and may receive a message such as: Unable to connect to Server: SMTP Server.
This is likely due to an "SMTP Port 25 Blocking Policy" that many ISP's have implemented to help prevent SPAM email abuse. You may have to make a change to your email settings to use a different server when you are at home.
The solution is either simple or more complicated, depening on the company hosting your email. The first thing to try is changing the SMTP authentication settings as follows: Click on: Tools - Accounts - "your email account" - Properties - Servers - Outgoing Mail Server - [X] My outgoing mail server requires authentication - Settings: [X] Use the same settings as my incoming email server. Try to send email. If that doesn't work then you'll need to change the SMTP server whenever you work from home. To change the settings click on: Tools - Accounts - "your email account" - Properties - Servers You will need to change the SMTP server to match the company that you are connecting to the internet. EXAMPLES
Remember change it back when you are in the office. The following is a more technical explanation: Another common source of the relay error is due to your local ISP blocking relays to external SMTP servers (Port 25 Relays). ISPs do this to eliminate their network from being used to transmit spam -- they simply do not allow anyone to connect to any SMTP server outside of their network. Almost all of the larger ISPS (notably, Earthlink and MSN) and more and more smaller ISPs are now blocking Port 25 Relays. The solution to this problem is to simply substitute your ISP's SMTP server information for your domain name in your e-mail client configuration. We recommend this configuration even if your ISP is not blocking relays, as it will generally result in more reliable SMTP connections. Mail will still appear as coming from your domain (as long as you have your From and/or Reply-to addresses configured correctly.) Your ISP can provide the information you need to set up the connection -- usually mail.myisp.net or smtp.myisp.net. Contact your local ISP's support staff to obtain the correct settings. | |||||||||||||||||||||||||
| I have deleted all the messages in my Inbox, but I'm still receiving messages saying my mailbox is full. How can I clean it up? | |||||||||||||||||||||||||
| If your email account is on a POP3 email server on the internet it probably has a maximum amount of space it can reach. Outlook has the ability to receive email messages from your email box on your email server but leave them on the server for a period of time. This is usually done to protect you in the case of
a problem with your computer. By leaving messages on the server for 10 days, for example, if your PC crashes, your most recent email will still be on the email server.
If you receive a message that says you are reaching the maximum space allowed for your email box, and your delete messages from your Inbox on your PC, they may still be sitting on the mail server. In order to clean out the old messages from the server, do the following: Click on: Tools - Accounts - "your email account" - Properties - Advanced If there's an [X] in the box for "Leave a copy of messages on the server" unselect that box. Click [OK] and [Close] and then proceed to [Send/Receive] email. If there were any messages on the server, they will be deleted and the email box on the server will be emptied. Remember to reset the settings if you want the protection of keeping messages on the server for a period of time. | |||||||||||||||||||||||||
| How can I access my email on another computer when I'm away? | |||||||||||||||||||||||||
| Many companies provide a web interface, which is simply a way to view your email using any computer that is connected to the internet. You can access your email from your sister's computer in Canada, for instance. Click here for more information. |
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| How can I find local modem dialup numbers when I'm out of town? | |||||||||||||||||||||||||
| Most ISP offers dialup access for when you are out of town. Some include a certain number of hours free per month included in your DSL or T1 internet account.
Some also have a 1-800 number that you can use that will give you access to the internet from anywhere for a per minute fee.
Most also have a website page that helps you find a telephone number in the city that you are travelling to. Here are some links: EarthLink access numbers, BellSouth access numbers, AT&T access numbers, and MSN Access Numbers (note: these 4 web pages change frequently, so let us know if these links don't work). |
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| Who can I contact if I still have a question? | |||||||||||||||||||||||||
| Please contact us at (678)793-8381 or via our Support HotLine. |
©2004 Outer Limits Consulting, LLC