MS Outlook - Email Etiquette Part Two -

A distribution list is a feature in email systems that allows a user to create a single email address that includes multiple recipients. By using a distribution list, you can send an email message to everyone within a group without having to manually add each individual email address. This saves time and effort when sending emails to a large number of people who belong to a specific group or category. Therefore, the statement that you can use a distribution list to send an email message to everyone within a group is true.

The term "spam" refers to unsolicited or junk e-mail. It is commonly used to describe unwanted or irrelevant messages that are sent in bulk to a large number of recipients. These messages are often promotional in nature and can be annoying or harmful. Therefore, "spam" is the correct answer as it best describes the given definition.

The correct answer is E-Mail because an electronic message sent using a computer network is commonly referred to as an email. It allows individuals to send and receive messages, documents, and files electronically, making communication faster and more efficient.

Archiving refers to the process of organizing, storing, and saving old documents. It involves systematically categorizing and preserving documents in a way that allows for easy retrieval and reference in the future. This ensures that important information is protected and accessible when needed. Scrapping, keeping, and warehousing do not specifically encompass the systematic organization and preservation of old documents, making them incorrect options.

To preview a Contacts list before printing, you need to click File on the menu bar and then click Print Preview. This option allows you to see how the Contacts list will appear when printed, including the layout, formatting, and any potential issues. By previewing the list, you can make any necessary adjustments or corrections before actually printing it.

A keyword is a word or phrase used in a search to find relevant information or content. It helps search engines or databases to identify and retrieve the most relevant results based on the user's query. Keywords play a crucial role in search engine optimization (SEO) as they help websites to rank higher in search engine results pages. By using specific keywords, users can narrow down their search and find the information they are looking for more efficiently.

A signature is a personalized addition to the end of messages that adds a professional or unique look and feel. It typically includes the sender's name, contact information, and sometimes a brief message or quote. Adding a signature to messages can help establish credibility, provide important contact information, and add a personal touch to communication.

To open an e-mail message, you need to double-click on the message itself in the Inbox. The message is the actual content of the e-mail that you want to read or view. Double-clicking on the message will open it up in a separate window or pane, allowing you to read its contents and take any necessary actions.

E-mail can be sent from various devices, including computers, pocket PCs, and smartphones such as Blackberries. Therefore, the correct answer is "all of the above" as all the mentioned devices are capable of sending e-mails.

When you add a new contact with an email address to your Contacts list in Outlook, the software automatically generates Address Book information. This means that the contact's email address will be included in the Address Book, making it easier for you to find and access their information when sending emails or organizing your contacts.

The Notes Navigation Pane option is a feature that allows users to keep track of important information or reminders. It provides a convenient way to access and review any notes or annotations made within a document. By enabling this option, users can easily navigate through their notes and refer back to them whenever needed. Therefore, the statement that the Notes Navigation Pane option keeps track of anything you need to remember is true.

When searching folders to view email messages, you can use specific criteria to filter the results. In this case, the correct answer is "keywords" because you can search for email messages that contain specific keywords. This allows you to quickly find relevant emails based on the content or subject of the message.

The term "archive" refers to the process of organizing, storing, and saving old documents. It involves systematically categorizing and preserving records for future reference or historical purposes. Archiving ensures that important information is securely stored and easily accessible when needed. It is commonly used in various fields such as libraries, museums, and businesses to manage and maintain a collection of documents or data.

The term "contact" refers to a person, organization, or business that is listed in the Outlook Address book. This means that the contact's information, such as their name, email address, and phone number, is stored and can be easily accessed within Outlook. Contacts are often used to send emails, schedule meetings, and keep track of important information related to individuals or companies.

The explanation for the given correct answer is that the Navigation Pane in Outlook provides access to all parts of the application. It allows users to easily navigate between their email inbox, calendar, contacts, and other features of Outlook. This feature is designed to enhance productivity and efficiency by providing a centralized location for accessing different sections of the application.

Selena wants to modify the font layout and style attributes of the contact information. To do this, she needs to choose the "Format Text" tab. This tab is specifically designed for formatting text and allows users to make changes to the font, size, color, and other attributes of the text in the Contact Window. The other tabs mentioned, such as "Insert," "Developer," and "Contact," do not provide the necessary options for modifying the font layout and style attributes.

A distribution list is a collection of contact e-mail addresses that can be used to send a message to a group. It allows the sender to easily send a single message to multiple recipients without having to manually enter each individual e-mail address. An address book is a personal collection of contact information, but it does not necessarily imply group messaging. A supply list is a list of items needed for a particular purpose, and a file folder is a storage container for organizing documents, neither of which are directly related to sending messages to a group.

The correct answer is "extension such as .gov". In email addresses, the user name is followed by the @ symbol, then the domain name, and finally an extension such as .gov. The extension indicates the type or category of the email address, such as .com for commercial organizations or .gov for government entities.

A distribution list is a convenient way to save time when sending emails to the same group of people multiple times. By creating a distribution list, you can simply select the list instead of manually entering each recipient's email address every time you want to send a message. This helps to streamline the process and ensures that all intended recipients receive the email efficiently.

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If you fill in someone's name in the Cc box, that person's name will be visible to the other recipients when they open the message.

The correct answer is "to-do bar". The to-do bar is a part of the Outlook window that displays the date navigator, appointments section, task input section, and a task list. It allows users to easily manage their tasks and appointments, providing a convenient way to stay organized and prioritize their work.

The default view for the Contacts list is the Address Cards view. This view displays the contacts in a compact format, showing their names, phone numbers, and email addresses. It allows for easy scanning and quick access to the essential contact information. The Address Cards view is commonly used when managing a large number of contacts and prioritizing efficiency.

In order to modify the basic formatting features of a message, you need to click on the "Basic Text" attribute in the group on the Ribbon. This attribute allows you to make changes to the font, size, style, and other basic formatting options for the text in your message.

Blind carbon copy (BCC) is the correct answer because it allows the sender to include someone in an email without their name being visible to the other recipients. This can be useful in situations where the sender wants to keep the recipient's identity confidential or wants to prevent the other recipients from knowing that the person has been included in the email. BCC is commonly used in professional settings to maintain privacy and discretion.

The term "ribbon" refers to an area at the top of an Office program window that contains commands for working with the open file. These commands are organized under tabs, allowing users to easily access different sets of commands based on their needs. The ribbon provides a user-friendly interface and simplifies the process of navigating and utilizing various functions within the program.

The Contacts list option called By Company groups contacts according to company name or organization, not by country or region.

To add the Bcc field to a message window, you need to click on the Options tab on the Ribbon. In the Fields group, there is a button called Show Bcc. By clicking on this button, the Bcc field will be added to the message window. The Options tab is where you can find various options and settings for your message, including the Bcc field.

A signature is an electronic identifier that can be inserted in email messages and can contain text, hyperlinks, pictures, or an electronic Business Card. It is commonly used to provide contact information or a personalized message at the end of an email. A signature helps to identify the sender and can be customized to include additional information or branding elements.

An address book is a directory that contains personal and professional contact information. It is used to store and organize names, phone numbers, email addresses, and other contact details. This allows individuals to easily access and manage their contacts, making it convenient to find and communicate with people when needed.

Outlook, by default, searches all folders for the keywords you are searching on. This means that it will search not only the Inbox but also sent items, as well as any other folders you have created or are currently in. This comprehensive search feature allows users to easily locate emails or other items across their entire Outlook account, ensuring that no important information is missed.

The statement is false. The Insert tab in Microsoft Office applications contains options for inserting various objects such as tables, pictures, shapes, charts, headers, footers, and other elements into a document. It does not specifically contain advanced options for customizing contact information.

Outlook is not a desktop calendar system. It is actually a personal information manager that includes features like email, calendar, contacts, tasks, and notes. While the calendar feature is a part of Outlook, it is not the sole purpose or function of the software. Outlook is designed to help users manage various aspects of their personal and professional lives, not just their calendar.

Outlook is a desktop manager that helps you organize information, communicate with others, and manage your time efficiently. This suggests that Outlook is not limited to just managing emails, calendars, or to-do lists, but it encompasses a broader scope of managing various types of information. It can be used as a centralized tool to store and manage different types of data, such as contacts, tasks, notes, and more.

To add information from an email message to Outlook Contacts, you can right-click on the sender's email address mentioned on the From line. This action will likely provide you with options to add the sender's email address to your Outlook Contacts list.

The statement in the book is partially true and partially false. It is true that spam, electronic junk mail, is estimated to be a significant portion of all e-mail. However, it is not accurate to say that it accounts for more than 50 percent of all e-mail. Therefore, the correct answer is both true and false.