Signature Spell check

Outlook 2003/2007 (and 2010) use styles for the signature and the signature style is marked Do not spell check. While this is a good setting for signatures, it's a problem when users type in the signature area. This happens when users set up their signature to insert a block of text, such as a salutation or introductory text at the beginning of the message, or when a user accidently types in the signature area. Either way, you'll know this is the problem when you right click on a misspelled word and get the signature menu instead.

Rather than editing the signature style to allow spell checking, you should avoid typing in the signature field, especially if you use multiple signatures or accounts with separate signatures. If you change the signature, your message will be replaced by the new signature and the message you composed is lost.

The best way to avoid accidently typing in the signature area is to clearly mark where it begins. We recommend adding two dashes (--) as the very first line of your signature. Why two dashes? They are defined in an RFC as the universal signature identifier and many mail clients use this to identify and hide the signature in their reading pane or delete it when replying. Begin your message above the dashes.

When you discover you typed in the signature area, the easiest fix is to change the spell check settings on the message. To do this you need to select the entire message then go to the Spelling dropdown and choose Language. Clear the Do not spell check box. Back out of the dialog and press F7 to initiate the spell check.

If you are using signatures to add introductory text and your signature, with the message in between, you should use AutoCorrect or Quick Parts instead. It’s easy to insert test using either method and you don't risk losing the message if the signature or account is changed.

Autocorrect is the feature which coverts :) to a smiley face. Autocorrect entries can contain up to 256 characters and are assigned a keyword. When you type the keyword it's replaced by the autocomplete text. Set up autocorrect entries through Tools, Options, Spelling, Spelling and Autocorrection, Autocorrect options.

For longer blocks of text, use Quick Parts. This feature is similar to Autotext in older versions. After setting up the entries, you'll need to either pick the entry from the menu or type the beginning of it (enough to form a unique phrase) then press F3.

Domain Rules

Several users had the same question this week: "I want all mails that come from outside my organization to be highlighted in one color. Is this possible?"

Yes, it's possible. If you use Exchange server, create an automatic formatting rule in a view to apply the color. The only criteria is the @ symbol in the From field on the Filter's General tab. This works because messages sent from other Exchange server users don't have an @ in the sender's address.

If you don't use Exchange it's trickier to set up but still possible with two automatic formatting rules. The views filter does not offer exceptions, so you need a rule that applies a color to messages From @yourdomain.com and a second rule that applies a color to every message (don't set up a condition

This method also works with Search folder and filters on Views. If you want to filter messages using Rules and Alerts, create a rule that looks for messages from a person or distribution list. Enter @ in the address field and when Outlook asks you to resolve the name, click Cancel on the Check Names dialog.

Tracking Out-of-Office Messages

An administrator recently asked if Outlook logs Out-of-Office messages. He needs to confirm that a user's account sent an OOF in response to a message.

No, Outlook does not log OOF messages. The message tracking logs in Exchange will contain tracking information on the OOF. Also, Outlook sends just one OOF per address per session so a specific message may not trigger an OOF when the user has had their Out-of-Office turned on for several days and received other messages from the same sender.

If you use Exchange 2007, the shell command is:
get-messagetrackinglog -Sender "user@yourdomain.com" -EventID
"RECEIVE" -MessageSubject "Out of Office" -Start "9/25/2009 9:00:00 AM" -End
"9/30/2009 6:00:00 PM"

The start date should be the date the user in question turned on their Out-of-Office assistant.

Outlook Quick Tip: Lock views against editing?

A reader wanted to know if it’s possible to make user-created “Views” lockable, so they aren't so easily changed.

Unfortunately, it’s not possible. If you have a habit of accidently changing the views, use a copy of the view and keep the original as a backup. If you mess up the view, delete it and make a new copy.