Attachments, Signatures, Auto Replies and Mail Delivery Options

1. Attachments, Signatures, Auto Replies and Mail Delivery Options SkillPort course: Managing Attachments, Graphics, Signatures and Auto Replies in Outlook 2010

2. Viewing Attachments Attachments are indicated by a paper-clip symbol in your inbound mail list. Double-click the attachment in the reading pane to open the attachment tools dialog box. You can choose to Open, Print, Save As or Save All Attachments if there is more than one.

3. Sending Attachments Use the Insert tab in the New E-mail dialog box for attachments. Use Attach File to browse to a file. Use Outlook Item to attach other emails in your mailbox. Use the Business Card selection to attach contacts information. Use Calendar to attach views of your calendar from one day to one month. Use Signature to select a different signature from the one set as the default.

4. Your Email Signature To create your email signature, select New E-mail from the Home tab in the Mail area. In the E-mail dialog box click Signature and select Signatures from the dropdown menu. Outlook lets you create multiple signatures so that you can have a different signature for specific audiences. E-mail dialog box

5. Your Email Signature From the Signatures and Stationary dialog box select New. Give the signature a name. Then use the edit signature textbox to create the text of the named signature. Use the Choose default signature area to select your default signature.

6. Insert Images Use the Insert tab in the New E-mail dialog box for inserting images and hyperlinks. Click on the Picture button in the Illustrations group to browse and insert an image. Click on the Hyperlink button to insert a hyperlink into your email.

7. Delivery Options Use the Options tab in the New E-mail dialog box for delayed delivery and priority settings. Select Delay Delivery from the More Options group. Use the Settings area to set priority: high, normal or low. Use the Delivery Options area to set delayed delivery of emails.

8. Auto Replies To create an automatic response email for Out of the Office /Vacation (Rules) you first create an email. From the inbox select New E-mail. Complete the Subject and email text of the email message. Then click the File tab in the email message dialog box. Auto Replies are a three step process: Create the email reply Save As an Outlook Template Deploy the Rule

9. Auto Replies Select Save As from the File tab. In the Save As dialog box give the message a file name and select Outlook Template as the Save as type. When you select Outlook Template as the Save as type the Save In at the top of the dialog box will default to the Templates folder. Click Save.

10. Auto Replies To deploy a rule select Rules from the Home tab of the Mail area. Select Create Rule from the dropdown menu. At the Create Rule dialog box select Advanced Options button.

11. Auto Replies Be sure to check ‘where my name is in the To or Cc box’ from the conditions list in the Rules Wizard. You can make other selections as well, but this selection will insure all mail items coming To you or Cc to you will get the auto reply. Then click Next.

12. Auto Replies Step 1: Select action(s), check ‘reply using a specific template’. Step 2: Click the a specific template link and select User Templates in File System from the Look In: dropdown menu. Select the email message you saved as a template. Click Open and then click Next at the following dialog box.

13. Auto Replies At the exceptions dialog box select any exceptions that may pertain or click Next if there are no exceptions. Name the rule and check Turn on this rule if you want to activate the rule at this time. You can choose to create the rule and activate at another time, which is shown in the next step. Click Finish to complete the rule.

14. Auto Replies Once a rule has been created use Manage Rules and Alerts to activate, deactivate, change or delete the rule. A check next to the rule indicates that the rule is active. Uncheck the rule to deactivate. Then click Apply.