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How To Recall An Sent E-Mail Through Outlook

Have you ever sent an e-mail by mistake? Would you like to try and correct an error before the recipient reads the e-mail, the good news is that if you are using Outlook, this option does exist through ‘message recall’.

With message recall, a message that you sent is retrieved from the mailboxes of the recipients who haven’t yet opened it. You can also substitute a replacement message. For example, if you forgot to include an attachment, you can try to retract the message, and then send a replacement message that has the attachment.

Message recall is only available after you click Send and is available only if both you and the recipient have an Office 365 or Microsoft Exchange email account in the same organisation.

To recall and replace a message

  1. In the folder pane on the left of the Outlook window, choose the Sent Items folder.
  2. Open the message that you want to recall. You must double-click to open the message. Selecting the message so it appears in the reading pane won’t allow you to recall the message.
  3. From the Message tab, select Actions > Recall This Message.

    Notes:

    • If you don’t see the Recall This Message command, you probably don’t have an Exchange account or the feature isn’t available within your organization.
    • You cannot recall a message that’s protected by Azure Information Protection.
  4. Click Delete unread copies of this message or Delete unread copies and replace with a new message, and then click OK.

  5. If you’re sending a replacement message, compose the message, and then click Send.

To check on the recall

The success or failure of a message recall depends on the recipients’ settings in Outlook. In the following table, five scenarios are presented:

ActionResult
You send a message to someone. You recall the original message and replace it with a new one.

On the recipient’s computer, under Tracking, the Automatically process requests and responses to meeting requests and polls check box is selected.

Note: To view this setting, File > Options > Mail. Scroll to the Tracking section.

Both the original message and the recall message are received in the recipient’s Inbox.

Assuming the original message hasn’t been read, the original message is deleted and the recipient is informed that you, the sender, deleted the message from his or her mailbox.

Note: If the original message is marked as read (viewing in the Reading Pane isn’t reading in this scenario) when the recall message is processed, the recipient is informed that you, the sender, want to delete the message. However, the message remains in the recipient’s Outlook folder.

You send a message to someone. You recall the original message and replace it with a new one.

On the recipient’s computer, under Tracking, the Automatically process requests and responses to meeting requests and polls check box isn’t selected.

Note: To view this setting, File > Options > Mail. Scroll to the Tracking section.

Both the original message and the recall message are received in the recipient’s Inbox.

On the recipient’s computer, one of the following results occurs:

  • If the recipient opens the recall message first, the original message is deleted, and the recipient is informed that you, the sender, have deleted the message from their mailbox.
  • If the recipient opens the original message first, the recall fails, and both the original and recall messages are available.

Note: If the original message is marked as read (viewing in the Reading Pane isn’t reading in this scenario) when the recall message is processed, the recipient is informed that you, the sender, want to delete the message. However, the message remains in the recipient’s Outlook folder.

You send a message to someone. You recall the original message and replace it with a new one.

On the recipient’s computer, either by rule or by action of the recipient, the original message is moved out of the Inbox to another folder and the recall message remains in the Inbox (or it is moved to another folder also).

If the recall message and the original message exist in separate folders, the recipient receives a message that states a recall attempt failed. This occurs regardless of the Outlook configurations and the read status of the message.

The original message and the new message are both available to the recipient.

You send a message to someone. You recall the original message and replace it with a new one.

On the recipient’s computer, either by rule or by action of the recipient, both messages are moved to the same folder. This results in behavior similar to what occurs when Outlook isn’t configured to automatically process messages.

On the recipient’s computer, one of the following results occurs:

  • If the recipient opens the recall message first, the original message is deleted, and the recipient is informed that you, the sender, deleted the message from his or her mailbox.
  • If the recipient opens the original message first, the recall fails, and both the old and new messages are available.
You send a message to a public folder. You recall the original message and replace it with a new one.One of the following results occurs:

  • If the recipient who reads the recall message has read access to all the items in the public folder but didn’t read the original message, the recall succeeds, and only the new message remains. You, the sender, receive a message that states the recall succeeded.
  • If the recipient has already marked the original message as read, he or she is informed that the recall failed, and only the recall message is deleted.

If a user who has any other public folder rights opens the recall message, the recall fails, and the user receives a message that states the recall failed. Both the old and new messages remain in the public folder.

  • If the recipient reads the original message and then marks it as unread, it is considered never read and recall is successful.
  • In the public folder, it is the reader’s rights, not the sender’s, that determine the success or failure of the recall.

Further Information

If you’d like to speak to us regarding any of our services, please give us a call on 01883 372488 or contact us via Facebook and we’ll be happy to talk you through your options.

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By | March 15th, 2019|E-Mails|Comments Off on How To Recall An Sent E-Mail Through Outlook

Can’t Send or Receive E-Mails on Your iPhone or iPad? Try This.

If you can’t send or receive emails in the Mail app on your iOS device, learn what to do.

Before you begin

iOS backups made in iCloud and iTunes back up your mail settings, but not your emails. If you delete or change your email account settings, previously downloaded emails might be removed from your iOS device.

When you’re ready, try the steps below. After each step, see if you still need help.

Make sure that your device can connect to the Internet

To see if your device has a cellular-data or Wi-Fi Internet connection, go to Safari and open a webpage, like www.apple.com.

Check the Outbox for unsent emails

If you see a message that says your email wasn’t sent, then that email goes to your Outbox. Check your Outbox and try to send the email again:

  1. In Mail, tap Mailboxes in the upper-left corner.
  2. Tap Outbox. If you don’t see an Outbox, then your email was sent.
    mailboxes
  3. Tap an email in the Outbox. Make sure that the recipient’s email address is correct.
  4. Tap Send.

Check your email address and password

If Mail asks you to enter a password for your email account, make sure that your password is correct. To check your email address and password, sign in to your email provider’s website.

If you still get a username or password error, contact your email provider or system administrator.

Check your settings

When you set up your email account on your device, iOS automatically uses the correct account settings for many email providers.

To make sure that your account settings are correct, compare the settings in the Mail app to the settings for your email account:

  1. Go to Settings > Passwords & Accounts and tap your email account.
  2. Tap your email address next to Account to see the account information, such as the incoming and outgoing mail servers.
  3. Check the recommended settings for your email account in the Mail Settings Lookup tool and make sure that they’re the same as what you see on your screen. If you don’t see the settings for your email account, contact your email provider or system administrator.

If you have a POP3 email account, then you can only check email on one device at a time. Close other email programs and sign out of webmail sites that you have open. To check if your email is a POP3 account, go to Settings > Passwords & Accounts, tap your account, tap Account, then look for the label POP Account Information. You can also check the recommended email settings for your POP3 email account in the Mail Settings Lookup tool.

If your email provider requires your account to use port 25, then you can only send email when you’re connected to your email provider’s network. Check with your email provider for settings and availability.

If you still need help

Contact your email provider. You can also remove your email account, then set it up again.

Contact your email provider or system administrator

  1. Contact your email provider or check their status webpage to see if there’s a service outage.
  2. Ask your email provider or system administrator if you turned on any security features or restrictions, like two-step verification, for your email account. You might need a special password or may need to request authorisation from your email provider to send and receive email on your device.
  3. Check your email account settings with your email provider or system administrator to make sure that they’re correct.

Remove your email account and set it up again

  1. On your computer, sign in to your email provider’s website. Make sure that all of your email is there or make sure that your email is saved somewhere other than your iOS device.
  2. On your iOS device, go to Settings > Passwords & Accounts.
  3. Tap the email account that you want to remove.
  4. Tap Delete Account.
  5. Add your account again.

For more on this, please click here.

Further Information

Footprint specialise in creating bespoke websites designed to help take your business to another level. We have been providing SEO Surrey since 1998 and if you’d like to speak to us regarding any of our services, give us a call on 01883 372488 or contact us via Facebook and we’ll be happy to talk you through your options.

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By | November 19th, 2018|E-Mails|Comments Off on Can’t Send or Receive E-Mails on Your iPhone or iPad? Try This.

What is the Microsoft Exchange & How Does it Work?

A Microsoft Exchange account is a work or school email account. The organisation that gave you the Exchange email account has an IT department that is running a program named Microsoft Exchange Server. This server provides your email service.

How do Exchange Accounts Work?

When you use an Exchange account, your email messages are delivered to and saved in your mailbox on the business’s Exchange server. Your contacts and calendar are saved there, too.

When your business or school sets up their Exchange Server, they choose what method your Exchange account uses to access email on the server. This will determine how your email works. Here are the possibilities:

  • Exchange ActiveSync; MAPI/HTTP are methods for accessing your Exchange email, usually from a laptop, phone, or tablet. When you access or read your email, you aren’t actually downloading or storing email on your mobile device; instead you’re reading it from the Exchange Server. It allows you to access your email even when you’re not connected to the Internet.
  • IMAP, like Exchange ActiveSync, is a method for accessing your email wherever you are, from any device. When you read an email message using IMAP, you aren’t actually downloading or storing it on your computer; instead, you’re reading it from the Exchange Server.With IMAP, email in your Inbox, Deleted Items, Sent Items folders are synchronized between your device and the server. IMAP allows for limited calendar storage but does not support collaborating on a calendar with other users.
  • POP email is downloaded from the Exchange Server onto your computer. Once email is downloaded to your computer, it’s deleted from the server. To access the email after it’s downloaded, you have to use the same computer. If you access your email from different computer or device, it will look like some of your previously downloaded messages have been deleted.

What types of e-mail accounts does your Outlook profile have?

You can check the Account Settings dialog box in Outlook for the types of e-mail accounts in your Outlook profile.

  • On the Tools menu, click Account Settings.
  • On the E-mail tab, the Type column lists the type of account for each entry.

Further Information

If you’d like to speak to us regarding any of our services, please give us a call on 01883 372488 or contact us via Facebook and we’ll be happy to talk you through your options.

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By | June 12th, 2018|E-Mails|Comments Off on What is the Microsoft Exchange & How Does it Work?

How To Add An E-Mail Signature Using Outlook

One of our most commonly received questions relates to adding an e-mail signature to outgoing e-mails. Offering the ideal way to personalise your e-mails along with promote key information such as your website URL, your logo, your business address and your Social Media channels and many more, the addition of an e-mail signature can be hugely beneficial.

The good news is that despite the regular updates to Microsoft Outlook, the process is a quick and simple one. Even better, once you have put this in place, you won’t need to do it again!

Adding a Basic Signature

In Outlook, you can create one or more personalised signatures for your email messages. Your signature can include text, images, your electronic business card, a logo, or even an image of your handwritten signature. You can set up Outlook so that signatures are automatically added to all outgoing messages or create your signature and add it to messages on a case-by-case basis.

To add your very own signature to your e-mails, please follow the helpful guides from Microsoft which take you through the process step-by-step.

Adding Something A Little More Complex

The official guide from Microsoft can be accessed by clicking here and walks you through the process step-by-step in text form.

All of the details above are geared towards adding/updating your signature using a desktop or laptop, what happens if you need to make these changes using a mobile device. The good news is that it is no more complicated and can be done by following the steps below:

Adding An E-Mail Signature Using The Microsoft Web App

You can add your email signature automatically to all outgoing messages, or you can choose to add your signature only to specific messages.

If you use both Outlook Web App and Outlook, you need to create a signature in each.

Creating A Signature

  1. In a web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organization. Enter your user name and password, and then click Sign in.
  2. On the navigation bar, choose Settings Settings icon > Options.
  3. Under Options, choose Settings > Mail.
  4. Under Email signature, in the text box, type the signature you want to use. Use the formatting mini toolbar to change the appearance of the signature.
  5. If you want your signature to display at the bottom of all outgoing items, including replies and forwards, select Automatically include my signature on messages I send. If you don’t select this option, you can manually add your signature to any message.
  6. Choose Save.

Manually Add Your Signature To A New Message

If you’ve created a signature, but didn’t select the option to add your signature to all outgoing messages, you manually can add it to specific messages.

  1. In a web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organization. Enter your user name and password, and then click Sign in.
  2. Choose New mail above the folder list. A new message form opens in the reading pane.
  3. At the top of the message, choose insert Insert > Your signature.
  4. When your message is ready to go, choose send  Send.

Automatically Add Your Signature To All Messages You Send

If you’ve created a signature, you can specify if the signature is added to all outgoing messages, including replies and forwards.

  1. In a web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organization. Enter your user name and password, and then click Sign in.
  2. On the nav bar, choose Settings Settings icon > Options.
  3. Under Options, choose Settings > Mail.
  4. Under Email signature, do one of the following:
    • To include your signature at the bottom of all outgoing messages, select the Automatically include my signature on messages I send check box.
    • To exclude your signature from showing at the bottom of all outgoing messages, clear the Automatically include my signature on messages I send check box.
  5. Choose Save.

Contact Us

If you would like to speak to someone about personalising your e-mails, please contact Footprint Web Design on Tel. No. 01883 372488 today.

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By | May 17th, 2018|E-Mails|Comments Off on How To Add An E-Mail Signature Using Outlook

E-Mail Marketing – 5 Reasons Why It’s Still Relevant

If you are looking for a form of marketing which offers outstanding ROI, e-mail marketing could be just what you are looking for.

With marketers are under increasing amounts of pressure to find ways of contacting a growing number of people without tying up significant resources, turning to e-mail may offer the easiest and most convenient way of sending personalised marketing campaigns while remaining on budget.

No. 1 – Highly Targeted Marketing

Placing an advertisement on television, in a magazine/newspaper, or on radio has no guarantee that your target audience will actually see or hear it.

However, using by using e-mail, we have the ability to control who sees the email because we can target a specific audience based on demographics, lead status, location, or other data.

This method ensures that customers receive content that has been specifically suited to their needs.

No. 2 – Increased Reach

Did you know that there are currently an estimated 3.7 billion email accounts in use across the globe?*

This is not to say that they are all prospective customers but with numbers like this, can you really afford to ignore them?

Today, most of the people logged on to the Internet require an active e-mail address. Suffice to say that when it comes to reaching prospective customers, email can be highly effective channel to use.

No. 3 – Extremely Cost Effective Method of Marketing

Cost effectiveness and efficiency is perhaps one of the most appealing advantages of e-mail marketing. There are no print costs, advertising rates, or postage fees.

According to figures released by Direct Marketing Association, email marketing returns outperform display, search, and social marketing**

No. 4 – Helps to Create Brand Awareness

Every email sent exposes customers to your brand and business. With a smart design, targeted content, and strategic planning, the business will steadily build value. Emails stand a better chance of creating impact with customers.

This means that when they are in need of your products or services, they will turn to your business to provide value.

No. 5 – Emails are Easily Sharable

Emails are easy to share because they have a forward function. Therefore, it is easier to click forward than it is to spend time explaining a product’s television advert. Customers and subscribers share email marketing messages with friends, acquaintances, and other loved ones. This creates brand exposure and credibility.

With proper guidance, a strong message, and a strategic approach, any business is assured of numerous benefits from email marketing.

Contact Us

If you would like a chat about your website, please give the Footprint Web Design team a call on Tel. No. 01883 372488 today.

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* https://www.lifewire.com/how-many-email-users-are-there-1171213

** https://dma.org.uk/uploads/56c217435ebb6-marketer-email-tracking-report-2016_56c217435eb0c.pdf

 

 

By | October 23rd, 2017|E-Mails|Comments Off on E-Mail Marketing – 5 Reasons Why It’s Still Relevant
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