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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

3 Steps To Help Create The Perfect E-Mail Marketing Campaign

E-Mail marketing is one of the founding fathers of online marketing. Used businesses for many years, the key to success is often the ability to create an e-mail that catches the attention immediately and does not get sent straight to the online rubbish bin.

Below we have identified 3 of the key areas to address before any e-mail marketing campaign.

No. 1 – Don’t Hide The Important Information

Whilst this may sound fairly obvious, e-mail marketing should also be concise. People are busy and if they cannot immediately identify the important information contained within the e-mail, there is a very strong chance that they will not take the time to find out what it is.

By ensuring that your customers can easily identify the key areas of interest, you can significantly increase the chances of you generating conversions from your e-mail.

For example, a recent e-mail from Wallbarn was sent out informing their customers that they had the opportunity to access free tickets to the recent Grand Designs Live exhibition.

The screenshot below highlights how this message was portrayed.

No. 2 – Focus On Mobile Optimisation

There is a very strong possibility that your e-mail will be viewed via a mobile or smart device. As such, the e-mail must be optimised for viewing via these devices.

Our advice regarding creating a mobile optimised e-mail as is as follows:

  • Keep the amount of text to a minimum – short snappy messages are the way to go
  • Use clear CTAs (Call to Actions) – don’t make your potential customers guess what you want them to do!
  • One click buttons are user friendly and time saving

No. 3 – Creating A Sense of Urgency

Things that can wait are often forgotten. As such, creating a sense of urgency is a tried and tested way to engage potential customers in your message.

By injecting a sense of urgency (an expiring offer for example) into your subject line, you can take significant steps towards ensuring recipients actually want to see what is contained within the e-mail.

Let Us Know What You Think

If you struggle to create interesting and informative content for your email subscribers, contact Footprint Web Design today. We can help to create a comprehensive online marketing campaign for your business which will drive the right people to your website.

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By | June 22nd, 2017|E-Mails|Comments Off on 3 Steps To Help Create The Perfect E-Mail Marketing Campaign

How To Add An E-Mail Signature Using Microsoft Outlook

Adding an e-mail signature to your e-mails can provide the perfect way of ensuring that people have easy access to all of your important contact details.

Microsoft Outlook, one of the most commonly used e-mail clients offers the chance to create and use personalised signatures for all of your e-mail messages. In your signature, you can include text, images, your electronic business card, a logo, or even an image of your handwritten signature should you choose.

Once this has been done, you will be able to set you account to ensure that your new signature is automatically added to all outgoing messages.

Please Note – You also have the option to remove the signature from any e-mail before you send.

How To Add An E-Mail Signature

The video below highlights precisely which steps to follow to add a new signature. If you would like a little more information, please see below for our step by step guide.

Step 1 – Create a new email message.

Step 2 – On the Message tab, in the Include group, choose Signature > Signatures.

Signature command
Step 3 – Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.
Step 4 – Under Choose default signature, set the following options for your signature:

  • In the E-mail account list, choose an email account to associate with the signature. You can have different signatures for each email account.
  • In the New messages list, choose the signature that you want to be added automatically to all new email messages. If you don’t want to auto sign your new email messages, accept the default option of (none).
  • In the Replies/forwards list, choose the signature that you want to be added automatically (auto sign) when you reply to or forward messages. Otherwise, accept the default option of (none).

Step 5 – Under Edit signature, type or paste (if your signature has been created in Word) your new signature. Then choose OK.

You can change the appearance of any text you add by using the mini formatting toolbar above the text box. You can also add social media icons and links.

Please Note – For more information, please visit Microsoft’s official guide to adding additional information into an e-mail by clicking here.

Adding a Signature Manually To An E-Mail

Should you opt not to insert a signature for all new messages or replies and forwards, you will still have the option to add one manually. Simply follow the steps below:

Step 1 – In your email message, in the Include group on the ribbon, select Signature.

Step 2 – Choose your signature from the fly-out menu that appears.

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 14th, 2017|E-Mails|Comments Off on How To Add An E-Mail Signature Using Microsoft Outlook
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