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How To Create and Use Email Signatures in Mail on Mac

Offering the ideal way to personalise your e-mails along with promoting key information such as:

  • Your website URL
  • Your logo
  • Your business address
  • Social Media channels

The addition of an e-mail signature can be hugely beneficial. One of our most commonly received questions relates to adding an e-mail signature to outgoing e-mails. Depending on the platform or device that you are using, the process can actually be a little different.

Below, we have a guide to adding an email signature when using a Mac.

How To Add An Email Signature On A Mac

You can create prepared text, called a signature, to include when you send email messages. For example, you can create one signature for your work email and another signature for your personal email.

Create and use email signatures in Mail on Mac

Creating signatures

  1. In the Mail app  on your Mac, choose Mail > Preferences, then click Signatures.
  2. In the left column, select the email account where you want to use the signature.If All Signatures is selected when you create a signature, you’ll need to drag the new signature to an email account before you can use it.
  3. Click the Add button  below the middle column.
  4. In the middle column, type a name for the signature.The name appears in the Signature pop-up menu when you write a message.
  5. In the right column (the preview), create your signature.You can use the Edit or Format menus in Mail to change the font or layout, turn text into links, or check spelling. To add an image, drag it into the preview area.

If you want your signature to appear after the original text of messages you reply to or forward, deselect the “Place signature above quoted text” tickbox.

Deleting signatures

  1. In the Mail app  on your Mac, choose Mail > Preferences, then click Signatures.
  2. Select a signature in the middle column, then click the Remove button .

When you delete a signature from All Signatures, it’s deleted from any account that uses it.

Automatically add a signature to emails

You can choose a signature to automatically add to messages you send.

  1. In the Mail app  on your Mac, choose Mail > Preferences, then click Signatures.
  2. Select an account in the left column.
  3. Click the Choose Signature pop-up menu, then choose a signature.If you have more than one signature for an account, Mail can automatically alternate between them — choose At Random or In Sequential Order from the pop-up menu.

If you want to stop having a signature automatically added to your messages, click the Choose Signature pop-up menu, then choose None.

Adding a signature to emails yourself

  1. In the Mail app  on your Mac, click the Signature pop-up menu in the message you’re writing.
  2. Choose a signature.If you don’t see an expected signature in the pop-up menu, choose Edit Signatures to open Signatures preferences and verify the signature is in the account.

Removing a signature from emails

  • In the Mail app  on your Mac, click the Signature pop-up menu in a message you’re writing, then choose None.

Depending on how a recipient’s mail server handles signatures, your signature may appear as an attachment or image to the recipient.

If you use iCloud Drive on your Mac and other devices, your signatures are automatically updated and available on those devices. See Use iCloud Drive to store documents.

If you need to send a signed PDF document, you can use Markup in Mail to create a handwritten signature and add it to the document. You can also use the Preview app to fill out and sign PDF forms.

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 |2019-10-21T12:54:32+00:00April 22nd, 2019|E-Mails|Comments Off on How To Create and Use Email Signatures in Mail on Mac

How To Recall An Sent E-Mail Through Gmail

For a variety of reasons, many people have sent an e-mail that they wished they hadn’t. Whilst Gmail doesn’t offer the traditional “recall” function like Outlook, they instead offer a function that enables you to “unsend” a message within a certain amount of time.

Certain email programs offer an option to recall or retract an email, but that doesn’t necessarily mean the recipient won’t still receive it. Gmail’s Undo Send feature works differently in that it actually waits to send your email, giving you a certain amount of time to change your mind and prevent it from being sent. But you have to be quick, as Gmail gives you only a specific number of seconds to halt your email.

Here’s how to enable the “unsend” feature in Gmail and use it to your advantage.

Recall an email with Undo Send

If you decide you don’t want to send an email, you have a short time after to cancel it. Right after you send a message, you can retract it:

  1. In the bottom left, you’ll see “Message sent” and the option to “Undo” or “View message”.
  2. Click Undo.

Choose an amount of time to recall a message

  1. On your computer, go to Gmail.
  2. In the top right, click Settings Settingsand then Settings.
  3. Next to “Undo Send,” select a Send cancellation period of 5, 10, 20, or 30 seconds.

Accessing Your E-Mails Whilst Offline

Another excellent and very useful feature offered by Gmail is the ability to access your emails even when you are not connected to the internet. To find out how, please check out the video below:

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 |2019-10-21T12:54:34+00:00March 22nd, 2019|Uncategorized|Comments Off on How To Recall An Sent E-Mail Through Gmail

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:

Action Result
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 |2019-10-21T12:54:35+00:00March 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 |2019-10-21T12:54:49+00:00November 19th, 2018|E-Mails|Comments Off on Can’t Send or Receive E-Mails on Your iPhone or iPad? Try This.