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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 | April 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 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.

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