ACADEMIC TECHNOLOGY SUPPORT

Transcription

1 ACADEMIC TECHNOLOGY SUPPORT Outlook: MS Outlook

2 Table of Contents: Microsoft Outlook Introduction The Outlook Ribbon... 1 MS Outlook Backstage Account Settings... Error! Bookmark not defined. Delegates... 1 Downloading the Global Address List... 2 Setting Up Phone Sync... 3 Automatic Replies (Out of Office)... 3 Mailbox Cleanup... 4 Using the Navigation Bar... 5 Choosing Your View... 6 Task Ribbon and Tabs... 8 Tracking Assigned Tasks... 9 Customizing the Tasks Lists Displaying Messages... 14

3 Sending and Receiving Messages AutoArchive Settings Viewing Tab Customizing the Quick Access Toolbar The Message Recalling Messages Scheduling Appointments and Meetings Keeping Appointments Private Creating Signatures in BackStage Formatting Signatures Inserting an Image (optional) Thinking Outside of the Box... 20

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5 Microsoft Outlook Introduction 2013 Overview MS Outlook is an Communication, Collaboration, Event Scheduling tool by Microsoft. One of the most important functions of Outlook is the ability to create Appointments and send Messages to individuals and groups at the click of a mouse. Participants can monitor, follow and respond by submitting material for one or many. The Outlook Ribbon Open Outlook. If you have never opened Outlook before, go to All Programs on the computer and locate the Microsoft Office folder. Inside the Microsoft Office folder resides Microsoft Outlook. This session s focus is Microsoft Office Outlook Look for the Tabs found horizontally across the Outlook Open window. As with the other Microsoft Office programs we have a File Tab which leads us to Microsoft Backstage. Outlook Home, Send/Receive, Folder, View, Add-Ins, and Adobe PDF are usually the default tabs. A brief overview of MS Outlook Tabs is as follows: File (Backstage) Save and Save As Save as Adobe PDF Save Calendar Info Account Settings Automatic Replies Mailbox Cleanup Rules and Alerts Open Calendar Outlook Data File Import Other Users Folder Print Help Options Delegates A delegate can send, receive, and schedule as if he or she were you. Only a supervisor, close partner or an executive aide would have delegate permission. Other folks who need permission to view or add to your calendar can be given permissions on various levels. Some may need permission to view, while others need to be able to add and remove appointments. Permissions can be modified at any time. Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 1

6 Downloading the Global Address List If you have created a new Distribution List or if new members have been added to the Global address list and you want to see them immediately without having to close and or refresh Outlook, you may use this option. This will not download the Global Address list to your personal computer. 2

7 Setting Up Phone Sync If users have a compatible phone, such as iphone, Android, or Blackberry, contact OIT or ATS ( for assistance in setting up these phones so they will sync with Outlook Exchange. If you own another type of cell phone you can have truncated messages sent to your cell phone in the form of a text message. Charges for text messages will apply. Automatic Replies (Out of Office) Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 3

8 Owner can set up an Automatic Reply to respond to send s messages. Two responses can be created; one for those attempts to communicate from within the ETSU Network and another for those who attempt to communicate from Outside the ETSU Organization. The replies can be modified and applied to designated times and dates. In addition to the response, an Owner may create a Rule. The Rule(s) can send, move, delete, copy or forward messages as you direct while you are out of the office. Mailbox Cleanup Folks on the ETSU Exchange Server are allowed 500 MB of storage space. If you receive a message saying your mailbox is full, that means you have gone over the maximum storage allotment. Mailbox Cleanup will help identify items to move or delete. The first button shows size of files on local machine (your computer hard drive) and size of files on the ETSU server. Reducing the size of files on the ETSU Server will enable Outlook to accept and send messages again. One way to reduce the file size is to find all items older than 90 days or more. Once it displays those files, you can decide what to do with them. Next, it could be that someone has sent you a large attachment and it is taking up too much space. Use the Find items larger than.to pinpoint those items. AutoArchive can move old items to the archive file, which is on your hard drive. Selecting the AutoArchive button does it. It moves files according to the AutoArchive setting that has been created or uses the default setting. To see the AutoArchive settings go to Backstage and Options>Advanced>AutoArchive. 4

9 Modify the settings to your liking or Go to the Folder Tab and select AutoArchive. Both paths will take you to the same area. IF, you are going to use AutoArchive, take time to look for the archived messages, and see where they will be stored. It is very difficult to find those messages should you need to move or export them. You may create a folder anywhere on your computer to store the AutoArchive files. Go to Browse on Move Old Items to assign that folder as the storage area for archived files. Another method, one which I prefer, is to create Personal Folders and manually move files as needed. To create a Personal Folder go to Backstage> Account Settings> New Data Folder> a New Outlook Data file. This will appear in the list of Outlook Folders. The name can be changed from Outlook Data file to My Folders or My Personal Folders. Using the Navigation Bar It is helpful to reduce the size of the Navigation Pane when working in Outlook. Using the tiny >, the Navigation Pane can be expanded. Selecting the < the navigation pane can be reduced. The same process Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 5

10 works for the To Do List on the right side of the message screen. At the bottom of the Navigation Bar see the drop down triangle. Use this to add or reduce the number of items showing in the Navigation Bar. Look for and hover the mouse pointer over the area between files and folders. See the pointer change. It will look something like this image. The owner can drag so items display as desired. To the right side of the Outlook window see the To Do Pane, Calendar notifications and Task information. This is a Display of the To Do Items, Tasks, Calendar and Follow-up items. Its purpose is to help keep all arranged in a useful display. Depending on your sense of style you have the ability to collapse and expand the Navigation Pane and the To-Do Bar. Adding Tasks to the To Do Bar Go to Tasks View. 1. Select Tasks in the lower left corner of the Outlook Window. OR 2. Select Go in the Menu Bar and choose Tasks OR 3. Use Keystrokes Ctrl+4 The default Task View is divided into two areas. The navigation links are located by default on the left side. The Tasks details: To-Do List, Due Date, Start Date, Reminders, Categories and Red Flag are located in the main window section. Choosing Your View You have a wide variety of ways to display Tasks. To modify the way you arrange the Task window go to the View Option in the Main Menu Bar. Open View on the Ribbon and Select Current View. You may modify or change any of the following Task Views: Simple List Detailed List Active Tasks Next Seven Days Overdue Tasks 6

11 By Category Assignment By Person Responsible Completed Tasks Task Timeline Server Tasks To-Do List Deleting a Task will delete the associated . The same will happen if you delete the associated message. It will remove the Task or Follow up associated with it. If a category is being assigned to all of your s or your calendar events, the Task View can be arranged using Category to filter the data. Reading Pane It is helpful to use the Reading Pane. In the image below, the view shows an overdue Task because it is in red. At a glance the Reading Pane shows what Task is overdue. You have an All Task items heading with a drop-down; here you can select the resources included in your Tasks. Just below the All Task Items bar is a section labeled My Tasks. The My Tasks drop down contains the To- Do List and the Tasks icon. Go to File and select New. You will see, and have an opportunity to pick any command. We are going to pick New Task. Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 7

12 Notice the Fields Available: Subject Start Date Due Date Status Priority %Complete Reminders Owner Notes Task Ribbon and Tabs The Task tab contains five groups of commands. The groups consist of Actions, Show, Manage Task, Options, and Proofing. Inside each group are commands. The Action group includes the standard save, close, and delete. The show group has the Tasks and the Detail controls. The Manage Task grouping relates to who the Task is assigned. It also allows for quick updates and reports being generated for sending to other participating parties. Next we have the Options Task group. Here you can set the Tasks to recur, add a categorized color label, follow up flag and mark it private. Then, last is the Proofing option for spell checking and so forth. Creating a New Task There are several ways to create a new Task. Below are some of the most common: On the File selection select new Task on the drop down On the Tasks view use the New button on the Standard toolbar In any view in Outlook Ctrl+Shift+K While using most of the communication options in Outlook select New Task from the menu Add a new Task directly to the Tasks list in the main view by entering text in the field labeled Type a New Task 8

13 Add a new Task in the To-Do Bar by entering text in the field labeled, Type a New Task Also Tasks can be added in MS Office OneNote Create a Task from an . Click the message and drag it to the Tasks Button ON the Navigation Bar. The contents (minus the attachments) are added to the new task. The Task window opens and the due add, reminders and assign to someone else appears. Most anything can be dragged to the Task Button, such as contacts, calendar items, and notes. Items that have been flagged also appears on the To Do Task List but the flagged items are directly associated with the , so if the flagged item in To Do is deleted, so is the . If the task is to act independently of the , use the Drag and Drop or go to Task, open the program and create a task from there. Assigning Tasks to Others Tasks may be assigned to others. An assigned Task can issue a progress report and updates. Also, an individual may reject the Task. It can be reassigned. When a Task is sent, and it is accepted, that person becomes the owner. The person who is responsible for the Task is the owner and only that person can make changes to the Task. When the owner makes changes, prior owners are sent updates. What if someone rejects the Task? To reclaim a rejected Task assignment, open the message that contains the Task request, this is usually in the Sent Items folder. On the Task tab, click Return to Task List or reclaim the Task from the declines Task message by clicking Return to Task List. To share or assign Tasks, participants must be Outlook Exchange users. When you select the Assign Task control, Outlook adds a To Field above the subject and two check boxes. Two notification options are provided. 1) Keep the task and its updates on my task list 2) Receive status reports. Check the two checkboxes if updates and status reports are required. The individual accepting the Task becomes the owner. The owner can add changes to the Task. The current Owner can update Tasks, forward it to someone else to do, and/or mark it complete. The completed notification will go to ALL persons who have been owners of the Task Assignment. Tracking Assigned Tasks Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 9

14 There are three ways to track assigned Tasks that have been assigned to other people. Automatic Go to Tools menu, click Options Click Task Options Keep updated copies of assigned Tasks Select Send status reports when assigned Tasks are completed check box Manually view Tasks that you have assigned to others Click Tasks On the View, point to Current View, and then click Assignment Manually view the list of people who received updated copies of an assigned Task Open the assigned Task for which you want to view the list On the Details tab, view the names in the Update list box Accepting or Declining a Task Assignment Open the Task request and on the Task tab, in the Manage Task group, click Accept or Decline. You may click Edit the response before sending and type a comment or you may click Send the response now. How to Send a Status Report Open the Task and on the Task tab select Send Status Report, Reply, or Reply All. Enter the recipient name in the To: and Cc: If the Task had been assigned to you the names of folks to be updated should appear automatically. Type comments and Send. Recurrence The Recurrence pattern is familiar to most of us who have used Outlook for appointments. The one added choice to the Task Recurrence option is the Regenerate new Task. This is an addition to If I have a recurring Task, I don t want to see the same Task appearing over and over on my Task list. The Regenerate new Task replaces each old recurring Task with a new one with new due dates. 10

15 More about the To-Do Bar on the Right Navigation Bar The To-Do Bar is available in every Outlook application. Current commitments and activities are available at a glance. The To-Do Bar includes the: Date Navigator Next Appointments Task List Right click on the To-Do Bar s title bar. Modify the To-Do Bar display information. Select the menu option at the bottom of this menu. A dialog box appears. Choose whether to view the Date Navigator, Appointments, and Task List. It also gives an option to choose number of month to show and how many appointments. Customizing the Tasks Lists Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 11

16 One of the customize options is Field Chooser. Access this tool by right clicking on the column header bar at the top of the Task list. You will see something like this Drag field(s) you want to the top of the column header. Also, removing fields is just as easy. Select any column header not wanted and drag it back to the Field Chooser dialog box. Now open, create, adjust, modify and customize a Task List. View the To-Do Bar from anywhere in Outlook so you never miss an appointment. View the Task in Outlook Calendar If, the Calendar Owner wants to see the Daily Task List at the bottom of the Day Calendar View, go to Daily Task List and toggle On or Off. Click View, Daily Task List, and then click Normal, Minimized, or Off. 12

17 In Calendar, click View, point to Daily Task List, and then click Minimized or hover the mouse over the bottom edge of the Daily Calendar View. When the pointer becomes a, drag the edge to the bottom of the window. You can open the Task View to see all tasks or minimize to see the total number of tasks pending. You can add a task from this view by hovering over an empty area in the Task View and it will either say Click to Add Task or if you Click you will be given an empty area with a blinking cursor. Hover or Click in the area just under the visible Task. In this example I will click under the task called 'Convert PDF Spreadsheet'. Try adding another Task by hovering over the next clear/empty area and watch as the pointer reveals, Click to add task. Click in a blank space beneath a day column and add a new task. The task will be assigned a Start Date and you can change that. Add a Due Date if desired. Make it a Recurring Task with the frequency Daily, Weekly, Monthly or Yearly. Note that in the Task Recurrence dialog box you will see an option to make the task recur at intervals or you can select Regenerate new task. If you select Regenerate new task, you will also need to type in the amount of time between completion of the task and the date which a new task will be generated. Then, when you mark the task complete, a new task Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 13

18 will appear based on your selection. For example, let's say that a weekly activity report must be generated. It is due each Friday so the task is generated for each Thursday. Rather than continuing to see last Thursday's task with no indication it was completed, mark the task completed and Outlook will Regenerate the new task. Displaying Messages How to display a three-line AutoPreview or How to Remove the Display of a three-line AutoPreview. Outlook 2012 Current View Group contains many options for controlling how Outlook displays messages. Go to the View Tab > Current View Group and use the DropDown associated with Change View. The Outlook owner can display messages by seeing them grouped by the Last Seven Days, by Conversation, by Date, by sender, by singles and various previews. Once the display is selected or before the display is selected go to View Settings and adjust as desired. Be sure to take a look at Other Settings. Here the Column 14

19 Font, Row Font and Grid Lines are modified. ALSO, the AutoPreview is set here to allow or disallow the 3 line AutoPreview for messages. If the Reading Pane is set to off, a 3 lined reading pane is available. Sending and Receiving Messages Find the Send/Receive tab on the Ribbon. First group Commands - Send and Receive all messages in the inbox folder. The Outlook software on the local computer is in contact with the ETSU Microsoft Exchange Server. Next group is Download. If a message is taking a long time coming or going, select the Show Progress link to identify status. If it is taking a very long time the download can be cancelled. Folder Tab In the New Group, select New Folder. Give it a name, identify the contents and use the drop down to select the type of content it will hold. Identify where the folder will reside. Name the new folder. Go to New Search Folder. Use this option to find a message to, from, about in any folder in Outlook. An Outlook owner can copy a folder, move a folder and of course delete a folder. Clean up Group Mark all as Read selects all messages and treats them as read. This is helpful if the owner has several messages that were not read previously; that is being kept for follow-up, but are being somewhat annoying in the Bolded status. If Rules are not set to run automatically, all Rules may be run now. Clean up looks for redundant messages.and deletes them. The Outlook owner can place messages in a folder and delete everything in that folder with Delete All. Last in the Clean Up is a very important item. Recover Deleted Items will open a list displaying the items that have been deleted in the past and makes them available for recovery. Show in Favorites Most folks have a love/hate relationship with this option. At the top of the Navigation Pane, above the Outlook owners name is a Favorites Section. Any folder in Outlook can be added to Favorites. Drag or right click and assign Favorites Status. Now there is a copy or duplicate icon for that folder located in the Navigation Pane at the top. AutoArchive Settings AutoArchive is located in the Properties Group under the Folder Tab. All folders can be archived, or select folders can be archived. Also Archiving can take place in a folder of your choosing anywhere on the owners hard drive. If Archive is enabled, settings provide length of time and where to move them. AutoArchive Settings in the Properties Group will open the Inbox Properties dialog box. Tabs and commands are General, Home Page, AutoArchive, Permissions and Synchronization. Under General the owner can see how much space is being using on the local computer and also on the exchange server. Home Page Tab allows the owner to assign a web page as the home page for a folder. Create a folder, give it a name Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 15

20 and open the AutoArchive Setting in the Properties Group under Folder Tab. Add a web address to the dialog box. Check Show home page by default for this folder. Click or select and the web page will open inside of Outlook. Permissions for the Inbox can be set here under the Inbox Properties. Add folks on the network and adjust levels of permissions. The owner may synchronize selected off line folders by using a search/filter option here. Viewing Tab Change the View in Manage All Views found under the Change View Command. Views for folder Inbox are seen. Select any of the views and click Modify. A description is available showing the owner what is used for columns, how it is grouped, sorted, Filtered (or not), and other settings such as the font and conditions that might be applied. Modify a preset setting or create your own from scratch. Selecting Conversations under the View Tab puts all conversations or threads of a conversation in a grouping. As long as the participants continue to use the original message and or reply to a message it will be arranged together making it easier to follow the conversation flow. Arranging the organization structure of messages puts them in a date order, to whom order, from whom or by categories. In addition to that order the grouped messages can be in A-Z or Collapsed format. Layout options under View include display options for the Navigation Pane, Reading Pane, To-Do Bar and People Pane. The People Pane is somewhat new. It includes a Social Connector. See information about the individual who sent the message and the messages associated with that individual or individuals and if desired, connect with friends on Facebook and LinkedIn. Last group under the View tab includes an option to open Reminders pending, Open a message and associated messages in a new or select to close all items. Home Tab groups and commands control most of the creation of items in Outlook. In the New Group find New but also New Items which will open any of the items in Outlook by using the tiny drop down. Next in the Delete group you have some interesting options. One is Ignore. If you are involved in some ongoing messages and really tired of participating, select Ignore. All future messages in the conversation will be placed in the delete folder. Clean Up looks for redundant messages and removes them and lastly the Junk labels the message as junk. Future messages are flagged for moving to the Junk folder. Response commands are found in the Respond group. A recipient can Reply, Reply All, Forward, Invite to a meeting and or Forward as an attachment. Customizing the Quick Access Toolbar Go to the File Tab. The options that appear under the File Tab are BackStage. In BackStage go to Options. Select Quick Access Toolbar. On the left side is a list of items that is available in the Quick Access Toolbar. The Quick Access Toolbar is located just above the File Tab or Just under the Ribbon on the left side. The user may move it above or below the Ribbon. The Quick Access Toolbar can be filled will commands that is used often. To add commands, select the command on the left side and use the Add>>to send it to the Toolbar. Remove items the same way by selecting them on the right and <<Remove. The Message 16

21 Select New on the Ribbon under the Home Tab. The message body appears along with a Tabbed Ribbon associated with creating messages. The Author may pick a Theme and modify that theme by changing the Color, Fonts and Effects. This selection can be found in the Themes Group on the left side of the Ribbon. The Author may Show the BCC Fields and or the From Field. Next are the Permission options that can prevent someone from forwarding the message. A seldom used Voting Button is next. To add Voting Buttons select the Use Voting Buttons. A very small message will appear above the To Field saying You have added voting buttons to this message. Receivers of the message will have the opportunity to Vote. This works nicely IF the persons receiving the message see the voting option. It is very small and most people overlook it. For this message the author can assign a Request Delivery Receipt and a Request Read Receipt. To track the vote messages the send items can be stored in a selected folder by assigning them to a folder with a Rule. Messages can be set for delivery at a later date. Select the Delay Delivery to set the delivery time. Direct Replies to someone else. The replies to the message will be sent to a different person or more than one person. The Insert Tab in the Message Window looks much like a tab on Word. Many items can be inserted in an Message. The Author is limited by the organizations size limited and security standards. In the body of an message an Author can insert Files, Calendars, Signatures, Tables, Pictures, Clip Art, Shapes, SmartArt, Charts, Screenshots, Hyperlinks, Bookmarks, Text Boxes, Quick Parts, WordArt, Date and Times, Equations, Symbols, Horizontal Lines and Objects. Therefore, an message can behave much like a Web Page. This works nicely IF all the recipients are using Word as their Editor. Format Text Tab is much like a Web Editor or Word Editor. The author can format a message using all the tools available. Keep in mind, the receiver will need to have the same fonts and styles on his or her computer or the may not look the same for them. Know the audience. If the audience has old computers with slow upload, use few graphics and common fonts. If the audience has computers equal to the one being used by the creator, then more bells and whistles may be added. Lastly, the Review Tab is available to check spelling, grammar, look up words, count words and translate. Recalling Messages A message is created and sent. Immediately, the author wants to bring it back or delete that message. The sending was a mistake. Go to the Send folder. Find the message. Open the message and go to the Message Tab > Move Group > Actions Command. Drop down the more options and select Edit Message, Recall This Message, or View in Browser. If the recipient has not opened the , Exchange will retrieve it or replace it as you direct. If the recipient has already opened and read, you will receive a message saying it could not be retrieved. Scheduling Appointments and Meetings On the Home Tab select New Items and in the Drop Down pick New Meeting or Appointment. The difference in New Appointment and New Meeting is the addition of a Room Finder and the TO field. New Appointment displays a Field for the Subject, Location and Start and End Time. If other folks are to be invited to this appointment, go to the Attendees Group under the Appointment Tab. Invite Attendees opens a TO field. The Room Finder appears on the right side and the Scheduling Assistant can be displayed by selecting the Scheduling Assistant. Insert an attendee s username or address and the Scheduling Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 17

22 Assistant will display color coded availability blocks. Blue means Busy, Diagonal Stripes means Tentative, Maroon shows Out of Office, White diagonal Stripes indicate no information available and Beige is outside of working hours. To go back to the appointment window select Appointment again. Other options available are settings related to the Responses, Reminders, Recurrence, Times Zones and Status. If the Appointment includes someone in another time zone, add their times zone information using the Time Zones icon. An additional field will appear; helping the author set the appropriate settings. Calendar owners can see two times zones if needed. Go to File Tab > Options > Calendar > Times Zones > Show a second time zone. Now it is easy to see and compare two times zones. Recurrence is full of options. When Recurrence under the Appointment Tab is selected a dialog box appears. First the appoint is shown with its begging and ending time. Next is the Recurrence Pattern. Will the appointment/meetings happen Daily, Weekly, Monthly, or Yearly? Adjust the settings to how often each Day, Week, Month or Year. For example, if a meeting is set to occur Weekly but not each Week instead each 3 weeks on Thursday. If the setting select is Monthly, you have options of the 23 rd day of each Month or the 3 rd Thursday of each month. Lastly, set the range with no end or to end by. Keeping Appointments Private Appointments and Meetings can be tagged. The Outlook Owner can categorize, mark important or private. A private appointment shows the status, whether busy, tentative or out of office but no details are available. A Delegate may be assigned to manage appointments and tasks. Go to the File Tab Account Settings and in the drop down pick Delegate Access. Delegates can send and receive meeting request and task requests. The Delegate can respond as if he or she was the owner of the Calendar. Select the Delegate and assign Permissions as wanted. As your Delegate, what can the Delegate have control of in your Outlook. Also do you want your Delegate to see your Private Appointments. If you want to share your calendar with other folks and assign permissions without giving Delegate Control go to the Folder Tab and select Folder Properties. Under the Permission tab add folks and adjust permission as needed. Permission can range from Viewing to Ownership. Creating Signatures in BackStage Select the File Tab and Options. Choose Mail and see the options available for Composing messages. Select Signatures and a dialog box opens. Two tabs are displayed. One is for the Signature and the other is for Personal Stationery. New creates a new signature, delete a signature or rename a signature. When a signature is selected, changes can be made in the text box. Select a default signature and determine which signature is to be used with New Messages and which signature is to be used for replies. Owners can also create and add a business card to a signature, an image or a hyperlink using the icon associated with the text box. The default signature will automatically appear for each new message created. If there is more than one signature to choose from, the author can use the Signature Dropdown found in the Include Group under the Message Tab. 18

23 Formatting Signatures Format the information. Block/select the information and select the font type, size, and whether it will be bold, italics, underlined. Modify the color of the font if needed and align it. Adjust the spacing. (Note: Should you have difficulty with the spacing when it appears on the messages, this is a result of various themes that can be in conflict with manual settings.) Inserting an Image (optional) Notice the little icon that represents an image. If you want to include a picture, logo, scanned signature, or other graphics you can include them by selecting the 'Insert Image' and browse till you find the image on your computer. Add a Link (optional) If you want folks to be directed to your web site, a blog, the company site or other online information you can enter the text and block it. Select the Link icon and a dialog box will appear providing a place to enter the URL. Insert Business Card (optional) Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 19

24 The business card is taken directly from your contact list. Fill out a Contact for yourself, select that Contact, and it is attached to your s. Your Business Contact will appear as an attachment and will be in the signature. Folks can select it and it so your Contact Information can be added to their contacts. Thinking Outside of the Box The User can create as many signatures as needed. If the user should find need to insert paragraphs often...a signature containing a paragraph can be created with unique name. The User can select to insert that signature in an message by going to compose an message, go to Insert and select Signature, select the Signature name of choice. This Concludes our Session. Thank you for your attention. Do not hesitate to contact me with questions. KNIGHTB@ETSU.EDU or