Create email signatures for different accounts – Microsoft Outook Email

I really love to create email signatures for my emails as it saves me from typing the same old thing over and over again.Even if you do not have a business you can still have a motto or a little message that you might want to add to the end of your incoming and outgoing emails. I usually add my website addresses, a Facebook page url, or maybe even a phone number. You can also add an image but you must keep in mind that the email recipient might only allow text emails, therefore the image will not show for them. This is not a good look so it is best to stick to a text signature.

In this tutorial I am going to show you how to add a signature to a Microsoft Outlook email, however in this case I have more than one email account so I am going to create email signatures for each email account.

Create email signatures in Microsoft Outlook 2007

1. Open your Microsoft Outlook and press on the tools menu as shown below.

2. Choose Options from the menu.

3. Now the options dialog box will appear. Go to the Mail Format tab. See the screen shot below.

4. Under the signatures heading, press the Signature button.

5. The signatures and stationery dialog box will open. Click on the new button to create a new signature.

6. Type in a name for your email signature. In the example below I have named my signature New signature.

7. Press OK.

8. Now in the screen shot below, I have two email signatures as there are two showing in the Signatures to edit box.

At this point I need to explain a few options available on this dialog box.

• Select signature to edit. This is on the left. You can select a signature name by making it blue. Then you can edit.
• Choose Default Signature. This is on the right and has three sections.
  • Email Account: where you choose which email account you want your email sig to go with.
  • New Messages: Where you choose what signature you want for your new messages.
  • Replies/forwards: Where you choose what signature you want for your replies and forwards.
• Edit Signature. This is where you can create email signatures. You can add an image or a link to a website. All you have to do is Select a signature and then go for it.

Make yourself a few new signatures by pressing on the New button and naming your signature. Then you can  simply edit them by adding text to the box below them. After you have created a signature, choose a default signature from the menu on the right and set the options below.

Why do you need to create email signatures for every different email account?

I have business email accounts and personal email accounts. When sending a personal email I do not want to bombard my friends with logos and links from my business. Therefore is it advisable to create email signatures for each email account. Have you ever heard of the saying “Don’t mix business with pleasure”?

Notes on how to create email signatures in Outlook:

• To create email signatures is easy and only has to be done once.
• When you create email signatures for each different email account shows that you are professional and can separate personal from business.

Create email signatures for each email account to segregate business from pleasure.

Computer Tips – Save A Picture From An Email You Have Received

Many people are puzzled as to how to save a picture from an email. My friend George sent me a picture in an email today hoping that I could “get it out of the email” for him. I guess he wanted to save the photo onto his computer and had a few problems. This is not the first time I have been asked to save a picture from an e-mail. He explained his problem to me.

Pictures in the body of an email??  When I right click on the photo and the menu comes up, COPY is my only choice. My endeavor is to save that pic in my pics – without any text format? Can you help me. why can’t I save a picture from an e-mail like I normally do? Do I have a problem with my computer?

No George you do not have a problem with your computer. as the picture is in the e-mail and not attached to the e-mail there is a different procedure for saving it to your computer. This process is the same as if you were wanting to save a picture from a word document. As the picture is contained in the word document you will only have the option to copy it.

See the screen shot below. I right clicked on the photo that was sent to me and my only option is to choose copy. All the other options are grayed out and I cannot choose them. If you attach a picture to an email, you could could then save it straight to your computer.

How to save a picture from an email?

This will be a short tutorial, however if you do not understand what to do you can always watch the video below. This will show you step by step how to save a picture from an email to your computer. This will apply when there is no option to save the picture.

1.  Right click on the photo and choose copy from the menu.

2.  Open the MSpaint program. Located in the Start Menu>All Programs>Accessories>Paint.

3. Go to the edit link at the top. A menu will drop down. Choose Paste. See the screen shot below.

4.  The picture will be pasted in the MS Paint window.

5. Now go to the file link at the top. Choose “save as” to choose where to save the picture.

Now you have the picture saved onto your computer. Just make sure you remember where you saved it.

How To “Whitelist” An Email Address – Save Emails From Being Sent To The Junk Folder?

A white list or safe senders list is a great way to control spam and stop it form entering your inbox. However you if you have a new email contact, sometimes you have to manually add them to your “whitelist” in order to receive their emails.

Have you ever come across a message like this?

“Please check your “Spam” or Bulk mail folders for the email. Make sure you add us to to your  “white list” or safe senders list.”

This means that people want you to add them to your whitelist so their emails will make it into your inbox.

MS Outlook – Add a new contact email to your White list?

How to add a new contact to your whitelist?

1.  Open Microsoft Outlook. Go to the Actions menu at the top. See the screen shot below.

2.  Choose Junk E-mail from the drop down menu.

3.  Another menu will pop out. Choose Junk E-mail options.

4.  The Junk E-mail options dialog box will appear.

5.  Go to the Safe Senders tab.

6.  Click on the add button to add an email contact.

See the screen shot below.

To put anybody who you email on your Outlook white list automatically:

1.  Open Microsoft Outlook. Go to the Actions menu at the top. See the screen shot below.

2.  Choose Junk E-mail from the drop down menu.

3.  Another menu will pop out. Choose Junk E-mail options.

4.  The Junk E-mail options dialog box will appear.

5.  Go to the Safe Senders tab.

6.  At the bottom there is an option to Automatically add people I email to the Safe Senders List. Put a tick in the box next to this.

Here’s how to add us to your Yahoo White list:

1.  Open your Yahoo mailbox.
2.  Click Mail Options.
3.  Click Filters.
4.  Next, click Add Filter.
5.  In the top row, labeled From Header: make sure contains is selected.
6.  Click in the text box next to that drop-down menu, and enter the address.
7.  At the bottom, where it says Move the message to: select Inbox from the menu.
8. Click the Add Filter button again.

AOL – Add a new contact email to your White list?

1.  Go to Mail Controls.
2.  Select the screen name we’re sending your e-mail to.
3.  Click Customize Mail Controls For This Screenname.

For AOL version 8.0: Select “Allow e-mail from all AOL members, e-mail addresses and domains”. Then…

1.  Click Next until the Save button shows up at the bottom
2.  Click Save.

Hotmail – Add a new contact email to your White list?

1.  Click the Options tab.
2. Under Mail Handling select Safe List.
3. In the space provided, enter the address in the From line of this e-mail
4. Click Add.
5. When you see the address you entered in the Safe List box, click OK.

Remove Saved Email Addresses From Auto Complete History List – Microsoft Outlook

Why would you want to remove saved email addresses from auto complete? How annoying is it when you start typing an email address in the TO field and auto complete adds the wrong email address in for you? It’s a nice gesture when Outlook uses it’s history correctly and actually fills in the right email address. Unfortunately when you have made previous typing mistakes, it has a memory like an elephant, and remembers all.

Question: How do I permanently delete an email address from Outlook? I change one for a contact and when I start a new email auto complete uses the old, deleted address?

It’s not that hard to get rid of these annoying mistakes or just plain old email addresses. But just remember that this is not removing your email addresses from your contacts list, just the auto complete history. If you have an old email in your contacts list as well, I suggest you remove it from there before performing this task. You should also add your important contacts to your whitelist or safe senders list in outlook.

How to Remove Saved Email Addresses from Outlook 2007 or 2003?

1.  Open Outlook and press on New.

2.  A menu will appear. Choose email message from the menu. See the screen shot below.

3.  A new message box will appear.

4.  Type the first few characters of the email address to remove saved email addresses you want to remove. I have typed the letter D as I know the address starts with D. See the screen shot below.

5.  Now press the down arrow on your keyboard to scroll through all the email addresses that start with D.

6.  Find the one you want making sure it is selected and blue.

7.  Press the delete key on your keyboard. This will remove saved email addresses you do not want.

8.  The email address will be removed.

Remove Saved Email Addresses From Auto Complete History List from Outlook 2010?

1. Open a new email message as shown above.
2. Start typing in the first few characters of the email address you want to remove.
3. Move your mouse over the email address you want to remove so it is selected. Do not click on it.
4. An icon with a X appears next to the highlighted name, click X to remove. This will remove saved email addresses from auto complete history list.

You can also delete an e-mail address from your safe senders list in Outlook.

As you can see it is not that hard to remove saved email addresses from the auto complete history list in Outlook.

How To Add A Website Domain To Your Safe Senders List? – Outlook Email

How do you add a website domain to your safe senders list in Microsoft Outlook email? In fact your are probably wondering what I mean by “domain” as well. This is all very simple. A domain is a website address and webmasters usually use this address for their email address also. For example you might receive emails from support@ebay.com or if you are signed up for my newsletter the emails would be from something@tips4pc.com. In fact if you really look forward to an email from a particular website then you should add a website domain to your safe senders list so you do not miss out on any emails.

How do you add a website domain to your safe senders list in Microsoft Outlook

1.  Open Microsoft Outlook as we are going to add a website domain to your safe senders list.

2.  Go to the Actions menu at the top.

3.  A menu will appear. Choose junk e-mail from the menu. See the screen shot below.

4.  Another menu will pop out. Choose Junk e-mail options.

5.  The Junk e-mail options will appear. Go to the Safe senders tab.

6.  Press on the Add button. See the screen shot below.

7.  Now you have a choice to add someones email address or add a domain name in.

8.  To add an email address just type the exact email in. To add a website domain to your safe senders list type @tips4pc.com.

OR

Another way to add a website domain to your safe senders list

1.  When you are viewing emails that have come in. Press on an email to select it and it will turn blue. See the screen shot below.

2.  Now go the the actions menu link at the top.

3.  Choose Junk e-mail from the menu.

4.  Then choose Add senders domain to safe senders list. See the screen shot below.

You can only add a website domain to your safe senders list like this if you have selected an email that is from the domain you want to add. So for example if you received an email from something@tips4pc.com you could select that email and continue adding it to the safe senders list as shown above.

After you have setup your “safe senders list” in Outlook see how to Only Accept Email From Your Contacts and Safe Senders In Outlook

Add A Website Domain To Your Safe Senders List? Domains you should not add:

There are some domains that are not good to add to a safe senders list.

• Domains like @yahoo.com or @gmail.com or @hotmail.com. This is obvious because billions of people have these email addresses and because they are free, most of the spam comes from them.

Notes on how to Add A Website Domain To Your Safe Senders List:

• To add a website domain to your safe senders list, you must fully trust the website you are adding.
• Do not add a website domain to your safe senders list if

Email Archive Backup is Not Just For Business

Your computer’s email archive probably holds more important information than any other program on your computer. From passwords to business documents to family photos, it is essential that you backup your email archive on a regular basis. I know that I would literally have a heart attack if I lost my important e-mail archives where all my precious information is stored.

How To Backup Your Outlook Email Archive

If you use Microsoft Exchange, you should contact your server administrator for information about backing up your email archive as there is a special procedure for server-based backups. Plus, if your server administrator makes regular backups, there’s nothing you need to do.
Users with a personal copy of Microsoft Outlook have several backup options. The easiest and cheapest way to backup your email archive is with Microsoft’s Personal Folders Backup for Outlook, a free download for all licensed copies of Outlook. Personal Folders Backup backs up your Outlook .pst files on a regular basis.

Backup Your Outlook Email Archive

1.  To download a free copy of Personal Folders Backup go to Microsoft.com and search for “Personal Folders Backup.” You can also click here.
2.  Download and run the installer, then restart Outlook.
3.  In the restarted Outlook, go to the File menu and click Backup.

4.  You can choose which .pst files to backup using the Options menu.

5.  On the Options menu, as shown below, you can also ask Outlook to remind you to backup on a schedule you set. I highly recommend that you set this option.

6. Press on the Browse button to choose a location to save your email archive backup.
7.  After you have filled in your options, press Ok.
8.  Now you will see the Outlook Personal Folders Backup dialog box. Now you can backup by pressing the Save Backup button.
You also want to make sure you backup to something besides your main drive, so the failure of your main drive doesn’t wipe out both your original and backup email archive. I would recommend you backup your computer files and email archives to an external hard drive or usb drive. 

To find your .pst file, use the following instructions:

• On Windows Vista and Windows 7, go to C:UsersYourUserAppDataLocalMicrosoftOutlook and select all of the files ending in .pst for backup in Mozy. Replace YourUser with your user name—for example, “Harding”.
• On Windows XP, go to C:Documents and SettingsYourUserLocal SettingsApplication DataMicrosoftOutlook and select all of the files ending in .pst for backup on Mozy. Replace YourUser with your user name—for example, “Harding”.

If you have any tips about how you backup your email archive and keep it safe, please add a comment below.

Send and Receive Options in Outlook 2003 and Outook 2007

Changing the send and receive options in Outlook 2003 and Outlook 2007 are very similar. The send and receive options will let you manage how your email program sends and receives your email.

This is the question I received through email:

“I have Outlook 2003 and I receive e-mails okay but I have to actually click the send/receive button before I know I have them.  I have been all over trying to find it.  Can you help me?”

To change all of the send and receive settings to your preferred options you will need to access the Outlook options. This is easy and is the same for both Outlook 2003 and Outlook 2007.

Simply press on the Tools menu at the top of the Outlook email program. Then choose Options from the menu. See the screenshot below.

When the options open you will find many choices in front of you. You must be careful what you change in here as it can sometimes stop the program from sending and receiving emails all together. There fore to be safe I only like to change one setting at a time, test how the program works, then feel safe enough to change other settings. This way I can always remember what setting needs to be changed back if there is a problem.

Below are some common send and receive options that you might want to change.

Configure Outlook to Send Immediately

Most computer users want to send their email imediately when they press the send button.

To do this in Outlook you simply:

1. Access Outlook options as shown above.
2. Click on the Mail Setup tab.
3. Under the Send/Receive sub heading make the box is ticked next to ” Send immediately when connected“. See the screenshot below.

This will make sure your email is sent as soon as you push the send button. If you do not have this checked your emial will be sent to the outbox to wait for the next send/recieve time that is scedualed.

Get Outlook to Send and Receive More Often

It is all up to you when Outlook send and receives email. If you are not happy with your current options you can simply change them to suit your needs. I personally like to set my send and receive options to automatically do its job every 30 minutes or sometimes less.

How to Change the Send/Receive Options

1. Access Outlook options as shown above.
2. Go to the Mail Setup tab.
3. Press on the Send/Receive button as shown in the screenshot below.

4. Now you will see the options for groups. All of your email accounts are placed in the All accounts group by default.

5. Under the sub heading of Sending for group “All Accounts” tick the box next to “schedule an automatic Send/Receive every“

6. Now choose a preferred number of minutes. I have 30 minutes for my options. See the screenshot below.

7. That’s it!

Now my email will be checked every 30 minutes, however I can make this less if I like but I found it became annoying.

Set Send and Receive Options for Groups

If you have only one account, the default All Accounts group is all you need. but if you want to get into more details you can create a customized group and set different options for that. For example if you only want to check a certain email account every 5 minutes and other account s every 30 minutes then you could do this be creating a new group and separating the accounts.

Either way, it is very easy to change the send and receive options in Outlook 2003 and Outlook 2007.