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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
You can save time when sending email. Instead of signing every email and adding your contact information, you can use signatures to add that information automatically. You can create a signature for each of your email addresses you can even choose between several signatures with every message. To create signatures, go up to the Outlook menu in the top left corner of your screen and choose Preferences, click on the Signatures button right in the middle. You can take several approaches. You can create a signature that looks like you're signing the email message or you can insert a separator line and include a quotation or other information at the bottom.
Let's make one of each. Click on the plus sign in the lower left corner of the window, a new signature appears, and Outlook automatically signed my name. Click before my name, type in Sincerely, press Enter or Return twice, then click after my name, hit Return again, and let's put in my phone number. If you have a company and website this is a perfect place to include that information. Now double-click on the one Untitled in the left side of the window and rename this to Sincerely, so that I know what the name refers to.
Now let's make a second signature. Click the plus sign again and this time erase the name that's there and type three underlines, the key between the zero and the equal sign on your keyboard. When you hit Return those three underlines will become a full line. Now type in your favorite quotation. Let's take this a step further. Highlight your quotation and now we can use Outlook's font formatting to make it look anyway you'd like. Go up to the Format menu at the top, highlight Dont and change the typeface.
I will go down to Choose and pick one that I like, then I will close the Fonts window. You can also change the fonts, style, size, color or shading, if you like. I'll go ahead and change the color. I will double-click on the name Untitled again and give it another name that summarizes the quotation that you used. Now here's a practical use for a signature. If you constantly reply to a message with the same boilerplate text, put that text in a signature. Then you can add it to messages quickly.
I'll change the signature name and press Return to accept it. Now if you need to delete one of your signatures, simply click on it, and click on this minus symbol, you will get a confirmation message. Are you sure you want to permanently delete the selected signatures? This action cannot be undone. Click Delete and it's gone. Next, let's assign each of these signatures to one of your email addresses. Click the Default Signatures button in the lower right corner. You will see a list of your email accounts and on the right side you can assign default signatures.
Click on the arrow and then you can pick which one you would like for each account. You also have a random option that you can use specifically for your default account. Once I have everything assigned I'll click OK. Now I look at my signatures I can see that there's a checkbox to the left of each of the signatures. I'll put a checkmark in front of each signature that I want to include at random at the bottom of the emails from that default account.
So I'll turn on Boldness and Yoda. Now when I create an email account, one of those two signatures will appear at the bottom. So let's try out our new signatures. I'll close my Preferences window and go over to the left to start a new email message. My default signature now appears at the bottom. If I decide I would like to change to a different signature, highlight this signature and then come up to the right side of the toolbar to the Signatures button. When I click on it, I can choose which one I would like and then new will replace the old.
Now notice that I can also do this from the Draft menu that appears when I have an email open. Draft > Signatures, Sincerely. By making good use of signatures, you don't have to type the same information over and over again, saving yourself a lot of time.
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