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More About Managing Your Email

Here are several short tips on how to use the cleverness of Microsoft Outlook to deliver and manage information to your email recipients with minimal effort.

To append your signature and pertinent information to every outgoing email . . .

  1. Open Microsoft Outlook
  2. Click on Tools, Options, Mail Format
  3. Go to Signature
  4. Click on Signature picker
  5. Click on New
  6. Follow directions to create your signature
  7. Click OK
  8. In the signature default box, click on the down arrow and select the new signature
  9. Uncheck the box that reads “Don’t use when replying or forwarding
  10. Click OK

The email sent from the computer you have just used for the steps above will show your appended signature. If you email from different computers you will have to go through the above procedure for each computer.

To be selective, change, or omit your signature on replies or new emails . . .

  1. Follow steps 1 - 10 to create your signatures. You can create as many as you like.
  2. Check the box that reads “Don’t use when replying or forwarding.”
  3. When adding your signature to a reply/new email:
  4. Click on New or Reply
  5. Click on Insert, Signature
  6. Select the one you wish to use
  7. Click OK

To let others know when you are away from your desk for an extended period of time...

  1. Open Microsoft Outlook
  2. Click on Tools, Out of Office Assistant
  3. Click on the box “ I am currently Out of the Office"
  4. Type in a message
  5. Click OK