How to change signatures in Outlook’07

One of the great features not often used in MS-Outlook is the ability to have multiple signatures. Irrespective which version you may have you can create these signatures (one for business; another for friends; another for family; etc) by going Tools > Options > Mail Format and clicking on the Signatures button (towards the bottom of the dialog box).

Now in MS-Outlook 2007 if you want to change from one signature to another, simply [right mouse] click in your current signature and a short cut menu will be displayed of the various signature names you have created. Simply [left mouse] click on the one you want and MS-Outlook will change it over for you. Neat!

In the previous versions (2003 etc), select the displayed signature in the new email then select Insert > Signature and select the signature that you want to use.

Five Step Plan for Writing ‘Great’ Emails

1. Consider your audience – what they know, what they want, what they need, how they’ll use it.

2. Anticipate your readers reactions

3. Plan the message with the MADE format in mind (see formula below)

4. Draft quickly your message

5. Then edit for content, layout, grammar, clarity, conciseness and style (see extra notes below)

.    

Where the MADE formula =

Message, Action, Detail (Who, What, When, Where, Why, How, How much?) , Evidence (Optional enclosure or attachment)

.

Extra Notes for Point 5:

1. Selecting the right medium to communicate

a. Know when to send an email, fax, or formal letter or report
b. Know when to phone instead of writing an email or letter
c. Understand the dangers of email – misunderstandings and major faux pas

2. Follow the rules of email etiquette to create the proper image

a. Check multiple email accounts promptly
b. Avoid using all uppercase or all lowercase
c. Never double-space your entire message
d. Highlight responses in colour to aid reading
e. Cut and paste rather than hit “Reply” on long continuing emails
f. Be wary of humour or sarcasm
g. Allow cool-off time before sending a flame or any emotional message
h. Use receipts sparingly
i. Don’t Forward sensitive messages or copyrighted articles without permission
j. If you don’t have something to say, don’t say it – not all emails deserve a response
k. Use a signature block or line
l. Limit your signature block
m. Limit emoticons or smileys

i. : ) – smile
ii. : ( – sad, anger, disappointment
iii. ; )  – winking, just joking
iv. – shocked or surprised
v. ;-}  – leer
vi. :-Q  – smoker
vii. :-@  – scream

n. Use internationally recognised dates, times and measurements when appropriate
o. Act on email promptly, or notify others that you’re unavailable
p. Don’t post “Action or Else” message if action is irreversible
q. Judge reading time to determine length, not screen space or page count
r. Use “For your Information Only” tags to help tother manager their email volume
s. When travelling, take care to verify your “Reply to” address on forwarded Responses

Outlook is more than an email system

The purpose of Outlook is to be your PA. That is, it is to assist you with your calendar, tasks, be your knowledge bank of those extra notes that don’t have a home yet, while enabling you to communicate to the world (emails).

One of my favourite tools in Outlook is the Notes area. In this area you can open as many ‘notes’ as you want. For example, this is an excellent spot to start recording who and what you are giving Christmas gifts to. Another example is, creating a note for your Xmas food shopping list. Another note for, the ideal Xmas party location. etc

Now here is the great feature of the Notes area. When you are ready to share a note with someone, simply click on the note icon in the top left corner of your note and select forward. This will insert the note into an email for you to address and send. Alternatively, drag the note into the mail section (and drop it) and you will find the note becomes part of an email.

How many emails do you receive with no subject line?

The subject line is your advertisement as to why your email should be read (in amongst the 40 others that the recipient received for the day). 

Make the subject line a summary of your message.  For example, Thursday meeting rescheduled to Friday (Not, Meeting rescheduled.)  And my biggest tip: If you want someone to do something by a certain date and time, note this in the subject line.   Help the recipient with their time management and I promise it will help you with yours