Archive for the ‘outlook’ tag

How to find your email signature folder in Outlook

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…and how to edit it

If you use Outlook to send and receive emails, you’re probably also using the ’email signature’ facility that allows you to create a custom bit of text and images that appears at the end of the emails you write.

The problem is, the in-built email signature editor in Outlook is very basic! If you want to create something a bit more complex, sometimes the only option is to do it manually.

Each email signature is made up of three files – signature.rft, signature.html, and signature.txt. These are three different versions of the same signature but used for different types of emails, for example, plain text or rich text. (Note: where I’ve used the word ‘signature’ in the file names in this paragraph, for your email signature, it will be whatever you have named it e.g. ‘My Email Sig.txt’)

Together with these three files there is usually also a directory (aka folder) which contains the corresponding images.

If you can find these files, edit them manually, and save them as they are, you’ll be able to do a lot more in terms of layout and functionality than if you’re just editing these through the Outlook email signature editor.

Firstly, create the files (the signatures folder is created when the first email signature is saved):

  1. Open Outlook, click the ‘tools’ option from the top row of options, then click ‘options’ from the drop-down menu
  2. From the ‘Options’ dialogue box that pops up, click the ‘mail format’ tab then click ‘signatures’
  3. from within the ‘Signatures and stationery’ dialogue box, click ‘new’, give it a name, then press OK then save.
from within the 'Signatures and stationery' dialogue box, click 'new', give it a name, then press OK then save.

from within the ‘Signatures and stationery’ dialogue box, click ‘new’, give it a name, then press OK then save.

Now to edit the files:
To find these files we’ve just created:

  1. Go to file explorer – either press ‘Windows key’ + E or go to my computer
  2. Type ‘%APPDATA%’ (without the quotes) into the address bar at the top and press enter or from My Computer navigate from C: to ‘Users’, ‘Your user name’, ‘appdata’
  3. from ‘appdata’ click on ‘Microsoft’ then ‘signatures’ (please note this folder won’t exists until you’ve created your first email signature through Outlook)
Open the file explorer, and type '%APPDATA%' (without the quotes) into the address bar at the top then press enter

Open the file explorer, and type ‘%APPDATA%’ (without the quotes) into the address bar at the top then press enter

Go to file explorer - either press 'Windows key' + E or go to my computer

Go to file explorer – either press ‘Windows key’ + E or go to my computer

  • The text file can be easily edited using Notepad or similar. This is the signature that is included when the mail format is ‘plain text’ meaning you can’t have any pictures included and you have limited control over formatting and fonts.
  • The HTML file can be edited using Notepad if you know HTML, or alternatively, you may need a visual HTML editor to make changes.
  • The RTF file can be edited using MS Word or similar. The RTF anf HTML files are included when you send your email in rich text format
  • Don’t forget to stick to the hyperlink format and include any images you include in the respective folder within the signatures folder

Written by Chris

December 9th, 2013 at 5:27 pm

How do I change my Outlook email account to use SSL?

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SSL is an encryption method for sending emails and will help avoid the emails you send being seen by unintended recipients.

It stands for Secure Socket Layer and this quick tutorial will show you how to configure Outlook to send using the SSL method.

The example below uses Outlook 2007, however, this will still apply to similar version of this email client.

Remember, making changes to your Outlook settings may result in you not being able to collect or send email any more so if you’re not 100% sure what you’re doing, please get help from an expert

1. Open Outlook

2. Select ‘Tools’ then ‘Account settings’

Select 'Tools' then 'Account settings'

Select ‘Tools’ then ‘Account settings’

3. Highlight the email account you need to change and press the ‘change’ button

Highlight the email account you need to change and press the 'change' button

Highlight the email account you need to change and press the ‘change’ button

4. Select ‘more settings’

Select 'more settings'

Select ‘more settings’

5. From the ‘Internet email settings’ dialogue box, select the ‘advanced’ tab

From the 'Internet email settings' dialogue box, select the 'advanced' tab

From the ‘Internet email settings’ dialogue box, select the ‘advanced’ tab

6. Tick the box that says ”the server requires an encrypted connection’

 Tick the box that says ''the server requires an encrypted connection'

Tick the box that says ”the server requires an encrypted connection’

7. Choose your required type of encryption from the drop-down box

Choose your required type of encryption from the drop-down box

Choose your required type of encryption from the drop-down box

8. Click ‘OK’ then ‘next’ on the ‘Internet email settings’ page, then ‘finish’

9. If your email account is not able to send emails, follow the steps 1 to 5 again then try changing your incoming port to 995 and your Outgoing port to 587, then step 8. If this doesn’t work you can follow steps 1 to 5 then select ‘restore defaults’, then step 8

If your email account is not able to send emails, follow the steps 1 to 5 again then try changing your incoming port to 995 and your Outgoing port to 587, then step 8. If this doesn't work you can follow steps 1 to 5 then select 'restore defaults', then step 8

If your email account is not able to send emails, follow the steps 1 to 5 again then try changing your incoming port to 995 and your Outgoing port to 587, then step 8. If this doesn’t work you can follow steps 1 to 5 then select ‘restore defaults’, then step 8

Written by Chris

March 11th, 2013 at 10:50 am

Posted in Email,Tutorial

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How to take a screen capture and send it by email

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This tutorial is about taking a shot of your computer screen and sending it – very useful when asking for technical support by email. This assumes you are using a PC and a local email client such as Outlook.

  1. Get whatever it is you’d like to get a screen capture of up on your screen
  2. Press the ‘PRTSC’ button. This is short for ‘Print Screen’ and will take a snapshot of your computer screen before sending it. Note: if you’re sending a screen capture of a website, you can press F11 to go full screen before taking the capture (press F11 again to exit full screen mode)

    PRTSC - press to take a screen capture

    PRTSC – press to take a screen capture

  3. Open your email client and open a new email
  4. With the cursor in the body of the email at the appropriate place, press and hold ‘CTRL’ then press ‘v’ once. This will paste the screen capture from your clipboard into the email.

    Insert screen capture into your email

    Insert screen capture into your email

Written by Chris

December 20th, 2012 at 10:28 am

How to use Gmail as your SMTP server using Outlook

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This tutorial will show you how to use your free Gmail SMTP server to send emails from your personal email accounts using Outlook (this example uses Outlook 2007 but still applies in principle to the other versions of Outlook and other local email clients)

This has been prompted by the news that many Virginmedia customers have recently been informed that they will no longer be able to use their Virginmedia SMTP address to send emails other than from their Virginmedia email address. This tutorial will show you how to use your Gmail SMTP address instead


Step 1.

Open Outlook and select ‘tools’ (from the top menu) then select ‘account settings’

Open Outlook and select 'tools' (from the top menu) then select 'account settings'

Open Outlook and select ‘tools’ (from the top menu) then select ‘account settings’

Step 2.

Highlight the account you would like to modify then press ‘change’

Highlight the account you would like to modify then press 'change'

Highlight the account you would like to modify then press ‘change’

Step 3.

From the ‘internet email settings’ page, select ‘more settings’

From the 'internet email settings' page, select 'more settings'

From the ‘internet email settings’ page, select ‘more settings’

Step 4.

Fill in the information in the three boxes on the ‘general’ tab (the name you’d like to call this account can be anything, you can leave organisation blank and the reply-to addrsess is the address you’d like people to reply to)

Fill in the information in the three boxes on the 'general' tab

Fill in the information in the three boxes on the ‘general’ tab

Step 5.

On the outgoing server tab, fill in the following

  1. tick the box that says ‘my outgoing server requires authentication’,
  2. tick the ‘log on using…’ option
  3. in the ‘user name’ box, type in your full Gmail email address
  4. in the password box, type in your Gmail password (the same one you’d use to log into your Gmail account)
  5. un-tick the ‘require secure password authentication’ and ‘log into mail server before…’ options
On the outgoing server tab, fill in the following

On the outgoing server tab, fill in the following

Step 6.

No need to change anything on the ‘connections’ tab

Fill in the following on the ‘advanced’ tab

  1. change ‘incoming server (POP3)’ to 995
  2. tick the box ‘the server requires an encrypted connection (SSL)’
  3. change ‘outgoing server’ to 587
  4. from the drop-down options, change the ‘use the following type of encrypted connection’ to TLS
  5. leave ‘server timeouts’ as is
  6. un-tick the ‘leave copies of the messages on the server’ (…which will download the actual email to your computer as opposed to just a copy – this helps avoid duplication)
  7. tick ‘OK’ to take you back to the ‘internet e-mail settings’ page
Fill in the following on the 'advanced' tab

Fill in the following on the ‘advanced’ tab

Step 7.

Back on the ‘internet e-mail settings’ page, click next to save the changes

Back on the 'internet e-mail settings' page, click next to save the changes

Back on the ‘internet e-mail settings’ page, click next to save the changes

 

 

 

 

Written by Chris

May 1st, 2012 at 10:55 am

Outlook 2007 – adding SMTP authentication

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When using a laptop or mobile device, you’re potentially going to be sending emails over many different internet networks. In order to make sure that only the allowed users are using a particular SMTP to send email, they commonly require a user-name and password to log into the SMTP server every time an email is sent. This is not something you’d normally notice as your computer should do this automatically in the background, however, if that authentication fails, you’ll not be able to send emails

If your outgoing email server on Outlook 2007  requires authentication, use the following steps to add the user-name and password:

  1. Open Outlook
  2. Click the ‘tools’ tab from the top menu then click ‘account settings’
  3. Highlight the account you’d like to edit then select ‘change’
  4. On the internet e-mail settings page click ‘more settings’

    On the internet e-mail settings page click ‘more settings’

    On the internet e-mail settings page click ‘more settings’

  5. On the new window, click the ‘outgoing server’ tab

    On the new window, click the ‘outgoing server’ tab

    On the new window, click the ‘outgoing server’ tab

  6. Change the following settings:
    1. Tick the box ‘my outgoing server requires authentication’
    2. Tick the ‘log on using’ button
    3. Type in your normal username and password
    4. Tick the ‘remember password’ button
  7. Click ‘OK’ which will take you back to the main ‘email settings’ page
  8. Click ‘next’
  9. Click ‘finish’

Written by Chris

March 21st, 2011 at 1:10 pm

Posted in Tutorial

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553 sorry, that address is not in my list of allowed recipients email problem

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553 sorry, that address is not in my list of allowed recipients email problem

if you’re regularly getting emails bounced back to you with the error ‘553 sorry, that address is not in my list of allowed recipients’ this might help.

In our experience, the problem is usually down to a BT issue not allowing emails to be delivered.

If you’re using a BT internet connection and Outlook to send your mail, try this (click on the image for larger version):

Fix the 'address not on my list of allowed recipients' problem using Outlook

Fix the 'address not on my list of allowed recipients' problem using Outlook

Written by Chris

March 18th, 2011 at 9:42 am

Posted in Email,Tutorial

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How to create an outlook email template

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How to create an outlook email template

If you use Outlook and often have to write similar emails, Instead of re-writing them every time it might be a better idea to create a template.

This is very simple to do and might save you a lot of time! Here’s how to do it:

  1. Write your email as normal including subject and content
  2. Click the Outlook button and choose ‘save as’
  3. Click the Outlook button

    Click the Outlook button

  4. When the save dialogue box appears, save the message on your computer.
  5. Choose 'save as' from the drop down menu

    Choose 'save as' from the drop down menu

Now, when you want to use your template, just double click the saved email and you can use as many times as you like

Written by Chris

February 25th, 2011 at 11:10 am

Posted in Tutorial

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