Microsoft Outlook 2016: Adjustments to Messages

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Click here for the brochure.

 

Adjustments to Messages

Flag a Message as To-Do

Option 1Right click and select follow up

  1. Right click the message
  2. select Follow Up

 

 

 

Option 2Click the Flag icon

  • Click the Flag Icon

 

 

 

Categorize Message by Colour

Option 1click the categorize button

  1. Click the message
  2. Click the  Categorize button

 

 

 

Option 2right click and select categorize

  1. Right click on the Message
  2. Select Follow-up
  3. Choose an option listed

 

 

Recall a Messagesend receive, open the message, recall this message

  1. Open Sent Items
  2. Double click the message
  3. Click Actions button
  4. Select Recall This Message
  5. Follow the prompts
    • Delete unread copies of this message
    • Delete unread copies of this message and replace the message with a new one

 

Create a Signature

  1. Click the File tabCreate a signature
  2. Click the Options tab
    • Options also allow changes to:
    • Calendar
    • People
    • Tasks
    • Search
    • Languages
    • Advanced
    • etc.
  3. Click MailClick Mail, Click Signature
  4. Click Signatures

    • You can:
    • View Signatures
    • Change signature options
    • Update Fonts
    • Update Sizing
    • Change Stationery
    • Select Signatures for New Messages
    • Select Signatures for Replies/forwards
  5. Click NewClick New, Type a name, Click OK

    1. Type a name for it
    2. Click OK
  6. Select an Email account
  7. Specify New Messages
  8. Specify Replies/forwards
  9. Fill in the box below with Signature information

 

 

Create a Niagara College Signature

  • Branded Electronic Signature Instructions
  1. Open Outlook 2013.
  2. In the top left corner, click the “File” button.
  3. In the toolbar on the left, click “Options”.
  4. In Outlook Options, click “Mail”.
  5. Click the “Signatures” button.
  6. Click the “New” button.
  7. Give your signature a name, then press OK.
  8. You will now choose what type of signature that you’d like to use.
    For a coloured version. Follow the instructions in the PDF

    • Phone and email:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      email name@niagaracollege.ca

      Phone, email and website:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      email name@niagaracollege.ca
      website www.website.com

      Phone, cell, email and website:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      cell 905-735-2211
      email name@niagaracollege.ca
      website www.website.com

      Phone, fax and email:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      fax 905-735-2211
      email name@niagaracollege.ca

      Phone, cell, fax, email and website:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      cell 905-735-2211 x 7317
      fax 905-735-2211
      email name@niagaracollege.ca
      website www.website.com

      Phone, fax, email and website:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      fax 905-735-2211
      email name@niagaracollege.ca
      website www.website.com
  9. Highlight the desired signature
  10. Hit CTRL + C or Right Click – Copy.
  11. Open Outlook 2013 again. It should have the “Signatures and Stationary” window open with the blank signature that you created in step 7.
  12. Right-click inside the “Edit signature” box and choose Paste Options: Keep Source Formatting.
  13. We will now edit the template signature to add your information.
  14. Click and drag to highlight “Firstname Lastname” and then type in your name.
    You must highlight and then type – do not hit backspace or delete to remove the text that is there.
  15. Repeat this process for “Position Title”.
    Your “Position Title” may drop to a second line. Don’t worry, this won’t show up in the final version.
  16. Repeat this process for “Department Name”, “phone” and “cell” and other fields, if applicable.
  17. To change your email, click and drag to highlight the sample email address, and then click the Hyperlink button.
    1.  Change “Text to display:” to your email address.
    2. Change “Email address:” to your email address. (Do not remove “mailto:”)
    3. Once complete, click “OK” .
  18. If you are adding your website URL, click and drag to highlight www.website.com and then click the Hyperlink button.
    • If you are not adding your website URL, skip steps 19 and 20.
    1. Change “Text to display” to the website URL, without http://.
    2. Change “Address:” to the website URL, with http://.
    3. Click “OK”.
  19. You may select whether or not your signature is automatically added to new messages, and/or to replies and forwards.
  20. Click “OK” to exit the “Signatures and Stationary” window.
  21. Click “OK” to exit the “Outlook Options” window.
  22. Your signature is now available for use. To add it manually, select it from the “Signatures” dropdown menu when composing or replying to an email.

 

Frequently Asked Questions

Q. Can I add another line to the signature or change the logo?

A. No. Please do not alter the signature or change the logo. As Marketing does not have the capacity to create and support College-wide custom signature requests, we ask that you use this signature as-is.

Q. I am having trouble following these instructions. Who should I contact for help?

A. Please contact the ITS Help Desk at extension 7642.

Q. Can I change the colours?

A. Please do not alter the colours. The logo has been created to reflect Niagara College branding standards.

Q. I created my own signature. Can I use that instead?

A. We would prefer that this signature is used. A common signature will help outside email recipients easily identify the signature as originating from Niagara College.

 

Click here for the Digital Signature Instructions

 

Create a Business Card SignatureCreate a Contact of yourself for a business card signature

  1. Create a Contact for yourself
    1. Press Contacts in the navigation options
    2. Click New Contacbutton
    3. Fill in the information that is needed
    4. Preview the card on the left
  2. Click Business Card button
  3. Select the contact you madeadd a business card signature
  4. Review the Signature
  5. Assign it to either or both Options

 

 

Click here for the brochure.