Using Your Email Signature
The email programs Outlook and Outlook Express will allow you to add an
email signature to the bottom of every email you send out. This is a very
simple way to increase the visibility of your web site and keep your
business name in front of people. This small tip can bring your web sites
lots of business. Outlook also has mail rules and folder sorting to help
organize your business even more.
If your email is a POP3
account of any kind you can probably receive it through Outlook. All of my
domain emails are POP accounts. MSN and AOL are not POP accounts and
cannot come thru this way. I have 5 different emails coming into my
Outlook inbox. Outlook Express comes free with all Windows Operating
Systems so is probably on your computer. Outlook (the full version) is
part of the Microsoft Office Software package.
At the bottom of this
article you will find instructions for adding your email accounts to
Outlook and for setting the mail rules and folders.
To set a email
signature file:
1.
From the Tools Menu, choose options
2.
Select Mail Format
3.
Select Signature Format
4.
Select New
Follow
the instructions to add your email signature. You can make more than one
signature to use for different e-mails. You want to have your web site
name and URL first. You can
ad a catchy slogan or phrase to get their attention. You could even use
this to advertise specials or deals you are offering.
If you are a member of
yahoo groups be sure to know what their rules are concerning signatures.
Most will allow them. Many have a limit of 10 lines so keep it short and
to the point.
This signature
automatically goes to every person you send an email to and they get your
contact info and your web site name and URL. You will gain name
recognition. You want others to associate you with your business name.
Outlook allows you to add a new email account. Here's how:
1.
From the Tools menu, choose "Accounts."
2.
Select the "Mail" tab.
3.
Click the "Add" button.
4.
From the Add menu, click "Mail."
5.
In the text box labeled Display Name, type your name and click
"Next."
6.
In the Email Address box, type your E- Mail address (be sure to
include "@domain.com") and click "Next."
7.
Under "My incoming mail server is a..." select
"POP3."
8.
Type "mail.domain.com" in the Incoming Mail Server box.
(Check with your email provider for the exact settings)
9.
Type "smtp.domain.com" in the Outgoing Mail (SMTP) Server
box. (Check with your email provider for the exact settings)
10.
Click "Next."
11.
In the Account Name box, type your Mail ID
In the Password box, type your Mail password.
12.
If you want Outlook to remember your password, check the
"Remember password" box.
13.
Click "Next."
14.
Click "Finish."
You can do this with
every POP email account you have. You can also set up folders in your in
box and set mail rules to deliver you separate email accounts to separate
folder, or to put emails with certain subjects into certain folders.
1.
From the Tools menu click “Rules Wizard”
2.
Click “New”
3.
Check “when arrives thru a specific account”
4.
Click on “specific” account
5.
Select your account
6.
Click “next”
7.
Check “move to a specific folder
8.
Click on “specific” folder
9.
Select the folder (creating the new folder if not there)
10.
Click “finish”
You can do the same
thing by selecting sort by WORD in SUBJECT LINE or AUTHOR or any other
filter you choose. I use this to automatically put all my yahoo groups’
email into their own specific folder leaving my inbox cleaner.
This article was written and copyrighted by Kay Green
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