Three Outlook Essentials: Attachments, Signatures & AutoArchive.
January 22, 2015
Microsoft Outlook, versions 2010-2013, is a useful tool in the life of an active REALTOR®. We receive a lot of calls requesting assistance with some basic tasks. Here are the top three: open or save attachments, add a signature, set up the AutoArchive function. Let’s explore all three briefly.
OPEN OR SAVE ATTACHMENTS
Whether photos or pdf documents, when you receive attachments, you have two options: View them or save them for future use.
- To View: double-click the attachment.
- To Save: right-click the attachment, select “Save As,” select location and rename as needed.
ADD YOUR SIGNATURE
Adding and customizing your signature in Outlook is simple. Follow these steps:
- Open Outlook. Select File>Options
- On the left column select Mail, and on the right hand side, select the gray Signatures button.
- Select the New button, assign a name to your signature, and select OK.
- Edit your signature; set them to go out for New Messages or Replies/Forwards, add a logo or personal picture.
- Select OK.
SET UP AUTOARCHIVE
If you are using Outlook on a desktop computer, then you are probably using a POP account. If you are using a POP account, all your emails and attachments are stored locally on your computer within a PST file or Personal File. These quickly stack up and easily reach sizes anywhere between 2GB to 15GB+ after few years of use; although the average HDD size is 500GB+, after Outlook reaches 10GB+, it is at risk of becoming corrupt or damaged.
The easiest way to maintain your PST is by using the AutoArchive feature. This allows you to backup anything from 6-months ago into a PST-Archive relieving stress from your PST-files. Here are the steps:
First, check to see if you are using a POP Account:
- Open Outlook. From the menu bar at the top, select File>Account Settings>Account Settings
- This will open up a display box with additional information. The Type of account will indicate if it is POP or something else.
If you are using a POP account, then you can go ahead and set your emails to auto-archive.
- From the menu bar at the top, select File>Options.
- On the left column select Advanced, and on the right hand side, select the gray AutoArchive Settings button.
- Check the box next to Run AutoArchive every…
- Make your selections, then select OK.
- Your archived items will to go the bottom of the folders on the left-hand column.
We hope this quick tutorial will help you with these tasks. As always, if you have any questions, please give us a call.
Contributions to this article were made by Harry Albert, Tech Helpline team member.
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