Microsoft Outlook: Email Signatures, Automatic Replies and Resource Scheduler

This e-learning module will cover the following components in Microsoft Outlook: email signatures , automatic replies, and Resource Scheduler. You may choose to access a section individually or start with email signatures. Each section has a demonstration video, as well as screenshot images. At the end of each section there will be assessment questions and a survey.

Upon completion of this module you should be able to:

1. Open Microsoft Outlook

2. Create and edit an email signature

3. Create and edit an automatic reply

4. Use Resource Scheduler

5. Download logos from the Brand Center

Email Signatures

How to open Microsoft Outlook

To open Microsoft Outlook

Click on the Microsoft Outlook icon in the taskbar menu.

Brand Center

Downloading an alternative Logo for your email signature.

To download a logo for your email signature you will follow the step below. 

1. Log on to NMI

You will use the same username and password as you do to log onto your work computer.

2. Click on Brand Center

The Brand Center can be found under Top Apps and in Administrative & Finance.

3. Click on Logo Downloads

To access the logos click on Logo Downloads.

4. Click on Master Brand - alternate version

Click on the logo to access the downloads. You may also choose to download the alternate version, if you wish. Please note the preferred version is what is on the template.

5. Click on CMYK JPG

For email signatures the version that works best is CMYK JPG, please use this version for your email signature.

6. Save As

Save the logo to your Pictures folder.

Logo Download Demo

Logo Download Demo

This video shows you how to download and save a logo for your email signature.

Once you have logged onto NMI, where can you find the Brand Center?

  • Under Applications ( Education & References)
  • Under Applications (Safety & Risk)
  • Under Applications ( Top Apps and Administrative & Finance)
  • Under Applications (West Region Administrative)

Signatures

You will create a signature by going under File, then Options, Mail and into Signatures. Once you are in Signatures you will create and edit a new signature. The images below are screenshots to guide you through this process.

1. Click on New Email

2. Click on Signature, then Signatures...


5. Click on New

6. Name your Signature

After naming your signature, click OK


7. Copy template and paste into Edit signature box


8. Personalize your email signature

Guidelines: All words should be spelled out (i.e. North, Suite, Department, Illinois, Street, Court, Avenue, Road, Boulevard). Please note that cell phone, pager and fax numbers are optional. Do not add "www" to website URL address.

9. Choose your default signature

(This step is optional)  

If you would like your signature to automatically populate on new messages and/or relies/forwards, you may choose it from the drop down menu.


10. Insert signature on emails

(This last step is optional)

If you would like to insert your signature on a per email basis, you may select it from the Signature drop down in new/reply/forward messages. 

Where do you create or edit an email signature?

  • File, Options, Mail, Signatures
  • File, Options, Signatures
  • Account Settings, Options, Signatures
  • Account Settings, Mail, Signatures

Email Signature Demo

Email Signature Demo

This video shows how to create an email signature in Microsoft Outlook 2010 and 2013 versions. 

Now that you have reviewed the Email Signatures section, do you feel confident about creating your own signature?

  • Yes
  • No

Learner Assessment Activity

Email Signature Activity

For this activity you will create an email signature and send it to:

Hazel Koch at the email address below. 

[email protected]

Should you have any questions regarding email signatures, please include those questions in the email with your signature. You will receive a response to your questions from Hazel.

Automatic Replies

How to open Microsoft Outlook

To open Microsoft Outlook

Click on the Microsoft Outlook icon in the taskbar menu.

Automatic Replies

Automatic Replies

This section of the module will cover creating and setting up automatic replies. 

1. Select File then Automatic Replies

2. Create and set up automatic reply 

Optional fields are setting a time range and setting an automatic reply for emails that come from outside the organization.

Example 1

This is an example for an automatic reply that will go to anyone who sends you an email from within the organization.

Example 2

This is an example for an automatic reply that will go out to anyone outside the organization.

Your away message must be the same for both inside/outside the organization.

  • True
  • False

Automatic Replies Demo

Automatic Reply Demo

This video shows you the steps to create an automatic reply. Keep in mind, when setting an automatic reply there are several options you may or may not want to select.

Now that you have reviewed the Automatic Replies section, do you feel confident about creating your own automatic reply?

  • Yes
  • No

Learner Assessment Activity

Automatic Reply Activity

For this activity you will create an automatic reply (set to start immediately) and send an email to:

Hazel Koch

[email protected]

Should you have any questions regarding automatic replies, please include those questions in the email you send. You will receive an email back from Hazel with answers to your questions and feedback on your automatic reply.

Resource Scheduler

How to open Microsoft Outlook

To open Microsoft Outlook

Click on the Microsoft Outlook icon in the taskbar menu.

Resource Scheduler

Using Resource Scheduler

This section of the module will cover using Resource Scheduler, an add-on in Microsoft Outlook that allows you to select a location and resources for a meeting invite.

1. Select New Meeting in the Calendar tab 

2. Fill in information and Select Resource Scheduler

Fill in To, Subject, Start and End times before Selecting Resource Scheduler to choose a location.

3. Select Scope

From the drop down menu select your scope, such as All Locations or an individual location.

4. Narrow down your scope 

After selecting Scope you will narrow it down further by selecting a group. 

5. Select Resource Type

From the drop down menu select a resource, if applicable to your meeting.

6. Optional fields

If you would like to fill in capacity and check the Only Available box, do so now before hitting the Search button.

7. Select a room

After hitting the Search button you will select a room for your meeting invite and hit the Save button.

8. You will see the room you selected populate in the Location field

9. Go back to the Meeting Invite

To go back to the meeting invite, select the Appointment icon. 

10. Final Check

The last step before sending the meeting invitation is to verify all information is correct. Once you have done that you can hit the Send.

What search options are optional to select before searching for a location?

  • Scope and Resource Type
  • Capacity and Only Available
  • All above
  • None

Resource Scheduler Demo

Resource Scheduler Demo

This video provides a demonstration on using Resource Scheduler, as well as inserting an email signature and changing the logo in the email signature.

Now that you have reviewed the Resource Scheduler section, do you feel confident about using Resource Scheduler?

  • Yes
  • No

Learner Assessment Activity

Resource Scheduler Activity

For this activity you will create a meeting invite with the following information:

TO: Hazel Koch ([email protected])

Subject: Resource Scheduler Assessment Activity

Start Time and End Time: Make up your own

Location: Choose a location using Resource Scheduler