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Do you get an error when you try to open attachments in Outlook?

I had a situation last week where a customer couldn’t open .tiff attachments direct from Outlook, however if they saved the attachment first they could open it. The customer was using SBS 2003 and the attachments were inbound faxes, so we needed to fix it for them. Double clicking on the, saved, .tif file allowed them to open attachments so I knew that the File Associations were set correctly, as the .tif file opened correctly in Windows Photo Gallery.

File Associations
File Associations

You can check the File Associations in Control Panel > Default Programs > Set Associations

Why can’t I open attachments in Outlook?

When you try to open attachments in Outlook, in the background, Outlook makes a temporary copy of the file in a Secure Temp Folder, a sub-folder of the Temporary Internet Files Folder. In most cases the problem is that Outlook can’t create the temporary file. Occasionally this will be because you don’t have permissions to the temporary folder, but more often than not its because there are too many files in the folder. In this case all we need to be to enable you to open attachments from Outlook again is to delete the old files from the sub-folder.

Fix to allow you to Open Attachments in Outlook

The sub-folder name Outlook creates  in the Temporary Internet Files folder is random.

In Outlook 2007 and Outlook 2010, this folder is called Content.Outlook and then has a sub-folder which is named with with random numbers and letters. By default, you can’t simply browse to the folder to clean it out, finding the Temporary Outlook Folder can still be accomplished in  couple of simple steps though.

Find the Outlook Temporary folder

The folder location, for the Outlook Temporary Files, is stored in the registry in the following key;

Outlook 97 HKEY_CURRENT_USER\Software\Microsoft\Office\8.0\Outlook\Security
Outlook 98 HKEY_CURRENT_USER\Software\Microsoft\Office\8.5\Outlook\Security
Outlook 2000 HKEY_CURRENT_USER\Software\Microsoft\Office\9.0\Outlook\Security
Outlook 2002/XP HKEY_CURRENT_USER\Software\Microsoft\Office\10.0\Outlook\Security
Outlook 2003 HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook\Security
Outlook 2007 HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Security
Outlook 2010 HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Security

Outlook Secure Temp Registry Key

Get to the folder

Outlook SecureTemp Key

  1. Double click on the OutlookSecureTempFolder registry key to open it
  2. Select the Value Data and Copy the path from the key.
  3. Open Windows Explorer
  4. Paste the address in the Address Bar and press Enter
  5. This will now open the SecureTemp Directory and display the contents
  6. You can now select the files and delete them

The SecureTemp directory should normally be cleared when you exit Outlook, so if you don’t regularly shut Outlook Down then you may come across this problem.

Check that you can now open attachments from Outlook

Lookout mobile security catches car thieves

Its a US video, so unfortunately has the mandatory 15 second  commercial at the beginning, but is well worth watching to see how Lookout Mobile Security helps in real life.

What is Lookout Mobile Security?

Lookout is a Mobile Security application which works on Blackberry, Android phones and Windows Mobile. Protecting your phone from rogue applications, malware and spyware.  It provides 4 key features.

  • Security from Malware
  • Data Backup
  • Device Management
  • Missing Device – Remote Location and Remote Wipe

In this video Lookout Mobile Security helped to recover a stolen car, which had the owners mobile phone in it. So it has gone beyond the expected use of the application, protecting the data and device from malware and rogue applications.

Free Mobile Security

Lookout Mobile Security comes in 2 flavours:-

  • Free
  • Premium

The table below shows the features in each version of Lookout Mobile Security

Feature Description Free Premium
Security Anti-Virus, Anti-Malware, Anti-Spyware Included Included
Privacy Advisor No Included
Backup Contacts Backup Included Included
Photo, Call History Backup No Included
Restore Data to Existing Phone Included Included
Transfer Data to New Phone No Included
Missing Device Find Phone (Locate & Scream) Included Included
Remote Wipe No Included
Remote Lock No Included
Support Standard Support Included Included
Premium Support No Included

The Premium version of Lookout costs $2.99 a month or $29.99 a year.

Lookout Web Interface

Below is a quick summary image from the Lookout Mobile Security website.

Lookout Mobile Security Web Interface

Get Lookout Mobile Security

You can download Lookout Mobile Security from the Lookout website a www.mylookout.com

Protect your mobile phone with Lookout Mobile Security

Create your own personal email signature

To help you generate your own personalised email signature for Outlook, or any other email client, we have put together a simple email form. The form will take the details that you provide and then generate four different email signature styles for you to try in your Outlook signature.

The signatures include the legally required information in the UK to comply with the Companies Act and ensure that your email signature is legally compliant. You can review the current UK legal requirements for email signatures in the attached post.

Simply provide the details requested below and we will email you a set of personalised email signatures for you to use. Complete the form below and we will email you a completed email signature.

Once you receive the emailed signatures just follow the instructions outlines in the article  adding an email signature in outlook and you will be able to start using them straight away.

email signature generator

Your Name (required)

Your Email (required)

Your Phone Number

Your Job Title

Your Name Company Name

Company website address

Company Registration Number

Full Registered Office Address


To be kept updated with tips from ComputerSpot and to get your personalised email signatures sent direct to your inbox just click on the button.

You will receive your personalised email signature very soon, they will be sent to the email address that you give in the form above. If the email doesn’t appear in a few minutes check that the email hasn’t been caught in your Spam, or Junk Mail, Filter.

Don’t see the email signature that you are looking for?

If you would like a different format of email signature, or want other information added let us know though the comments form below and we will look to add it as another format for everyone.

If you like the email signature generator I suggest that you also download our complete Business email check list

Download our Business Email Checklist

Using the Website Analytics for ComputerSpot we noticed that the top 2 items people were looking at related to email and compliance, so we decided to create a summary Business Email Checklist to bring all of the important items together in one place.

Using the Posts that we have on email and email signatures we have put together a simple Business Email Checklist, which highlights the areas which have attracted the most attention and traffic.

What is in the Business Email Checklist?

The Business Email Checklist contains advice and guidance around:-

  • UK Legal Requirements for email signatures
  • Email Archive
  • Email Branding
  • Disclaimers
  • Protecting your business from Spam and Viruses

The Business Email Checklist is a 1 page advice and guidance document, aimed at providing the important information, without being too complex . We will be creating a more in-depth Email Survival Toolkit over the comming months, which will be available from the ComputerSpot website. If you sign-up for the Business Email Checklist then you will be notified when the Email Survival Toolkit is available.

How can I get the Business Email Checklist?

To get hold of our simple, one page, Business Email Checklist just complete the sign-up form below and you will have direct download access to the PDF checklist.
Business Email Checklist

We hope that you enjoy the Business Email Checklist

Exclaimer Mail UtilitiesDisclaim, Brand and Protect with Exclaimer Mail Utilities

As your business grows you can no longer afford to let individuals control their own email signatures. You need to make sure that all email is correctly branded, with the latest marketing messages, and are also legally compliant. As a UK Limited Company there are certain legal requirements on you regarding information that must be included in all business email.

Features of Exclaimer Mail Utilities

Exclaimer Mail Utilities can ensure that your brand is properly reflected and that all of your email, even if its sent from a Blackberry, iPhone, Android phone or Tablet, is correctly branded and compliant.

  • Programatic control of the insertion of disclaimers in Outgoing, Incoming and Internal email
  • Branding of outgoing email for that professional image that the marketing department are looking for
  • Protection against incoming Spam, with the Anti-Spam module
  • Block or redirect email based on rules about specific users or domains
  • Create disclaimers for Plain Text, HTML and RTF format messages
  • Integration with Active Directory enables you to trigger rules based on AD fields and include information from AD fields in your signatures to personalise signatures. i.e. Phone Number, Job Title etc.
  • Compatible with mobile devices like Blackberrys, SmartPhones, iPhones, Android devices etc.

Why do I need Exclaimer Mail Utilities?

Exclaimer Mail Utilities are designed for Microsoft Exchange mail systems, including Exchange 2003, 2007 and 2010. The goal is to simplify the process of managing, disclaiming, branding and formatting of your company email, through automation.

Branding with Exclaimer Mail Utilities

Design your email signatures so that they fall in line with your company brand guidelines. Create dynamic signatures that adapt to automatically personalise and include Active Directory Fields along with the latest messages from the marketing department.

Compliance with Exclaimer Mail Utilities

Ensure that all of your external email is correctly disclaimed for legal, compliance and email regulation purposes. In addition to adding the disclaimers some of the compliance regulations require that you journal your email.

Protect your email with Exclaimer Mail Utilities

Use Exclaimer Mail Utilities to help protect your computer systems against Spam and email hosted viruses.

Manage mail flow with Exclaimer Mail Utilities

Control and manage the email flow process to ensure that when emails are sent to your support department they are correctly routed. That the customer receives an automatic response saying that the email has been received and that someone will be in contact within 15 minutes, if its within business hours or providing a phone number if its out of hours.

You now know how Exclaimer Mail Utilities can help your business better manage your email branding and compliance.

Next steps with Exclaimer Mail Utilities

If you want to find out more about Exclaimer Mail Utilities, or download and evaluation copy, then go to the Exclaimer website at www.exclaimer.com.

If you need assistance installing,  configuring  or managing Exclaimer Mail Utilities then contact me via the SystemAssure website.

What is Outlook Anywhere?

Outlook Anywhere, also known as Outlook over http, allows you to connect to your Exchange Server when you are out of the office, without the need for a VPN. It is especially useful with using a laptop on the road, or if you regularly work from home.

Outlook Anywhere allows you to bring the Office to you, when you can’t get into the office. Keeping your business running in a safe, secure and timely manner.

How to Configure Outlook 2010 for Outlook Anywhere

To configure Microsoft Outlook to use the Outlook Anywhere facility just follow the instructions below.

Outlook Anywhere File Menu

Outlook File Menu

When you are logged into Outlook 2010 go to the File Menu and select the Info option, see left.

From here select the Account Settings Option

Account Settings

Account Settings

When you click on Account Settings the Drop Down menu below will be displayed.

Select the top option for Account Settings

Email Account Settings

Account Settings

Double click on the

Microsoft Exchange item the Change Account details, below, will be displayed.

Outlook Anywhere Server Settings

Server Settings

Make sure that

Use Cached Exchange Mode

has been selected, otherwise Outlook will be very slow when online and you will not be able to review emails when you are off-line.

Click on the More Settings… Button to get to the next Screen.

Microsoft Exchange General Settings for Outlook

General Settings

When the dialogue box appears it will default to the General tab, see left.

You shouldn’t need to change anything in here.

Microsoft Exchange Advanced Settings

Advanced Settings

In the Advanced Tab make sure that

Use Cached Exchange Mode

is selected

Microsoft Exchange Security Settings

Security Settings

Ensure that the check box for data encryption has been checked. This will help to ensure that your data is kept secure.

Microsoft Exchange Connection

Connection

Select the Outlook Anywhere box and then click on the Exchange Proxy Settings button.

The dialogue box below will be displayed, detailing the proxy options.

Microsoft Exchange Proxy Settings

Exchange Proxy Settings

Enter the URL of your mail server name. Typically this will be something like

Mail.DomainName.co.uk

Select Only connect to proxy servers that have this principal name in their certificate. And enter:

msstd: Mail.DomainName.co.uk

Then press OK

Using Outlook Anywhere

Once this has been done you should be able to connect to your Exchange Server using Outlook without the need for a VPN. You will be prompted for your windows login credentials when Outlook goes to connect to your Exchange Server. Other than that you should be able to use Outlook Anywhere in exactly the same way that you use Outlook in the office, you will still get all of your email signatures and have full access to your Calendar and Contacts.

Now you know how to Configure Outlook Anywhere.

The Constant Contact Guide to Email Marketing

Author: Eric Groves

ISBN: 0470503416

The Constant Contact Guide to email Marketing: What Every Organization Can Learn From the World's Leading Email Marketing CompanyIf you run a small or medium size business then you will be engaged in some form of marketing. Email Marketing is one of the most common forms of marketing, as generally it is low cost and simple to do. There are loads of companies who offer email marketing services, Constant Contact is one of the major players, along with Awebber and Vertical Response.

Whilst this book is targeted at users of Constant Contact it contains a lot of useful information that is applicable to any of the common email marketing platforms. Eric Groves has done a great job of providing a invaluable guide to the art of email marketing.

What is Email Marketing?

Eric Groves and Constant Contact show you how to create high-impact, low-cost email campaigns

Email marketing is an incredibly cost effective way to establish and build relationships that drive business success. But, it can also be a challenge because the inbox is a hostile environment. Whether your email is noteworthy or an annoying waste of your customer’s time depends on your ability to stick to stick the fundamentals of good marketing and authentic relationship building.

The ‘Constant Contact Guide to Email Marketing’ presents best practices and relationship-building principles from America’s leading email marketing firm. With over 280,000 small business and non-profit clients, Constant Contact is constantly testing and learning what works and what doesn’t, and it’s all here. There’s no other email guide on the market that provides this level of comprehensive, practical guidance. Whether you’re starting your own small business or need to grow on a shoestring budget, this book will get you up to speed fast.

The Constant Contact Guide to Email Marketing will demonstrate:

  • Ten email pitfalls that will get your business into trouble
  • Ten things your customers expect you to do
  • The “soft” benefits of email marketing
  • The benefits of using email marketing in combination with other marketing efforts
  • How four types of permissions can make or break your strategy
  • How to build email lists that are valuable and effective
  • How to Create valuable content
  • The benefits of choosing an effective, professional email format
  • How to ensure your emails are delivered, opened, and read

With The Constant Contact Guide to Email Marketing, you’ll learn to avoid the common mistakes of email marketing, give your customers content they love, and combine an effective email marketing strategy with your traditional marketing efforts giving you way more bang for your marketing buck.

What is in The Constant Contact Guide to Email Marketing

The book is laid out in 14 chapters that show you how to make the most of your email marketing campaigns.

  • Acknowledgements
  • Chapter 1 The 40 “Know It or Blow It” Rules of Email Marketing
  • Chapter 2 The Power of Email Relationships
  • Chapter 3 Making Money: The Economics of Email
  • Chapter 4 The Benefits of Permission-Based Email Marketing
  • Chapter 5 Building a Quality Email List
  • Chapter 6 Making Your Email List More Valuable
  • Chapter 7 The Three Rules of Valuable Email Content
  • Chapter 8 Creating Email Content That Leads to Action
  • Chapter 9 Looking Professional: Choosing an Effective Email Format
  • Chapter 10 Making Introductions: Subject Lines, From Lines, and Frequency
  • Chapter 11 Email Filters and Other Delivery Challenges
  • Chapter 12 Tracking and Improving Email Campaigns
  • Chapter 13 Collecting More Feedback with Surveys
  • Chapter 14 Getting Beyond the Inbox
  • About the Author
  • About Constant Contact
  • Index

The Constant Contact Guide to email Marketing: What Every Organization Can Learn From the World's Leading Email Marketing CompanyThis book is full of powerful knowledge which show you how to improve your email campaigns and make sure that you don’t fall foul of privacy and spam regulations.

You can order the Paper copy of the book or download the Kindle Edition direct from Amazon by clicking on the book cover to your left.

I hope that you enjoyed our review of ‘The Constant Contact Guide to Email Marketing’

Get Your Copy of The Constant Contact Guide to Email Marketing

Outlook emailEmail Signature in Outlook

You can create an email signature for your email footer that include text, images, a logo. For more information on how to create an email signature, see Create an email signature with Outlook. Once you have the email signature created you then need to make sure that Outlook uses the appropriate signature.

Signatures can be added to the email footer automatically or you can manually select the specific signature that is appropriate for the person you are sending the email to.

Automatic or Manual email signature?

Your email signature can automatically be added to outgoing messages, or you can manually add the signature to only the messages that you choose.

Automatically insert an email signature in all new messages or in all messages that you reply to or forward

  1. From the main Microsoft Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
  2. In the Compose in this message format list, click the message format that you want to use the signature with.
  3. Under Signatures, select an e-mail account, and then choose the signatures that you want to use for new messages and for replies and forwards. You can use a different signature for each.

Manually insert an email signature in your message

Using Microsoft Word as your email editor

  1. In the open message, click where you want to insert the signature in the message body.
  2. On the Insert menu, point to AutoText, point to Signature, and then click the signature that you want to use.

Notes

  • When you use Word as your email editor, the signature that you can manually insert is AutoText that comes from the name and information that you typed when you installed Microsoft Office. To view the information in Word, on the Tools menu, click Options, and then click User Information.
  • When you use Word as your email editor and you have Outlook automatically apply your email signature to messages that you send, forward, or reply to, the signature comes from the e-mail signature that you created in one of the following places:
    • In Word, on the Tools menu, click Options, click General, and then click E-mail Options.
    • In Outlook, on the Tools menu, click Options, click Mail Format, and then click Signatures.

Using Microsoft Outlook as your email editor

  1. In the open message, click where you want to insert the signature in the message body.
  2. On the Insert menu, point to Signature, and then click the signature that you want.

If the signature that you want is not listed, click More, and in the Signature box, select the signature that you want to use.

What is an email signature?

An email signature comprises text and/or images that is added to the end of an outgoing email messages. You can use an email signature to automatically add “boilerplate” text, like: The items required for legal compliance, Marketing Messages and Disclaimers. Sometimes you will find that email signatures are also called email footers, they are the same thing and the terms can be used interchangeably.

Create an email signature including your logo

You must use Microsoft Office Word as your email editor when your email signature includes pictures or logos.

  1. In the main Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
  2. Under Message format, in the Compose in this message format list, click the message format that you want to use the signature with.
  3. Under Signature, click Signatures, and then click New.
  4. In the Enter a name for your new signature box, type a name.
  5. Under Choose how to create your signature, select the option you want.
  6. Click Next.
  7. Click Advanced Edit.

When the dialog box appears cautioning you that an editor not part of Microsoft Office Outlook will open, click Yes.

  1. Design your email signature. Make sure that you include the relevant legal requirements if you are a business.
  2. When you are ready to insert a picture or logo, on the Insert menu, point to Picture, and then click From File.
  3. Close the advanced editor, making sure that you click Yes to save your changes.
  4. When you finish editing the new signature, click OK.

Note: If you are creating your signature in Word, make sure that you press SHIFT+ENTER at the end of each line of text. If you press only ENTER, Outlook inserts your signature so that the recipient sees your signature in double-spaced format.

What next with your email signature?

After you create your email signature, you need to configure Outlook to insert your signature in your email.

Acceptable Use Policy

If you are monitoring employee activity, typically this is monitoring web traffic patterns and sometimes email content, then in the UK at least, you are legally obligated to notify people that you are doing this.

Web Traffic Filtering and Monitoring – Acceptable Use Policy

Some businesses monitor their employees use of the Internet, whilst they are at work. Most businesses will have an Acceptable Use Policy – AUP, (An example of an Acceptable Use Policy is available from Business Link). These policies will normally form part of your Company Handbook and as such are something that your employees agree to when they recieve their copy of the policy.

Other businesses simply filter web traffic, to remove offensive sites or to block Social Networking sites, like Facebook, Twitter, Bebo etc.  In this case the business are not monitoring who is attempting to access the sites they are simply blocking access. Others will allow access to Social Networking sites during lunch times or for a number of hours a week. Either way you should know what the policy of the company is and whether they are monitoring your activity.

Email Traffic – Monitoring

If your business monitors the content of email traffic, perhaps as part of a Data Leak Prevention (DLP)  Policy then you need to notify the people you are sending email to that you are monitoring the email traffic. This notification normally forms part of the email disclaimer  that business put in the footer of their email. If you are monitoring the content of email you also need to inform your employees. This doesnt mean that you are reading their emails you might have a profanity checker, or application checking for Credit-Card numbers etc. 

Acceptable Use Policy

If you don’t have an Acceptable Use Policy – AUP, for Internet access then I suggest that you contact HR Management Support for a discussion.