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Outlook E-mail Signatures Protect From Lawsuits

Do you hate typing your name and contact information at the end of each e-mail you create? Would you like to include legal disclaimers to help protect you and your company? Then use an Outlook “signature” to automate the insertion of this information.

Here’s how… On the Tools menu, click Options. Then click the Mail Format tab. Then click the Signatures button. Click the New… button and give your signature a name when prompted and click Next. Type the text you would like to have appear at the end of each email in the box and click Finished. That’s all there is to it. Be sure the name of the signature you just created appears in the box titled Signature For New Messages: and Signature For Replies and Forwards: and click the OK button. You can test the signature by creating a new email message. The signature you created should automatically appear at the end of your email message.

Once you have successfully created this basic e-mail signature, you can experiment with adding company logos, color and custom fonts to the signature. For more MS Office features, go to http://office.microsoft.com. For more on email disclaimers, go to http://www.emaildisclaimers.com.
Here is a template for a disclaimer message. Be sure to have your lawyer approve your disclaimer prior to use.

DISCLAIMER: This e-mail message and any attachments are intended solely for the use of the individual or entity to which it is addressed and may contain information which is proprietary, privileged, confidential or otherwise legally exempt from disclosure. If you are not the named addressee, you are not authorized to read, print, retain, copy or disseminate this message or any part of it. If you have received this message in error, please notify Your Name at Your Company immediately (by replying to this message or by sending an email to Your Email or by calling Your Phone Number) and permanently delete this message and any attachments. Thank you.

Posted in: Microsoft Office Tips, Tech Tips for Business Owners, Tech Tips for Everyone

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How to Extract Data from Microsoft Word

The programs in Microsoft Office may each stand on their own, but there are some tasks that they can share to make your life easier.

Let’s say you have a list, from which you want to extract the e-mail addresses (or some other data). That could get very tedious if you tried it manually. What follows are a couple of scenarios in which your ultimate goal is to use Outlook or another program or online service to send e-mails to multiple people.

The first list you get is in Word or a text file and has all the information separated by commas:

Arthur G. Pym, 532 N. 7th St., Philadelphia, PA, 19735, Pym@example.com
Rebecca de Winter, 123 Manderley Ave., Cornwall Twp., NJ, 08765, RdW@example.com
Rowan Bean, 52 Festive Rd., Putney, PA, 19874, Mister@example.com
Tyler Durden, 537 Paper St., Bradford, DE, 18963, Soap@invalid.com
Bertram Wooster, 15 Berkeley St., Mayfair, NJ, 08543, Bertie@sample.com

The easiest way to snag the e-mail addresses (or any set of similar data) is by converting the text to a table format. First, highlight all the text; then click Insert, then the down arrow under Table, then choose Convert Text to Table. A dialog box will open; in it you can control how the table is laid out. Initially, Word probably chooses the wrong number of columns; ignore that. It assumes you want the cells to break where there is a space, but that would create a mess, since there are varying numbers of spaces in each line. Go to the bottom of the dialog and choose Commas in the last section. Done.

Arthur G. Pym 532 N. 7th St. Philadelphia PA 19735 Pym@example.com
Rebecca de Winter 123 Manderley Ave. Cornwall Twp. NJ 08765 RdW@example.com
Rowan Bean 52 Festive Rd. Putney PA 19874 Mister@example.com
Tyler Durden 537 Paper St. Bradford DE 18963 Soap@invalid.com
Bertram Wooster 15 Berkeley St. Mayfair NJ 08543 Bertie@sample.com

 

Well, you’re not quite done yet. You can’t just paste the column of addresses into the To: field of an e‑mail. You have to separate the addresses properly. In Outlook, you’ll use a semicolon and a space. In Gmail’s interface, use a comma; if you use something else, check the Help files for that program or service.

Pym@example.com¶

RdW@example.com¶

Mister@example.com¶

Soap@invalid.com¶

Bertie@sample.com¶

At the end of each line in the list, there is a hidden paragraph mark (a pilcrow—¶). You will now turn that into the separator that you need. Highlight the list; click the Replace icon on the toolbar. In the Find and Replace dialog box, click the More>> button, then the Special button, and choose the first item on the list—Paragraph Mark. The Find what: box now has the code for the pilcrow in it, ^p. In the Replace with: box, type a semicolon and a space (or whatever your mail program needs). Click Replace All.

You will be asked if you want to continue searching from the beginning of the document. Click No. There you have it, all ready for use:
Pym@example.com; RdW@example.com; Mister@example.com; Soap@invalid.com; Bertie@sample.com;

Now, just cut and paste that new list into the To: box in your e-mail program. There will be an extraneous semicolon (or whatever your separator is) at the end; delete it.

If your original list was in Excel, simply paste the column you want to use into Word and pick up at the Replace step.

If you receive the list in Word, and would like it in Excel, simply highlight the table, copy it, then click in a cell in your worksheet, and press the down-arrow under Paste and choose Special, then Text.

If you just want to get that contact information from Word into Excel, save the Word file as Text, then open an Excel workbook, click the Data tab, and in the first section of the ribbon (Get External Data), choose From Text. Click on the file name and the Import button, and step through the Text Import Wizard. If you can read the text in the first window, just click Next, choose the delimiter (in our sample, the commas), click Next, and leave the data format as General. Click Finish.

Each program in Office has its strengths; in some cases, the task you want to perform is best left to a different program. Word and Excel can talk to each other easily using plain text documents as an intermediary. When you’re trying to clean something up, think about the process, then use the best tool, even if it isn’t the one you’ll ultimately put the content in.

Posted in: Microsoft Office Tips

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