Don't Send Email Messages Full of >>>

One of my email pet peeves is to receive a message from someone and it’s chocked full of carets (<>>>). With some Web-based email solutions, messages you reply to might end up with them. Clean that mess up before you send it on to someone else!

Here’s how step by step, and I’ve added a video below.

In Outlook 2007, use the Find and Replace command to find carets and replace all of them with nothing.

  1. Select the text in the email message that’s infested with the carets.
  2. Press and hold down your Ctrl key and type H (Ctrl+H).
  3. In the Find what box, type >. Leave the Replace with box empty (to replace > with nothing).
  4. Click Replace All, OK.

If you end up with blank spaces at the beginning of each line, the following trick will eliminate it.

  1. Select all the text you just changed.
  2. Press Ctrl+E to center it, then press Ctrl+L to left-align it. All extra spaces will be gone.

If you wouldn’t send a letter on your company stationery infested with junky characters, then don’t do it in email.

Here’s a How-To Video


PEACE.

 

Add a Signature to Your Email Messages

After one of my computer tips seminars (Computer Magic), an attendee sent me a question about a problem she was having in Word. (“In Word, if I highlight text, it wont’ let me delete by just hitting the delete button.”)

I don’t come anywhere near providing technical support, but when a question is something I can answer quickly, and it’s from an attendee, I will when time allows.

I sent a response that I’m sure would solve the problem, but the email bounced back. For some reason her company’s servers rejected my email. I would have called her, but the only thing in the signature line was her first name. I had no idea who she was because I presented the seminar at a large conference. I could have called the company, trying to track her down, but I’m busy.

So now someone who loved my seminar now thinks I ignored her. Bummer.

As a professional courtesy and convenience, add your contact information at the end of each email message. In Outlook:

  1. Click the Tools menu, Options, Mail Format tab, Signatures, New. (If you want to create a more extensive signature, click Advanced Edit to go outside of Outlook.)
  2. Create one that includes all of your contact information.

If you’re curious about the answer, it’s here in another post. For more tips, tricks, and strategies in Outlook, check out my book, Conquer Email Overload with Better Habits, Etiquette, and Outlook 2003. You can also join me LIVE on the Web for training. Details are on my Website.

PEACE.

Clean up junky looking email messages

Junky email messages are the ones you receive loaded with those darn carets (>>>).

Don’t forward a message like this without cleaning it up first. You can get rid of carets by pasting the message into Word and using the Find and Replace feature to find carets and replace all of them with nothing.

  1. Copy the text from an email message, and Paste it into Word.
  2. Press Ctrl+H.
  3. In the Find what box, type >. Leave the Replace with box empty (to replace > with nothing).
  4. Click Replace All, OK.

Now remove the blank spaces at the beginning of each line that occurred when you removed the carets.

  1. Select all the text (press Ctrl+A).
  2. Press Ctrl+E to center it, then press Ctrl+L to left-align it. All extra spaces will be gone.
  3. Copy and paste the text back into the email message.

Note: If you’re using Outlook with Word set as your email editor, you can do all this in the body of the email. I use Outlook as my editor.