Outlook 2003 This is a RICH one, and not HTML!!!

[phlyx]

We use Outlook 2003 and most people have a custom signature that includes several images. Some have these so they automatically place their signature on all messages including FORWARD and REPLY. The problem we have is if they are FORWARDing a message that was done in RICH TEXT, the forward is in RICH TEXT and their automatically generated signature looks bad because the fonts are all messed up and the images are all missing.

Any way to force Outlook to do *ALL* replies, forwards and new messages as HTML regardless of what format the original message was in? We are using Word as out editor, too.

Thanks!

~ Phlyx ~

 

[traycee]

You can control the way you send an email message and how it looks to you but you have no control on how a person chooses to receive that email on their end through whatever email program they choose to use. I choose to receive my email in plain text format, so no matter how you send your email signature, I will see it differently. IMHO, I think it is best to keep things simple and straight forward and as professional as possible so that the majority of recipients will be able to view the signature without issue. But that's just me. However, some ways to possibly do what you would like would be to:

With the message open, on the E-mail toolbar, click the format you want to use from the drop-down list (Plain Text, HTML, or Rich Text).

Or a better way, if you are familiar with who you are sending the emails to, clients, vendors and the like, find out which format they prefer to receive email in and then make sure that emails send to their address are sent in that format.

Open the contact card for the person.
In the E-mail address field, double-click the contact's e-mail address.
In the Internet Format list, select the format you want to use for messages to this recipient.

Notes:
You can only change the format for all messages sent to a contact with an SMTP e-mail address.

 

[phlyx]

Thanks for the help but we assume that the person receiving the email is using HTML which in the business word (for our end anyway) is the norm. Our signatures have our company logo nested in with them.

The problem with the stated instructions is that the way many people have Outlook set up is to insert the signature automatically, which means by the time you have the message open or click reply or forward, the signature is already inserted. So then if you click on the drop down menu and change the format... oh well, the signature is still butchered. It has little to do with who we are sending to as all I am looking to try to do is regardless of what format the message is received, if we do a REPLY or FORWARD we wish to have it change to HTML. If it can't happen then so be it, but there's enough guru's around that if I can be done then we'd like to know

:O)

~ Phlyx ~

 

[jimp56]

i dont believe there is a way to force the signature to be in a different format then the original message - so the only real workaround is to try to get everyone to stay on the same format to begin with, such as html.

only other option would be to compose several duplicates of the same signature with different names for them - i.e. compose - rich text/compose - html -- reply rich text/reply html and then the signatures would be formatted for whatever the original email was formatted in. of course that would be a lot of trouble...

 

[phlyx]

Anytime you reply or forward a message regardless of the original format you can over-ride it and make it HTML so we were just wondering why you can't just say make all replies and forwards HTML. But, oh well...

The way I got around it was lengthy but a great fix (step-by-step instructions available if you want) but we use Word as the editor so I set up a signature in Word, then defined it as AutoText, then assigned a macro to place the AutoText, then assigned a custom button on the toolbar for the macro and you can edit the name and/or icon or the button. Then turn OFF all automatic signatures. Then when you do a compose or reply or forward just be sure you're in HTML, put the cursor where you want the signature and click the button... clean fix!!!

Thanks for your assistance!

~ Phlyx ~

 

[LloydSev]

The problem you are having, is that the signature is automatically being placed into the reply or forward. There is an option when you are setting up your signature to turn that feature on.

In fact, I am pretty sure that it is off by default and must be turned on to put signatures in replies. Try Selecting the "Don't Use when Forwarding or Replying" box. Then when you forward/reply you can switch formats and insert the signature then.

Also, you can just delete the signature that is automatically being put into the forward/reply like yours is now, then reformat the message to HTML, and then tell it to re-add the signature to the message. That would effectively place an HTML signature into an HTML message.

Computer/Network Technician
CCNA

 

[phlyx]

The users had turned the feature for automatic signatures on, we got that part. They wanted it on but they wanted to have the messages on replies and forwards to automatically switch to HTML. We have the auto-signature off now and use the button I created to place the signature when desired. I seem to recall Outlook 98 or so had a feature that allowed you a button to put a signature in when you wanted but it went away with Outlook 2K and now you have to jump thru hoops to do it.

Microsoft... business as usual.

~ Phlyx ~

 

[eyec]

many companys, governmental and individual users either strip embedded graphics or force plain text as a security precaution.

if you must include you signature, do it in plain text, in the body of your email. any logos or company info could be sent in pdf attachments.

it has nothing to do with any particular software or OS - it is the way professionals are adapting to security and courtesy to their customers.

 

[ntco]

Just wanted to add that (for our company) we also strip html/sig graphics and force plain text, mostly for security/professional reasons.

 

[traycee]

I'm IT for our business and we also force plain text and strip the graphics. Also, for security/professional reasons.

 

[phlyx]

Glad I don't work there. We use tons of graphics in our emails to get a point across. Did a trip report on a machine and it had about 25 images nested in the body of the email to make the point totally clear about what we were explaining and it was complimented across the board. In plain text we would of NEVER explained what we were trying as pictures are worth a lot more then 1,000 words. And we send damage reports to a supplier to explain what was wrong with their products forcing an international recall on a pneumatic slide. We'd of never made the point with plain text.

There's a reason we're not in the DOS world anymore.. plain text sucks.

>C:\WINDOWS> FORMAT C: /S

~ Phlyx ~

 

[phlyx]

Also.... what would a "professional" reason be to force emails to plain text???? A plain text email looks about as professional as crayons on the bathroom wall....

~ Phlyx ~

 

[ntco]

No need to get defensive & start trolling.

Plain text is used to assure the recipient doesn't get a garbled message(or emails with horrific 'stationary'). Pictures have nothing to do with it as attachments are just as easily used. Indeed if you are using MSWord as your editor, that documant can be just easily attached rather than embedded. Any html is a security concern, especially if users click on malware links in spam.

As far as what is professional and not--that is subjective. However, content should be the reason for the email in the first place--not the butterfly .gif in the signature.

 

[phlyx]

I agree that content is the purpose behind the email but the blending of text and graphics together in an orderly and organized structure is what sells Power Point as the presentation tool it is. Don't know many people that would hand out pages of typed text and then a pile of printed images and expect people to read the text and then look thru the images and get the message. What makes the message "garbled" is when the receiving system changes the format of the original message.

If you are stripping out all graphics and fonts to make things bare bones because of the potential risk of someone opening junk email and clicking on a link in an spammed email from someone they don't know then the hackers have won. Same message if we decided to ground every airliner to prevent another 9-11. At some point you have to give people enough trust and education to make the decision not to open junk mail, unknown attachments or click on links they have no clue to what they are. Even my 75 year old mother learned that.

As far as sending a Word document as an attachment you would also be making the assumption that the people have Word. Lots of place I know still use Word Perfect. The Word doc would be totally useless. And then you could send a PDF file but you'd have to purchase Acrobat for everyone and then assume everyone has Reader installed. And just attaching the images doesn't relate them to the text.

And all this for what? Just to keep someone from accidentally clicking on a link in an piece of spam. How do you keep them from clicking on those links in Internet Explorer? Do you lock them out of the internet because those kind of links are all over the web?

Glad our corp isn't like that... I was I.S. manager here for about 200 people until I looked at my paycheck ;O)

Not defensive, just hate seeing people walk because of the risk of an auto accident :O)

~ Phlyx ~