{"id":326,"date":"2018-01-12T12:05:29","date_gmt":"2018-01-12T20:05:29","guid":{"rendered":"https:\/\/wp.actionlife.com\/sopcommunitycare\/?p=326"},"modified":"2019-09-04T06:08:10","modified_gmt":"2019-09-04T14:08:10","slug":"605-outlook","status":"publish","type":"post","link":"https:\/\/wp.actionlife.com\/sopcommunitycare\/2018\/01\/12\/605-outlook\/","title":{"rendered":"605: Outlook"},"content":{"rendered":"<ul>\n<li>Opening Outlook<\/li>\n<li>Changing Your Email Signature<\/li>\n<li>Selecting the Appropriate Email Signature<\/li>\n<li>Changing the Email Address You are Sending From<\/li>\n<li>Deleting Auto-Fill Email Addresses<\/li>\n<li>Out Of Office Message<\/li>\n<li>Quick Parts<\/li>\n<li>Quick Steps<\/li>\n<\/ul>\n<p><strong><u>OPENING OUTLOOK<\/u><\/strong><\/p>\n<p>To open Outlook, select the Outlook icon on the desktop (shown below).<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1573 size-full aligncenter\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/new-outlook.png\" alt=\"\" width=\"89\" height=\"72\" \/><\/p>\n<p><strong><u>CHANGING YOUR EMAIL SIGNATURE<\/u><\/strong><\/p>\n<p>After the initial creation of your signature, any changes must be made by the IT\/Technology Department. You may change it temporarily, but they must make the permanent change.\u00a0 Please ask your Community Care Lead if you have any questions regarding changing your signature other than your first or last name.<\/p>\n<p><strong><u>SELECTING THE APPROPRIATE EMAIL SIGNATURE<\/u><\/strong><\/p>\n<p>Everyone in Community Care should have at least two email signatures to choose from.\u00a0 The one mentioned above, contains your personal email address and VCard.\u00a0 It is your \u201cAction\u201d signature.\u00a0 Your second signature is your <strong><em><u>\u201cCommunity Care\u201d signature,<\/u><\/em><\/strong> which you should always use when sending work orders or corresponding with homeowners, residents, managers, or vendors via email. It is important that they do not reply to you personally in case you are out sick, on vacation or otherwise unavailable.\u00a0 Therefore, you should always use your \u201cCommunity Care\u201d email signature.\u00a0 This signature only shows the department email address and excludes your personal email.<\/p>\n<p><a href=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img3.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-329\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img3.png\" alt=\"\" width=\"1360\" height=\"728\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img3.png 1360w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img3-300x161.png 300w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img3-768x411.png 768w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img3-1024x548.png 1024w\" sizes=\"auto, (max-width: 1360px) 100vw, 1360px\" \/><\/a><\/p>\n<p><span style=\"text-decoration: underline\"><strong>CHANGING THE EMAIL ADDRESS YOU ARE SENDING FROM<\/strong><\/span><\/p>\n<p>When sending work orders or otherwise corresponding with residents, managers, or vendors through Outlook, you should change the email address you are sending &#8220;From&#8221; so the response will go to CCPriority or Work Order Updates.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-1576\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from.png\" alt=\"\" width=\"581\" height=\"266\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from.png 581w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from-300x137.png 300w\" sizes=\"auto, (max-width: 581px) 100vw, 581px\" \/><\/p>\n<p>If the &#8220;From&#8221; option is not available when sending an email, please follow these steps:<\/p>\n<ol>\n<li>Go to the &#8220;Options&#8221; tab in your email. You will see &#8220;From&#8221; as indicated in the screenshot below.\n<ul>\n<li><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-1580\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from-with-arrow.png\" alt=\"\" width=\"850\" height=\"290\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from-with-arrow.png 850w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from-with-arrow-300x102.png 300w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from-with-arrow-768x262.png 768w\" sizes=\"auto, (max-width: 850px) 100vw, 850px\" \/><\/li>\n<\/ul>\n<\/li>\n<li>Click on &#8220;From&#8221; and it should add this option to your emails going forward. The &#8220;From&#8221; box will now be highlighted grey as shown in the screenshot below. You will now be able to send from separate email addresses.\u00a0 You will need to enter CCPriority@actionlife.com and workorderupdates@actionlife.com the first time.\u00a0 If the email fails due to permission restrictions, an IT ticket will need to be submitted.\n<ul>\n<li><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-1581\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from-shaded.png\" alt=\"\" width=\"810\" height=\"345\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from-shaded.png 810w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from-shaded-300x128.png 300w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/from-shaded-768x327.png 768w\" sizes=\"auto, (max-width: 810px) 100vw, 810px\" \/><\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<p><strong><u>DELETING AUTO-FILL EMAIL ADDRESSES<\/u><\/strong><\/p>\n<p>After you send an email, Outlook will automatically save the email address.\u00a0 The next time you begin typing the address, it will \u201cauto-fill\u201d the remainder of the address.\u00a0 Sometimes it is necessary to remove the auto-fill address to avoid sending emails to an incorrect address.<\/p>\n<p>If you have an older version of Outlook you can remove an auto-fill address by opening an email and typing the first letter of the email address.\u00a0 A drop down should appear with all of the auto-fill addresses that start with that letter. \u00a0With your mouse left click <u>and hold<\/u> on the email address you wish to delete.\u00a0 Then press delete on your keyboard.\u00a0 The address will be removed. \u00a0On newer versions of Outlook there is an \u201cX\u201d next to the auto-fill addresses. Click on the \u201cX\u201d to remove the address.<\/p>\n<p><strong><u>OUT OF OFFICE MESSAGE<\/u><\/strong><\/p>\n<p><strong>When you leave for the day you should set your &#8220;Out of Office&#8221; message.\u00a0 Use the following message and update it daily.\u00a0 This is especially important to do if you leave before 5pm each day or if you are going to be out of the office for an extended period of time.<\/strong><\/p>\n<p>Thank you for your email. I am currently out of the office and will return on [date] at [time].\u00a0 I will not be checking my email until I return to the office.\u00a0 If this is an emergency, please call 800-400-2284.\u00a0 For non-emergencies you may call 800-400-2284 from 7am to 7pm, or email <a href=\"mailto:communitycare@actionlife.com\">communitycare@actionlife.com.<\/a><\/p>\n<p>*Managers: Please send ALL work order requests to CC Priority or CC General. Please email CC Priority for urgent matters.\u00a0\u00a0 Work order updates should be sent to <a href=\"mailto:workorderupdates@actionlife.com\">workorderupdates@actionlife.com<\/a>.<\/p>\n<p>Thank you!<\/p>\n<p><strong><u>QUICK PARTS<\/u><\/strong><\/p>\n<p>Using Quick Parts will save you time.\u00a0 Since you will often send the same types of emails over and over, you can save an email \u201ctemplate\u201d in Quick Parts and insert it into any email.\u00a0 For example, when you are responding to an appraiser asking for an Appraisal Report, responding to a homeowner who has requested a ledger, responding to a resident&#8217;s safelisting request, etc., then you can utilize your saved template. <a href=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/2018\/01\/12\/606-outlook-quick-part-messages\/\" target=\"_blank\" rel=\"noopener noreferrer\">SOP 606: Outlook Quick Part and Quick Step Messages <\/a> contains Quick Parts which you should save and have ready for use.<\/p>\n<p><strong>Creating a Quick Part<\/strong><\/p>\n<ol>\n<li><strong> Select the Content You Want to Save<\/strong>\n<ul>\n<li>The first step involves selecting and highlighting the content that you have created and want to reuse.<img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1586 size-full\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/highlight.png\" alt=\"\" width=\"1414\" height=\"770\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/highlight.png 1414w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/highlight-300x163.png 300w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/highlight-768x418.png 768w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/highlight-1024x558.png 1024w\" sizes=\"auto, (max-width: 1414px) 100vw, 1414px\" \/><\/li>\n<\/ul>\n<\/li>\n<li><strong>Add the Selection to Quick Parts<\/strong>\n<ul>\n<li>Now that the content is selected click on the <strong>Insert<\/strong> tab in the Ribbon, choose <strong>Quick Parts<\/strong> and then click <strong>Save Selection to Quick Part Gallery<img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1587 size-full\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/quick-part.png\" alt=\"\" width=\"653\" height=\"210\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/quick-part.png 653w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/quick-part-300x96.png 300w\" sizes=\"auto, (max-width: 653px) 100vw, 653px\" \/><\/strong><\/li>\n<\/ul>\n<\/li>\n<li><strong>Choose a Name for Your New Quick Part<\/strong>\n<ul>\n<li>Choose a name that you want for the Quick Part and press OK.\u00a0 Please see <a href=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/2018\/01\/12\/606-outlook-quick-part-messages\/\" target=\"_blank\" rel=\"noopener noreferrer\">SOP 606: Outlook Quick Part and Quick Step Messages<\/a> for names for &#8220;Answering the Call&#8221;, &#8220;Accounting&#8221;, and &#8220;Escrow&#8221; Quick Parts. You\u2019ve just created a Quick Part!<a href=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img6.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-332\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img6.jpg\" alt=\"\" width=\"271\" height=\"212\" \/><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-1588\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/modify-building-block.png\" alt=\"\" width=\"1430\" height=\"772\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/modify-building-block.png 1430w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/modify-building-block-300x162.png 300w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/modify-building-block-768x415.png 768w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/modify-building-block-1024x553.png 1024w\" sizes=\"auto, (max-width: 1430px) 100vw, 1430px\" \/><\/a><\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<p><strong>Using Your New Quick Part<\/strong><\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Whenever you want to insert your Quick Part click on the <strong>Insert<\/strong> tab in the Ribbon, choose <strong>Quick Parts<\/strong> and you will see a gallery with all your saved Quick Parts.\u00a0<img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1589 size-full\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/use-qp1.png\" alt=\"\" width=\"749\" height=\"397\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/use-qp1.png 749w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/use-qp1-300x159.png 300w\" sizes=\"auto, (max-width: 749px) 100vw, 749px\" \/><\/li>\n<li>Clicking on the Quick Part will insert it at the current cursor position.<\/li>\n<li>You can find more advanced options by right-clicking the desired Quick Part.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1591 size-full aligncenter\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/qp2.png\" alt=\"\" width=\"238\" height=\"184\" \/><\/p>\n<p><strong>Editing the Content of Your Quick Part<\/strong><\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Insert the Quick Part message you wish to edit into an email.\u00a0 Make your corrections then highlight the entire message.\u00a0 Save to the gallery again under the same name.\u00a0 It will ask you if you want to redefine the building block entry.\u00a0 Select \u201cyes.\u201d<a href=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img9.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-335\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img9.png\" alt=\"\" width=\"330\" height=\"121\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img9.png 330w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605img9-300x110.png 300w\" sizes=\"auto, (max-width: 330px) 100vw, 330px\" \/><\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong><u>QUICK STEPS<\/u><\/strong><\/p>\n<p>Quick steps can be set up so that you can generate a new email with one click.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-1029\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605-Quick-Step-Set-Up.png\" alt=\"\" width=\"720\" height=\"120\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605-Quick-Step-Set-Up.png 720w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605-Quick-Step-Set-Up-300x50.png 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/p>\n<ol>\n<li>From the Home Screen: Click on \u201cCreate New\u201d<\/li>\n<li>Fill in &#8220;Name&#8221; of Quick Step<\/li>\n<li>Choose an Action from the drop down arrow to show \u201cNew Message\u201d.<\/li>\n<li>Fill in &#8220;To&#8221; and add &#8220;CC&#8221; or &#8220;BCC&#8221;, Subject, Flag, Importance, and the body of the text. <strong><span style=\"color: #ff0000\">You must click on &#8220;Show Options&#8221; to enter this additional information.<\/span><\/strong><\/li>\n<\/ol>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-1594 aligncenter\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/show-options-2.png\" alt=\"\" width=\"584\" height=\"572\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/show-options-2.png 584w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/show-options-2-300x294.png 300w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/show-options-2-70x70.png 70w\" sizes=\"auto, (max-width: 584px) 100vw, 584px\" \/><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-1027 aligncenter\" src=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605-Quick-Step-Example.png\" alt=\"\" width=\"386\" height=\"449\" srcset=\"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605-Quick-Step-Example.png 386w, https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-content\/uploads\/sites\/180\/2018\/01\/605-Quick-Step-Example-258x300.png 258w\" sizes=\"auto, (max-width: 386px) 100vw, 386px\" \/><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Opening Outlook Changing Your Email Signature Selecting the Appropriate Email Signature Changing the Email Address You are Sending From Deleting Auto-Fill Email Addresses Out Of Office Message Quick Parts Quick Steps OPENING OUTLOOK To open Outlook, select the Outlook icon on the desktop (shown below). CHANGING YOUR EMAIL SIGNATURE After the initial creation of your [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[8],"tags":[],"class_list":["post-326","post","type-post","status-publish","format-standard","hentry","category-6-systems"],"_links":{"self":[{"href":"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-json\/wp\/v2\/posts\/326","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-json\/wp\/v2\/comments?post=326"}],"version-history":[{"count":0,"href":"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-json\/wp\/v2\/posts\/326\/revisions"}],"wp:attachment":[{"href":"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-json\/wp\/v2\/media?parent=326"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-json\/wp\/v2\/categories?post=326"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/wp.actionlife.com\/sopcommunitycare\/wp-json\/wp\/v2\/tags?post=326"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}