5 steps to clean up your Outlook on-the-web mailbox

CleanOutlookheaderSome time ago we introduced the Microsoft365 F1-license into our organization. I work in a health care organization and the majority of our staff is providing care and counseling to our clients and patients. They work mostly with the official patient/client data application. They do not use Office365 heavily.

The F1-license differs in the following aspects from the E3 or E5 license used in larger and more office-based organizations. (See also Marijn Somers’ post on this topic)

  • No desktop apps – it is all online
  • 2 GB Outlook mailbox instead of 100 GB
  • 2 GB OneDrive instead of 1 TB
  • No Delve app visible (on the Office365 landing page) or available (on mobile devices) – but I have a workaround
  • A few limitations in Skype-for-business – as F1 users can not organize meetings or share content. Teams meetings appear not to have these limitations, by the way. (I have had varied results so I am a little careful)

When we made the change, about 10% of users had more than 2 GB in their Outlook on- the-web mailbox, so we sent them a message about what was going to happen and gave them suggestions for cleaning up.
I have noticed that there is a vast amount of support for Outlook on the intranet but it is mainly for the desktop app and trust me, there is a BIG difference between the Outlook desktop and Outlook on-the-web.

So, here’s what we advise our colleagues. Feel free to re-use and embellish!

1. Empty the Deleted Items folder.

Apparently there is no tenant-wide option for Outlook Online to empty the the Deleted Items folder when you log out. (It is possible for the desktop app)
So, it is possible that you have years of Deleted Items in that folder, eating up space! If you know your Deleted Items are there to be deleted, the fastest way is this:

  • Right-click on the name Deleted Items in the left-hand menu
  • Click “Empty Folder”
CleanOutlook-deleteditems
You do not even have to open your Deleted Items folder in order to empty it!

If you have > 500 messages in there, or if you want to check what you are deleting, it may be best to do this in batches:

  • Open the Deleted Items folder
  • Select a number of messages
  • Click “Delete” from the top bar
  • Repeat when the selected items have been deleted
CleanOutlook-selecteditems
Open folder, select items and click Delete is a more gentle way to clean up.

The deleted messages will be stored in a new place. You will see this in your Deleted Items folder, called “Recover items deleted from this folder”.
The “Recoverable Items” works like the SharePoint or OneDrive Recycle bin. You can restore messages back to their original location within 14 days (default) or longer (tenant setting) after deletion.
Items in the Recoverable Items do not consume storage space. 

CleanOutlook-deleteditemsrecoverable
I only recently discovered this nifty option to recover deleted emails! It is in the Deleted Items folder.

CleanOutlook-recoverable

Select an item, click “Restore” and your message will be back to the original folder, i.e. Inbox or Sent Items or what not.

Now that your Deleted Items is empty, let’s go to the next step.

2. Check storage space.

There used to be a cool function in Outlook On The Web that showed you the storage space usage of each folder. However, with the most recent version (August 2019) that option has gone, so you can only see the total storage now.*

  • Click the Gear Wheel top right and then “View all Outlook settings”
  •  Go to “General”, then click “Storage” and you will see how much you are using.
CleanOutlook-storage
Sadly, not a lot of detail here.

When a F1-user reaches 1,98 GB of storage space, they will get a warning message. (This is default, but the warning limit can be lowered by the Exchange admin if you want to give people some more breathing space)
They will also no longer be able to send messages at that point. So it is important to keep well away from 1,98 GB.

3. Clean up your largest folders.

Deleted Items, Inbox and Sent Items are generally the main storage space hoarders. Depending on your organization’s settings, Junk Mail can be a biggie, too.
So let’s start there with two sorting exercises:

a. Sort on largest items

In your Inbox, click Filter (top left), then Sort on Size, largest on top.
Check if you still need these messages. If they contain large attachments, save the attachments to OneDrive. You can move them to SharePoint later, if needed.
If the email text is important, you can save it as a PDF and store it on OneDrive or SharePoint.
Delete the message once you have safeguarded the content in another place. Or just delete it if it is no longer of value.

CleanOutlook-filterlargest
How to sort the contents of a mailbox folder on size.

b. Sort on oldest items

In your Inbox, click Filter (top left), then Sort on Date, oldest on top.
Do you really still need the oldest messages? If yes, store them in OneDrive or SharePoint as above before deleting.

Repeat steps a. and b. for Sent Items and any other folders that contain a lot of data.

4. Repeat steps 1 and 2 (and perhaps 3).

I have helped a lot of colleagues through this process and these steps were usually sufficient to get below the 1,98 GB threshold. If not, you will have to take step 3 again and be a little more strict.

5. Auto-empty the Deleted Items folder.

Now that you have a cleaner mailbox, you will want to keep it that way! You can empty your Deleted Items automatically after sign-out as follows:

  • Click the Gear Wheel top right and then “View all Outlook settings”
  •  In Email, go to Message Handling, check the first box and click Save.
CleanOutlook-emptydeleteditems
How to make sure your Deleted Items is emptied on a regular basis.

Next time, I will discuss a few more ways to save space and hassle!

It was fun writing this post – my own mailbox is smaller now as well 🙂

——————–

* For as long as it lasts (November 2019), there IS a way to see the individual folder size.

Use this link and this will take you to the old interface where you can see the individual folder’s size: https://outlook.office.com/owa/?path=/options/mailboxcleanup

CleanOutlook-foldersizeindiv
For as long as it lasts: the old Outlook interface. You can see individual folder size + do some deleting from here based on message age.

 

 

 

 

 

 

4 steps to retrieve a lost OneDrive document

onedrivegone-headerWe sometimes get calls from colleagues who have lost a document in their OneDrive. Over time we have learned some procedures to try and find it.
Please be aware that the majority of my colleagues has a F1-license, so I am focusing on OneDrive Online only.

What could have happened?

  • Deleted
  • Renamed
  • Moved to another folder
  • Moved to SharePoint (which means deleted from your OneDrive)

Which tools are available?

  • Search
  • Recycle bin
  • Document details pane

Where to start?

I would suggest to start either with Search or the Recycle bin. I love the details pane, and it has greatly improved since I last wrote about it, but as almost every change is captured, you will have a lot of scrolling to do.

So let’s start with

1. Search in OneDrive

OneDrivegone-search
The search results will show you where the document lives now. If you have many results, use the Filter option top right to narrow down the options. You can filter on modified date, document type and people’s names.

Found it? Phew, that was quick! That means it has been moved to another folder. Confirm it is the correct document and note down the new location. If you want to know WHEN you did this, check out the document details pane. Move the document back to its original folder if the move was an accident.

No luck? Well, there’s other ways to look!

2. Check the Recycle bin

onedrivegone-recyclebin
The search box does not work for the Recycle bin. You can only sort.

Sadly you can only Sort in the Recycle bin, not Search, so if your document’s name starts with M or N, and it has been deleted some time ago, you will have to scroll a great deal.

Found it? Restore it! It will be back into its original folder, but if you forgot which one that was, you can Search again.

No luck? Well, it has been deleted or… it may have been moved to SharePoint more than 93 days ago, so let’s just have a look there.

3. Search on the SharePoint landing page

onedrivegone-sharepoint
You will see where the document has moved to. If you get a lot of results, use the filter option!

Found it? Congratulations! Confirm it is the document you are looking for and remember where it is.

No luck? Most likely you have either deleted the document more than 93 days ago, or renamed the document. There’s only one way to find out!

4. Look in the document details pane

As I mentioned above, you can do this as step 1 or 2 but if you are using your OneDrive intensively, you may need to scroll a lot and the other steps may be quicker.

The details pane has improved a lot since I last wrote about it. It is now available for OneDrive for Business,  has clear icons and displays almost every change. It is context sensitive, so will display different things depending whether you are on your OneDrive landing page or in a folder. It also has clickable links for all documents that are still there. So please use this to check if the document has been renamed and/or moved.
If you have not been able to find the document in another way, this is the one option left. Scroll down until you see a “Deleted” or “Renamed” action for the document in question.

Onedrivegone-detailspane
To create this screenshot, I created a new document from OneDrive, gave it a name, added text in the document, deleted and restored it, and then moved it to another folder. Now you have all the icons and descriptions!

Moving a document to SharePoint only results in a “Deleted” mention, so you have no indication whether it has been moved to SharePoint or just plain deleted.

Found it? Hopefully you renamed it! Click on the title and find out where it lives.

No luck? Sorry, this is all that I can think of…

Can you blame the person with whom you shared the document?

No. If you share the document with someone, they can only edit the text in the document. They can not rename, move or delete the file.

Any other thoughts?

Did I miss something? Do you think there is a better order? Any other tricks to share? Please let me know!

Next time…

…We are going to complicate things by trying to retrieve lost documents from SharePoint!

Picture by ronnieb on Morguefile.

Curses for intranet and digital workplace peeps

Curses-headerWith Halloween upon us, here are a couple of  fright-inducing wishes for people that manage or support your Office365-based intranet or digitalworkplace. Courtesy of your “Wicked Witch of the Dutch” 🙂

This post has been inspired by Comms Curses by Helen Reynolds.

So, be aware if someone throws one of these spells on you.

Computer and network curses

  • May your bandwidth be forever restricted
  • My your wifi drop when you are presenting your new intranet to your Board of Management
  • May your migrations be throttled due to too much content being migrated at the same time
  • May your computer need a mandatory reboot in the middle of a global webinar that you are hosting
    This happened to me once. Thanks to whoever threw that spell on me! 

Office 365 Functionality curses

Office 365 has tons of good, well-designed functionalities that you take for granted. So what if someone curses you with sudden changes?Curses-MayAllVideos

  • May all your embedded videos start autoplaying at the highest volume when you open the page
  • May Search and Delve forget their security trimming
    As if their normal behaviour is not puzzling enough! 
  • May all pictures on your SharePoint modern pages be deleted
  • May all your Flows stop working without warning
  • May all SharePoint document and list item permissions be unique

Organizational curses

An organizational change can have an enormous impact on your digital workplace. Trust me, I have been there. So you can create a lot of panic and work when you throw an organizational curse someone’s way:

  • May your intranet need to merge with that of the organization that has just bought your organization
    Are you already looking forward to the discussions about who has got the best one?
  • May part of your organization be divested, making it necessary to move that part of your Office365 content to another tenant
    This happened at my earlier employer, and I tried to write about the project, but it was so much and so complicated that I stopped
  • May your CEO suddenly come up with the suggestion to replace Office365 with the platform of this nice small vendor that (s)he just met at this event
    Good luck with talking him or her out of that brilliant idea! CurseofCustomization
  • May your intranet owner insist on home page customizations
    I wrote The Curse of Customization about this
  • May all your SharePoint site owners leave at the same time without providing successors
    Divestitures or large reorganizations can do that
  • May your organization decide to cut your MVP-improvement budget, forcing you to stay at an imperfect and slowly declining level for the next few years
  • May your Office365 support and/or tenant administration be outsourced
    I wrote Ouch-Sourcing about this – and I may write more
  • May your introduction video, meant for employees only, go viral after being uploaded without hiding or security and being included in my Video Collection
    🙂

Microsoft curses

The havoc that Microsoft brings upon us now and then is reality rather than imagined 😉 but just in case you want to scare your enemy, let’s go:

  • May Microsoft introduce new standard functionality that you have just custom-developed yourselfspnewsreader-header
    My previous organization had just spend a lot of time and money on a custom-built News solution, when Microsoft announced…News!
  • May the latest update turn your MVP into a NVP
  • May Microsoft roll out unwanted changes without warning or without the option to undo them. 
  • May all your employees suddenly be able to buy their own licenses. Oh wait… 🙂
    You can still vote on UserVoice to block this

What to do when you have been hit by a curse?

I am working on the counter-spells but until now I have not been very successful…

Whoohahahahahahahahahahaha!

Curses-witch2

Pixel witch image courtesy of saphatthachat at FreeDigitalPhotos.net
Noise image courtesy of imagerymajestic at FreeDigitalPhotos.net
Voodoo doll image courtesy of Kheat at FreeDigitalPhotos.net
News image courtesy of rawpixel.com on pexels.com
Witch with pumkin image courtesty of Lekkyjustdoit on FreeDigitalPhotos.net

 

 

More about Forms

New icon!

FormsHave you noticed that Forms has a new icon? I have been unable to get a good large file but here’s a screenshot from my tenant.
Planner and To Do have new icons as well.

Comparison of Forms and Forms Pro

Megan V. Walker has recently created an excellent comparison of Forms vs. Forms Pro.  Apart from more options in the typeface part, you have more options to integrate data from other Office365 applications.
However, the licensing cost for Forms Pro is quite high in my opinion, so I will try to guide people to the regular Forms as much as possible.
A few colleagues had the Forms Pro Free Trial and they experienced issues when their trial expired. Once I removed the Pro Free license from their accounts, all worked well again, except that your Forms created in Pro are no longer accessible. Any results you captured, are still available. Be aware!

Check out Megan’s blog as she has tons more info on Forms and Forms Pro.

I do not think anyone will ever create a SharePoint survey any more 😦 , but if you are still interested, or want to know how if Forms is a good replacement for SurveyMonkey or GoogleForms, here’s my earlier comparison of survey tools:

Forms or survey – that’s the question (on the question/answer types)

Forms or survey – what are the settings? (on the general settings)

Forms or survey – responses and results (on the way responses are shown and general opinion)

And a beauty contest!

Some months ago I shared an invitation to a farewell party in our Yammer group, as an example of Forms. It was to invite internal and external attendees and ask them for their attendance and dietary preferences. I had helped the organizer create it, and he got it immediately and included some lovely pictures.

This was the start of an informal “contest” in my organization on who can create the best-looking form. 🙂
One of my colleagues no longer sends Outlook invitations for large meetings, but creates a nice-looking Form, which means she gets fewer emails and has all responses in a tidy Excel sheet.  I guess the receivers are pleasantly surprised by a nice-looking invite rather than a plain Outlook one.
Another colleague is carefully matching images and colours in her themes, and has even added a link to a hexcode website to her browser favourites!
I wonder if they are now thinking up new events just to be able to create a great-looking Form for it! 🙂
I freqently get calls where people mention “this person has created a beautiful survey and now I want one as well – how do I do that”.
And if all goes well we may replace a third-party application with a simple Form in the next few months. Fingers crossed!

This all delights me as I am working in a health care organization and most colleagues have different priorities than sitting at a desk at a computer.

(Something similar is happening with the SharePoint modern pages by the way, which is another pleasant surprise. More about that later)

So, invitations for larger meetings appear to be THE Forms application in my organization. What’s your number one scenario for Forms?

An alternative way to dive into Delve

Delve-headerDelve is an interesting part of Office365.

In my previous organization I often received complaints about what was shown in Delve. Exactly like the results you see in Search, what you see is what you have access to, and for many people this was hard to understand. Every time the Search or Delve results got questioned (“Search is broken!”) I could prove that this person saw this search result or this document card on Delve because they had access to it, whether that was desired or not. I loved this demonstration of the importance of proper permissions management 🙂
In Search, any mismanagement of permissions only becomes apparent when you are actively searching, but in Delve “content finds YOU” so it is ruthlessly in-your-face.

Joanne Klein has written a great post on Delve and how to disable it – entirely or partially.

In my current organization we have not promoted it very much yet, so when we recently changed a number of licenses from E1 to F1, we did not consider the fact that the Delve app would no longer be visible for the F1-users, a big risk.
However, we received a question from someone who uses the people-part for looking up managers and direct reports, so I found three alternative options.

1. Via “My Office Profile”

After all, the Delve “Me” page is your profile page, so that should be available for every user. Just click on your picture top right and select “My Office profile”.

Delve-myprofile
“My Office profile” leads to your Delve “Me” page

 

2. Via the URL

Delve is available for users if they are logged in to Office365 and use the following URL: https://<datacenterlocation&gt;.delve.office.com.
For our organization and my own tenant this is https://eur.delve.office.com and for a tenant in the UK this would be https://gbr.delve.office.com
I do not have access to any other tenants so I can not give you the “code” for other data centers but please take a look at your Delve to see what it is. It may come in useful one day.

Delve-Mepage
My Delve page. The URL will resolve itself to yours as soon as you enter the URL.

3. Via Outlook (people data only)

Like Delve, Outlook also uses Active Directory so all people data is also in Outlook.
Users with an F1-license use the Outlook On The Web experience and they can see people’s managers and direct reports in the people card.
When you hover over a person’s name (searched or from an email) you will first see the small card, which expands into a larger card. When you click “Show more” you will see a ton of info, including the “Organisation” which will allow you to see a person’s manager and direct reports. In my case the tab is greyed-out because I am the only one in my tenant and have not set up AD.

Delve-Mepage2
Lots of info available if you click “Show more” on the extended hover card. The “Organization” tab will show you direct reports and managers.

4. “Discover” on the Office 365 start page (documents only)

The Home page in Delve shows a mix of documents that are popular or have been edited recently by people you work with.
The Office365 homepage has a tab called “Discover” which shows you a mix of recent documents from others.

Delve-discover
The “Discover” tab, showing you a mix of documents from your “circle”.

When I compared the two I found these were very similar except for

  • Content: the “Discover” tab on the Office365 homepage only shows documents from OneDrive and SharePoint, while the Delve page shows documents from OneDrive, SharePoint and Outlook
  • Display: Delve shows cards, the “Discover” tab can show tiles or list items
Delve-documentcard
A Delve card, which shows modified date, preview, views, and allows adding to favorites and boards
Delve-documenttile
A tile in the Office365 homepage, showing much less info than the card

Sadly I can not share any comparative screenshots as I can only see this in my work tenant. I am the only user in my tenant so there is nothing to share from others.
But trust me, the Discover tab is an alternative, albeit not a full one, for the Delve Home page.

What’s next for Delve?

My colleague was happy with the alternatives provided.

But when I found this all out I wondered if Delve may be going away as a separate workload as the functionality is now embedded in other, more frequently used, tools. It also has not been included in the recent icon redesign, which may be a clue as well. Would anyone know?
Just as I was writing this post, I found this post from John Liu (in response to a Tweet about Delve from Joanne Klein) who is also wondering about the future of Delve – he has a good idea for its development.

So let’s wait and see if Delve keeps being a separate app, but with added functionality, or will be absorbed into relevant other workloads in Office365…

Photo by Matthew T Rader from Pexels 

Photos and Forms

fotoform-header

You can create really good looking surveys with Microsoft Forms these days, just by using colours and images.

There are 4 places to add an image:

1. Background

You can use a standard theme, which will add a predetermined background image (optional) and colour scheme to your Form.
If you want to use your own theme, click Theme and then the +. This will open a screen allowing you to upload an image and/or set a background colour for texts and buttons.

Formfoto-theme
You can upload a picture and change the colour here. Try #ff0000 and see what happens!

2. Forms title

You can add a small image to the title and introduction text of your form.

3. Question

You can add an image to a question. You can choose between small and large.

4. Section

If you want to create a new page for a new question or set of questions, you can use a section. A section header can also contain an image, large or small. It behaves like an image in a question.

Size requirements for images – a test

I recently received a question from one of my users, who wanted to know the size requirements for images in Forms. The background image she used turned out to be a bit blurry. Of course, and fortunately, you no longer have to use exact dimensions in Office 365, but not every size works well in every application, so I did some tests.

  • I photographed a few scenes with my iPhone, using square, landscape and portrait orientation. (4:3 aspect ratio except for the square of course)
  • I resized them using good old Paint, making a 50, 38, 25, 10 and 5% of the original. All images were 72 dpi.
  • Then I created a Form with 2 questions and one section.
  • I started with the 5% size and uploaded this image as background, as title, as question (large and small) and as section image.
  • Whenever the image displayed blurry, I repeated the exercise with the 10% and so on, until I had a good idea of what worked.

Results

  1. The background needs an image of at least 750 pixels wide, but 1000 is better.
    The orientation of the image (square, landscape or portrait) does not matter. The background focuses on the center of the picture.

    Formfoto-backgrooundportrait5
    With an image of 152 pixels wide, the background is extremely blurry.
    Formfoto-squarebackground.png
    With an image of 756 pixels wide, this background is acceptable.

    Formsfoto-landscapebackground
    A 1008-pixel wide background is really nice.
  2. In the title you can use an image as small as 150 pixels wide. It does not display a lot of detail, so you can get away with a small image.
    The height of the image display is fixed, and the orientation of the image does not matter much.
    Formfoto-squareheaderFormfoto-landscape header

    Formfoto-portrait-header
    3 examples of pictures in the title – the orientation (square, portrait, landscape) shows more variety than the picture quality.
  3.  If you use a small picture in your question or section, go for at least 150 px wide.
    Use landscape where possible, as it will keep your form shorter. Check out the differences in the screenshots with the background, above.
  4. For a large picture in a question or section, at least 400 pixels wide is best.
    Please note that landscape pictures cover the whole width of the forms, and the question is shown on top. This makes for a very nice image, but as it is blown up a lot compared to the other formats, you really need to make sure the image is sharp.
    If you use the same image in every section, you can create a nicely consistent experience. (But do not go overboard, every new section is a click!)

    Formfoto-diffsmallandlarge.png
    This is 152 pixels. The small picture  is OK but the large one is not.
    formfoto-squaresmallvslarge.png
    Again, 303 x 303 pixels is acceptable for a small picture but for a large one it is just not enough. And it is not even displayed on the whole width!

    Formfoto-landscapelarge
    The image in Question 2 is 404 x 303 pixels. It makes an acceptable picture, even in full width of the form. 

Suggestions:

  • Use landscape imagery where possible – it just displays nicer
  • Keep in mind that different purposes need different image sizes. If your image is too small, do not use it as background or the large image.
  • 150-400-750 is just a guideline – with a different aspect ratio in your photos and pictures, more dpi and different viewing screen size, you may find that other sizes work better for you. And perhaps you WANT the background to be a bit blurry!
  • More info about working with images in Forms

Header image by Peachpink on Pixabay.
“Photos and Forms” reminds me of “Diamonds and Pearls” by the late great Prince. 

7 ways to re-use texts in Office 365

Template headerDo you have to write the same text time and time again? For instance, an email confirming an appointment, a work instruction or an in-company invoice?

There are a few ways to do that.

1. Re-use and existing mail or document

I guess this feels as the easiest way. But how often have you forgotten to remove the “FW” when you forwarded that email, or forgot to change the salutation? And have you ever overwritten and saved a document that you wanted to keep intact?

Yeah, thought so 🙂

2. Store the text in Word or OneNote and copy-paste

You will have fewer accidents with this option, but now you may suffer from extensive but invisible make-up. This may cause your texts to have weird indents or line spacing when you have pasted them. The best way to strip off the code is to copy-paste to Notepad and then into the final message, but this is often forgotten and also not 100% guaranteed.
Besides, you will have to store that document or note and look for it whenever you need it.

3. Email template – text only

An easy way to manage your email texts is with an email template. That lives in Outlook so it is easily available when you need it – no need to search!
You can create as many templates as you want. You can store about 2100 characters in a template.

Outlook Client/Desktop:

  1. Open new email
  2. In the ribbon, top right, click the … and select “View Templates” from the popup
    Templates-OfficeClient
    Find your email templates in the Outlook Client
  3. You will see a few standard templates
    Templates-MyTemplates
    Standard email templates in the Outlook Client and the place to add a new one
  4. To create a new template, click on +Template
  5. Give your template a title (e.g. “Appointment confirmation”), add text and/or images and click “Save”
    Template-newtemplate
    Give your template a good name and add the text (and any embellishments)
  6. To use a template, click on the title and the text will be added to the email.
    Templates-Applied
    Adding the text to your email is very easy! 

Outlook Online – Current Outlook

  1. Open new email
  2. Bottom right, click the Templates icon
  3. Proceed with 3 as above
    Templates-OnlineOld
    The Templates icon is bottom right in Outlook Online – it’s highlighted in yellow! 

Outlook Online – The new Outlook

  1. Open new email
  2. Click the … at the bottom of the mail and select “My Templates” from the popup
  3. Proceed with 3 as above
    Templates-OnlineNew
    When you are using the New Outlook Online, you will need to click the …

4. Email template – text and make-up (Outlook Client)

If you need to use a template that contains both text and make-up, for instance for an email newsletter or other format, you can do this in Outlook Client/Desktop. It is a much more complicated process, so I would suggest to use this only if the look-and-feel is important and needs to be consistent.
BTW, you get a free email Newsletter when you use SharePoint News, of course, but for all those other occasions this option will be useful.

Microsoft has good instructions on how to create and save a template. It includes sending an email using the template as well.

5. Email signature

Before I discovered the templates, I used to store repetitive texts in an email signature. I have shared dial-in information for my personal Live Meeting (I think that was what web conferencing was called in those days 🙂 ), and shared help and support information in that way. Although I only use templates now, there may be cases where you prefer an email signature.

Outlook Client/Desktop

Microsoft has good instructions for creating signatures.  However the screenshots are a tad outdated. Now, you either use “Tell me what you want to do” or open a new email and click the Insert tab > Signature” to get to the signatures location.

You can have multiple signatures in the Outlook Client, but please be aware you can only add one per email, so always make sure your name and other information is included.

Templates-Clientsignature
How to add a signature in the Outlook Client

Outlook Online – current Outlook

  1. To add a signature, click the Gear Wheel in Outlook
  2. On the bottom of the popup, under “Your app settings” click “Mail”
  3. Under “Mail > Layout” on the left of the screen, click “Email signature”
  4. Add text and optional image, check the desired box if applicable, and click “Save”
    Template-signatureoldoutlook
    In current Outlook Online, this is where you add your signature
  5. To add a signature manually, open a new email, click … on top of the message and select “Insert signature”

Outlook Online – the New Outlook

  1. To add a signature, click the Gear Wheel in Outlook
  2. Click “View all Outlook Settings” on the bottom of the popup
  3. Select “Compose and Reply”
    Templates-NewOutlook-Signature
    In the new Outlook Online, this is where you add your signature 
  4. Add text and optional image, check the desired box if applicable, and click “Save”

Please note you can only have one signature in Outlook Online.

6.  Document template in SharePoint – general

You can add a template to a SharePoint document library for your team’s recurring documents. Think about reports or work instructions. You can do this for all Microsoft documents and you can have multiple templates in one library.
Anyone who can manage the document library can do this, so you will need at least Edit permissions.

I use and suggest this very often right now and wish it was also available in OneDrive!

  1. Create the document you want to use as a template and save it with a meaningful name – it may help to add “template” to the name
  2. Open the document library in question, click “New” and then “Add Template”
    template-SPNew
    Where to add the template
  3. Upload the template
  4. Check that it displays correctly.
    Templates-SPAdded
    Giving a good name is important – you will want to notice the template easily
  5. To create a new document in the template, click “New” in the Document Library and select the template. A new instance of the template will open.
  6. To move position of the template, or to make changes to the template itself, click “New” > “Edit New menu”. A popup will appear on the right-hand side of the page.
    Hover over the document to be removed, repositioned or edited, click the three dots that appear to the right of the name and you will get a popup with options.

    Template-SPeditmenu
    Editing, deleting or changing the position of the template is very easily done 

7. Document template in SharePoint – custom

It is also possible to add a custom template document as the default document. I can imagine this may have its uses when you want to use it for very formal documents, such as contracts or financial reporting. Those documents will have a strict format that needs to be adhered to.
In that case you can do that via the Library Settings > Advanced Settings. Microsoft describes the steps here. Although they mention SharePoint Online, they talk about “email-enabling” the library, which has been deprecated for several years by now, so I wonder when this has been last reviewed. (Of course I gave feedback to this article)

This needs Site Owner permissions but may also be done by an admin or IT.

Have I forgotten an option? Please let me know!

Image by Cohdra on Morguefile.com