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Frequently Asked Questions and Tips
for Using Digital Stationery®


 Frequently Asked Questions  

  1.   Is Digital Stationery® easy to use? 
          Yes! Simply open the template and start typing, just as you would with a normal message today. [more...]

  2.   Once I install Digital Stationery® can I still send messages on a plain white background? 
          Yes! Like traditional office letterhead, you can select when you want to use your stationery. [more...]

  3.   Can I use my Digital Stationery® as much as I want? 
          Yes! With a valid licence you can use your stationery for an unlimited number of messages. [more...]

  4.   Will my messages get through corporate security firewalls? 
          Yes! Many business email messages use the HTML format and are not blocked by firewalls. [more...]

  5.   Will my messages get through spam filters? 
          Yes! Spam filters are designed to block high volume advertisements, not personal and professional messages. [more...]

 Tips for Using Your Stationery  

  1.   Can I create my own template messages with common content, like directions to my office? 
          Yes, it's easy to create extra copies of your stationery with content that you want to send to many correspondents. [more...]

  2.   My signature block appears above my stationery. How can I remove it? 
          Turn automatic signature insertion off. [more...]

  3.   How do I insert hyperlinks into my messages? 
          Highlight the link text, click Insert >> Hyperlink, and type or paste in the web address. [more...]

  4.   How can I test one of my stationery messages to make sure everything looks and works correctly? 
          Yes. Simply make a copy of your message and send the copy to yourself. [more...]

  5.   What if the images in my stationery don't appear when I open it to compose a message? 
          This can happen if you are working offline or if the Internet connection to our server is temporarily down. [more...]

  6.   Why are the images in my stationery missing on some reply messages? 
          Some Internet providers, like AOL, do not automatically include images in reply messages. [more...]

 Installing Your Stationery  

  1.   How do I handle the error message, "Error opening file for writing."? 
          See our more detailed trouble-shooting instructions. [more...]


  Frequently Asked Questions: (detailed answers)

1. Is Digital Stationery® easy to use?
Yes! It is just like composing a normal email message. You select your stationery and simply start typing. The stationery expands automatically to accept messages of any length, short or long. Think of the analogy to plain white paper and your office letterhead. Is it more difficult to type a letter on your office letterhead? Of course not - typing is typing.

2. Once I install Digital Stationery® can I still send messages on a plain white background?

Yes, you can easily select a plain white background for your stationery.

When you click on the "New" button in either Outlook or Outlook Express, you will get the usual blank white page on which you can compose a simple, informal email.

To use your Digital Stationery®, go to the "Actions" menu and select "New Mail Message Using." Then select your stationery. (Note: the first time that you do this you will need to select the "More Stationery" option and then select your Digital Stationery® template from the Microsoft stationery folder. After you have done this once, your stationery will automatically appear in the menu so you can select it much more quickly.)

3. Can I use my Digital Stationery® as much as I want?

Yes, it never runs out as long as your licence is valid!

4. Will my messages get through corporate security firewalls?

Yes, security systems do not block HTML formatted email. Security systems scan for viruses, worms, or unauthorised attachments (such as files with .exe extensions), but they don't block HTML.

5. Will my messages get through spam filters?

Yes! Spam filters are designed to block high volume advertisements, not personal and professional messages. We have run our stationery templates through the spam filter evaluator used by Constant Contact, a big email marketing firm. Our design came back with a rating of "0" indicating that it had almost no chance of being filtered out based on its structure and design.

Of course, spam filters also examine the content of incoming messages. You should avoid using words and phrases, like "make easy money," "FREE ...," or "£££," that are popular in spam messages. When these are detected in many spam filters, they increase your chances of being blocked.

Some poorly designed spam filters may flag a Digital Stationery® message as "possible spam," but this happens infrequently and will soon disappear entirely when the providers of low quality spam filters are eliminated by the suppliers of higher quality products. (You can read a more detailed explanation of the spam filter issue here.)

  Tips for Using Your Stationery: (detailed answers)

1. Can I create my own template messages with common content, like directions to my office?
Yes, it's easy to create and save a series of templates with customised content for common messages, like directions to your office, the pricing of your products or services, etc. (These instructions are for Outlook; some versions of Outlook Express work a little differently.)

  1. To create and save a new, personalised content template:

    1. Open the basic Digital Stationery® template (Action >> New mail message using...)
    2. Type in the content you want to reuse (directions, pricing, product details, etc.)
    3. Select File >> Save As... and save the file in the My Digital Stationery folder in HTML format (the default format - do not change).

  2. To use a new, personalised content template:

    1. Open a new BLANK message file (not Digital Stationery®) OR click "Reply" to a message you have received.
    2. Make sure it is in HTML format (in the Format menu, HTML has a check mark).
    3. Select Insert >> File.
    4. Navigate to the My Digital Stationery folder and select the template name.
    5. Click the down arrowhead on the Insert button and select "Insert as Text."

Please note that the content template can be used both as a new message and in a reply to a message that you receive.

2. My signature block appears above my stationery. How can I remove it?

You have Outlook set to insert your signature block automatically on all new messages. This is not necessary when you use your Digital Stationery® since your stationery includes your business contact information. To reset your signature controls, please go to:

Tools >> Options >> Mail Format

and set your signatures for both new messages and replies and forwards to "<None>".

3. How do I insert hyperlinks into my messages?

It's really very simple. Just follow these steps.

  1. Go to the web page to which you want to link and copy the address into your clipboard
    (This step is not technically necessary, but it's always safer than trying to type the correct address in!)

  2. In your stationery, highlight the words you want to be the link.

  3. In the "Insert" menu, click "Hyperlink"

  4. Paste the contents of your clipboard into the address field and click "OK"

That's all there is to it. (Please note that although the phrase you highlighted will now look like a link, it will not be active in the Outlook edit window. That's one of the idiosyncrasies of Outlook that can be confusing. As always, if you want to make sure that you've done everything correctly, make a copy of your message and send that copy to yourself. When you receive it the links will be active and you can test that they take you to the right pages.)

4. How can I test one of my stationery messages to make sure everything looks and works correctly?

If you are a new user of Digital Stationery®, before sending a message to a large number of people, it's a good idea first to send a copy of the message to yourself. In that way you can see what your recipients will see and you can fine-tune anything that may need it.

To send a message to yourself, follow these steps.

  1. Compose your new message.
  2. When you are finished, exit and save your message before you send it.
  3. Highlight your message in your "Inbox" or "Drafts" folder.
  4. On the "Edit" menu, select "Copy to folder" and then select the folder where your original message is stored. You will now have two copies of the message.
  5. Open one of the copies, address it to yourself, and click "Send." In a minute or two that message will appear in your inbox.
  6. Open the message you received and check that everything looks good.
  7. Open the original message, make any desired changes, and send it to the intended recipients.

Naturally, you can repeat this process as many times as you want to ensure that your message will be exactly as you want it to be.

5. What if the images in my stationery don't appear when I open it to compose a message?

Since the images for your stationery are stored on the Internet, there are two reasons why the images may not appear.

  1. You are working offline (that is, you are not connected to the Internet) or
  2. You are connected to the Internet, but the connection to the Digital Stationery® server is temporarily down.

If you want to compose a message offline and then connect to send the message, you may do so, but you will not see the images when you are typing the message. Your stationery will still work properly and your recipient(s) will see the images when they open your message - provided that they are connected to the Internet at that time.

If you are connected to the Internet and are still not seeing the images in your stationery, we suggest that you move on to another task for a few minutes and then try again. The Digital Stationery® server is almost never down, but in the event that it is or that the Internet is unusually congested, these problems are usually corrected in a matter of minutes and normal operation is automatically restored.

6. Why are the images in my stationery missing on some reply messages?

Sometimes the images in your stationery will not be visible when one of your correspondents replies to you. This is not a serious problem and it could be caused by a couple of things.

  1. The recipient could have an older mail programme that only displays and sends plain-text messages. In this case the recipient would see the body of your message, but the images (usually just the banner image) would not appear. (Most people today use mail readers that display Digital Stationery® correctly.)

    Or

  2. The recipient could have seen the original message with images, but some systems, like AOL, automatically remove images in replies. In this case they would have seen what you wanted them to see, but it would not look the same when they reply to you.

  Installing Your Stationery: (detailed answers)

1. Why do I get this error - "Error opening file for writing." - when I install Digital Stationery® on my PC?
Our "Instant-Install™" process is designed to store your new stationery files in two special folders on your PC. In order to store them in the folder that Outlook and Outlook Express use you must have administrator privileges on your PC; otherwise, that folder is locked.

Solution: Ask your IT support person to give your user profile administrator permissions or find out how to log in on your PC as the administrator.