Although I’m just a few weeks into my new position, I’m already finding myself sending out similar emails multiple times a week. This is by no means a complaint, but rather something that just comes with the territory of working with various schools on their Domain of One’s Own initiatives. How does Reclaim Hosting handle backups? What are your graduation exit strategies? Can you resend my admin password? What is the protocol for a hacked site? You know, things like that. And while each scenario, project, account, etc. is just a little bit different, the Reclaim facts don’t change, nor do the guides and support articles that I link up to.
To save myself some time from rewriting the same email over and over again, I’ve started using the signatures in my email client, Spark. (As a heads up- Gmail tackles this with Canned Responses, but I hardly ever log into the web version of my email.) I’ve saved my most common responses as email signatures. So now when I go to respond to an email, I simply select the signature I want to respond with, customize it to the scenario at hand, and click send. Emails that used to take me half an hour to compose are now taking me ~5 minutes.
In Spark, you can create new signatures by going to Preferences > Signatures:
^You can also create new signatures while you’re composing an email!
^Click the up and down arrows next to your signature.
^A new window will pop up where you can scroll through your existing “signatures” or create a new one. Hover your mouse over the signature you want to use (it will turn blue) and click to select. Also as a small tip: make sure you add your *actual* signature to the templated responses.
Now all that’s left to do is customize your response however needed, then click send. Booyah!