Stop including the .vcf attachments with electronic business cards

Electronic Business Card In Microsoft Office Outlook 2007, an electronic business card presents a view (view: Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. You can also create custom views.) of a contact and contains both contact information and images displayed in a traditional "business card" format.

.vcf attachment in a message header To include only the face of the card in messages without the information (contained in the .vcf attachment), you must create an image of the card and insert the image in the message.

Once you create the image, you can insert it in the message body or add it to your signature. If you know how to create and save images, go directly to Step 2 (a or b) below.

What do you want to do?

Step 1: Create an image of an electronic business card

There are many ways to create and save images to your computer, and many screen capture utilities and computer graphics editors available. This article describes the process using Paint, a graphics editing program that is included with all versions of Windows.

  1. In Contacts, display a view of the electronic business card you want. On your keyboard, press and hold ALT, and press PRTSCN.

This "captures" the current active window as an image. Some keyboards may require that you press the Function key at the same time that you press ALT and PRTSCN.

 Note   The on-screen image size is affected by different factors, including your screen resolution and the Outlook view you are using. You can change your screen resolution before capturing the image or you can edit the image size later in your graphics editing program.

  1. Open Paint (in the Accessories group on your All Programs menu).
  2. On the Edit menu, click Paste.
  3. On the toolbar, click Select Select an item.
  4. When the cursor turns to a cross-hair pointer, position the center of the cross-hair on one corner of the card you want to save as an image.
  5. Click and then drag the cross-hair pointer to select the entire card.
  6. Release the mouse button, right-click the card, and click Cut.
  7. On the File menu, click New.
  8. Click Don't Save when asked to save changes.
  9. In the Paint window, right-click, and then click Paste.
  10. On the Image menu, click Crop.

If you want to make any changes to the image, such as resizing it, you can do so now.

  1. On the File menu, click Save, and browse to the folder where you want to save the image.
  2. In the Save as type list, choose JPEG.

 Note   You can choose other file formats for the image, but .jpg and .bmp formats are recommended. The .jpg format creates smaller image files; .bmp files generally have a crisper, clearer appearance at higher screen resolutions, but produce larger files. Keep in mind that you plan to send the image by e-mail, where larger file sizes may affect your recipients.

  1. Type a name for the image, and then click Save.

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Step 2a: Insert the image in the body of a message

  1. In a new message, type your message text.
  2. Click in the message body where you want the business card image to appear.
  3. On the Insert tab, in the Illustrations group, click Picture.
  4. Browse to where you saved the business card image, click it, and then click Insert.

 Tip   You can also insert an image in a message you receive, after you click Reply.

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Step 2b: Add the image to your e-mail signature

After you add the image of your electronic business card to your signature, you can decide whether to have the signature added automatically to each outgoing message, or to do it manually on an individual message basis.

In this section

Step 1: Create the signature

  1. Signature menu In a new message, on the Message tab, in the Include group, click Signature, and then click Signatures.
  2. On the E-mail Signature tab, click New.

 Tip   You can also add the image of your business card to an existing e-mail signature. Click the signature you want to modify, place your cursor where you want to add the image, and then follow steps 4 through 7.

  1. Type a name for the signature, and then click OK.
  2. In the Edit signature section, click Insert Picture.
  3. Browse to the image file for the business card, click to select it, and then click Insert.
  4. If you choose, you can add other elements, such as text or other images. For more information on creating signatures, see Create and include a signature in outgoing messages.
  5. After you finish creating the signature, click OK.

 Note   The signature that you just created or modified won't appear in the currently open message; it must be inserted into the message. For more information, see "Step 2: Add the signature to messages."

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Step 2: Add the signature to messages

You can set a signature to be added automatically to outgoing messages, or you can manually insert a signature when needed.

 Note   You can insert only one signature per e-mail message; you cannot include multiple signatures. If you want to include more information, create one signature with all the necessary information, and then save it with a new name.

    Insert a signature automatically

    1. Signature menu In a new message, on the Message tab, in the Include group, click Signature, and then click Signatures.
    2. Under Choose default signature, in the E-mail account list, click an e-mail account with which you want to associate the signature.
    3. In the New messages list, select the signature that you want.

Include signature in new messages

  1. If you want a signature to be included in message replies and in forwarded messages, in the Replies/forwards list, select the signature. If not, select none.
  2. Click OK.

    Insert a signature manually

  • Insert a signature In a new message, on the Message tab, in the Include group, click Signature, and then select the signature that you want.

Download free electronic business card templates  Use the professionally designed card templates on Office Online or get ideas for designing your own.  You can also find printable and Community-submitted card designs.

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Applies to:
Outlook 2007