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| File, Options, Mail |
Maybe you sign all your business emails in exactly the same way: "Yours sincerely, Joe Soap" and then you type in your telephone number and then your mobile and then... Please don't. Stop it now.
Microsoft Outlook will sign off all your emails for you automatically and you can put all of your contact information into your signature and never have to type it again. All you have to do is create a signature, in fact you can create a few different ones to suit different situations. Perhaps a formal one with all your contact details and a business logo and another, simpler one for more casual correspondence. Start off by clicking the File tab, Options and then click Mail in the list on the left hand side. Looking over to the right, in the Compose Messages section click the Signatures button.
Microsoft Outlook will sign off all your emails for you automatically and you can put all of your contact information into your signature and never have to type it again. All you have to do is create a signature, in fact you can create a few different ones to suit different situations. Perhaps a formal one with all your contact details and a business logo and another, simpler one for more casual correspondence. Start off by clicking the File tab, Options and then click Mail in the list on the left hand side. Looking over to the right, in the Compose Messages section click the Signatures button.
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| Creating a signature |
Click the New button and give your signature a suitable name. Click in the editing section below and type in everything you want to have included in your signature. Don't forget to do any fancy formatting you may require.
You will see that there are controls for adding Business cards, graphics and hyperlinks. You can type in any web links you want or you can select some text (like your company name) and link it to your website. It's all part of your signature.
Carry on and click New again to create as many signatures as you think you'll need. If you have different email accounts and signatures you can control which ones are used by completing the edit boxes for Email account, New messages and Replies/ Forwards. Associate your signatures with your various email accounts, for example your business email account can have all new messages to automatically have your business card signature and then your replies to be a simpler business signature. Your personal email account to have your personal signature.
You will see that there are controls for adding Business cards, graphics and hyperlinks. You can type in any web links you want or you can select some text (like your company name) and link it to your website. It's all part of your signature.
Carry on and click New again to create as many signatures as you think you'll need. If you have different email accounts and signatures you can control which ones are used by completing the edit boxes for Email account, New messages and Replies/ Forwards. Associate your signatures with your various email accounts, for example your business email account can have all new messages to automatically have your business card signature and then your replies to be a simpler business signature. Your personal email account to have your personal signature.
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| Clicking the Hyperlink control to link the company name to its website |
From this point forward, anytime you click New Email you will see your signature automatically appear. Should you need to change that signature, click the Signature control on the Message tab. Creating a signature is a great way to make sure that everyone knows who your email is from and ensures that your recipients all have your current contact information.
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| Signatures are on the Message tab |
An Outlook signature is an example of a Quick Part, bits of document text which can be inserted quickly and easily. See my article on AutoText if you want to include standard sentences or paragraphs in your emails without having to laboriously type them in or copy and paste them from other emails.
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