If you use Outlook on a daily basis, creating a reusable signature can save you a great deal of time. Rather than typing in your name, business, telephone number, web address, and other contact information at the bottom of each outgoing message, you can simply click on a button to add your signature information.
To create a new signature, follow these steps:
- Open a new email message.
- Click on the Insert tab on the Ribbon.
- In the Include group on the Ribbon, click on the Signature button.
- From the drop-down menu that appears, click on Signatures…
- A Signatures and Stationery dialog box appears. To create a new signature, click on the New button.
- A New Signature dialog box appears. Type in a descriptive name for the signature, such as “Business” or “Personal” or “For Clubs.”
- Click on the Okay button.
- Type your signature in the Edit Signature field at the bottom of the dialog box. Use the tools located directly above the Edit Signature field to edit the signature text or to add an image or hyperlink.
- To configure Outlook so your signature is automatically added to outgoing messages, in the “Choose default signature” section on the right side of the dialog box, click the drop-down arrow on the New Messages field and select the signature to use. Then click the drop-down arrow on the Replies/forwards field and select the signature to use.
- When done, click on the Okay button at the bottom of the dialog box.
- Now when you create a new email, the signature block will automatically appear. You need only type in your message and a closing, such as “Sincerely” or “Regards,” and your message will be ready to go. The signature will also be automatically generated when you reply to or forward a message.