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In this movie I would like to show you how to create and use a signature to tag to the end of the any email messages you are sending out. And you are probably seeing signatures before they are basically little blurbs of information at the end of your email usually contains some sort of contact information about yourself if this is a business reality signature, but many people in their personal email like to include their favorite quotations or sayings at the end of their emails. So let me show you how to do this. Come to the Tools menu and you choose Signatures, so open the Signatures Window and there is always going to be a Standard Signature in here but I am going to create a new one.
And basically the Standard Signature just looks like this, it's a Standard Email Separator but that's pretty much it and that's really not much of a signature at all. So I am going to create my own signature here, call this My Work Signature, obviously I will use this on work related emails and in this case it's just going to be my name, even my title and even my email address and any other contact information I want people to know. Then notice here we do have a formatting toolbar and I could turn that on by clicking the use HTML button here but if we recall in the previous movie I discouraged the idea of using HTML in emails because of various problems that it could cause.
The same goes for signatures. Generally you should try to avoid using any HTML format in your emails because you could turn this on, format your text you could even add images to your Signature as well but again I highly recommend against that because some people like to do scanned versions of their handwritten signatures as attachments. But basically then anytime you send an email with an attachment you are sending somebody an Image File and that can get a little big annoying especially if you communicate with that person a lot, they are getting a copy of your signature every single time you send them an email. Now you could check include in random list, which is probably not the best choice for a work related signature but for your personal emails maybe have several different favorite quotations you would like to pick and chose from.
And if you include that in the random list and then set signatures to be random a different quotation will pop up each time. Only random select it so we at least have another signature to work with so you can see how that works in just a moment. Go ahead and Close and Save that. So there is a work signature forming there. Let's create another new one and we may well use a favorite quote here by _______02:07 Springfield. And that here let's put it in quotes "noble spirit then begins the smallest math".
Now it's telling me and Begins is not a word but we all know that's a perfectly cromulent word. So I am going to keep that in my random list as well, I will save that and maybe I will just do one more signature here and just call this one BART and this will be I didn't do it. You don't have to put them in quotes but since these are quotes I put them in quotes, include that in the random list, close that and save it. OK so now we have a selection of signatures to choose from. So after you right an email and notice this is a work email so I probably want to add my work signature at the end.
The other nice advantage of using a signature that has your name and contact information in it is that you don't have to sign it each time. Just come down to the end of your email, come up to the signature button here and you can choose in this case, my work signature and there it is right there. Now it would be kind of annoying to have to choose that from the menu every single time. So you can actually associate signatures with particular accounts. Go to the Tools menu, Tool Accounts and let me open up my work email account here. And under Options we have a Default Signature menu here and I can choose what Default Signature I want to use.
So since this is my work account, I am going to choose Work. So from that point on anytime I create a new email and I am sending this from my work account, let me choose the Command option N here. Notice that right away my signature appears in the message so I don't have to type it ever again when I am using my www.lynda.com address here. Or another case is I could choose random if I want to that you can see that _______03:57 Springfield quote stays up there but since it is random anything that I have tagged is being in that pool of random signatures has the possibility of showing up with each email.
And signatures are not written in stone. If I want to change it in this or not include information of signature I just need to select it and delete it, so that's really all there is to it. Again you create signatures by going to Tools Signatures and then to associate a particular signature with any email account just go to Tools Accounts, go to your Options area for that particular account and you can choose non-random to choose from the random pool or any specific signature you might have created. And that's how we work with signatures in Entourage 2008.
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