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A signature file is the standard term for the short pre-formatted block of text at the bottom of an email message containing all your contact info. It automatically appends itself to the bottom of every email and reply you send. To create your signature in Outlook, head to the File Tab and choose Options. In the Outlook Options dialog, go over to the Mail Tab and choose Signatures. Here's where we get the Signatures dialog box. Since there is nothing in here the first thing that we need to do is click New to create a new signature.
I'm going to create a new one for my Exchange Account, because I have more than one account in Outlook. Now I can actually add the Body of my signature file where I'm going to put in all my contact info. When I'm all done, I'm going to specify that I want this signature file to be used in all replies and new messages from my no-obstacles-inc Exchange Account, when I'm all set, I could hit Save. Because I have two email accounts, I'm going to click New and create a new signature file just for my Gmail Account.
Again, I can put in a different signature file considering this is my personal email. Now I'm going to tell Outlook that for this particular email account, I want to math it up with my Gmail signature. When I'm all done, I can hit Save. I click OK to get out of this dialog box, OK to get out of the Options and now, when I click on New Email, I can see my signature file in here. Because it's sending from my Exchange Account, I can see my exchange signature file.
If I change that to my Gmail Account, my signature file changes automatically because we told it to in the Signature File dialog box. If we ever want to delete or change our Signature File, all we have to do is get right back where we were by going to File, Options going to the Mail Tab and choosing Signatures again, and now we're back in the dialog box. I can either delete the signature or just edit it directly. Once I'm all done, I can hit Save, click OK, click OK again, and now I can see that I've got my updated Signature File in there.
So as you can see, you have lots of options for including the right email signature for the right email account.
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