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Right now each time I end an email I need to provide a signature. It can be as simple as just my name, but normally in a business setting I want to have something more that includes my name and my department, my voicemail number, perhaps my mobile phone, perhaps a disclaimer at the bottom that says that this email was sent for specific purposes and cannot be forwarded, information that might be provided by my legal department or would be required in my organization.
So I want to create a signature that I can use. If you are used using Outlook, you're used to having multiple signatures that you can apply. Here in OWA, you get one. So let me show you how to create your one OWA signature. We are going to choose Options>See All Options>Settings and here are the Mail settings. You will find lots of choices here that I've referred to earlier in the course. You can go set those options, here is where they are. And I'm going to enter and format a signature here. That looks good.
Now I can include other information if I would like, if I have our website and I'd like to direct people there. Maybe we have some social networking information that we want to provide. Whatever it is this is your signature. So you are going to use this signature, as the alternative to typing something. You always have the ability to just type. If you wish, you can say automatically include my signature on messages that I sent, and that's going to save us some time.
I am going to turn that off for right now. We'll come back here in a minute and enable it. At the lower right-hand corner I click Save. It's saving my signature, and return to my mailbox by clicking the Mail link in the upper left-hand corner. Now let's compose a new message and when I'm done entering text whatever my text is, I was in the middle of sending a message to Mark, I'm going to click Insert Signature and there's my signature. Looks good to me, works well.
If I don't want that much signature, then I can just type like that. If I'm replying to a message for example I'm replying to this message here from Judith, after I type my reply, sounds great to me. Once again I can insert my entire signature if that's what I want. Now just a little protocol here, normally you will include your entire signature on new emails, but you won't include your entire signature on replies. They already know who you are, they are writing to you.
I am going to go ahead and leave this page, let's go back to our options then and let's tell OWA in the settings for mail that we would like a signature on all the messages we sent and save. Go back our Mail Options create a new message and notice my signature is there already. Now if I don't want my entire signature, that's fine. I can just delete the part of it that I don't want, but I have this nicely formatted signature for whenever I do want it.
One more thought about signatures; in many corporations you have specific text you're required to include in your signature, specific attributes that have to be there, it has to have your name, it has to have your title and it has to your location and it has to have this text provided by your corporate legal counsel that says the contents of as this message are confidential and so on. You have seen these messages before with signatures like this. It's also possible that your IT department has automatically created your signature for you and has lock it down. So that when you begin using OWA, there is a signature there that meets those attributes and you don't need to modify your signature at all, you just use the signature that's provided and it's automatically stamped on your email.
So don't be shocked if you didn't build the signature but you have one already.
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