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You can make emails appear more professional by adding a signature, perhaps with your full name and contact information, and this automatically appears at the bottom of each new email or reply. Outlook supports multiple signatures, which means you have a couple for work, maybe one for family, and one for the homeowners' association that you belong to. Begin by starting a new message from Include group on the Message pulldown the Signature menu. Signature that you've already created will appear here, but since we don't have any we will go ahead and set one up by clicking Signatures.
We will start by clicking the New button on the left and giving our signature a name. I will call this one Default. In the large text box go ahead and type the signature exactly as you'd like it to appear. Here's a quick tip. If one of your coworkers already has a signature that you like, copy and paste theirs into this box and just change the name and phone number to yours. With our Signature created and formatted the way we would like, click Save. Notice that this now changed my new messages to the default signature that I've just created.
This means that all the messages I create will automatically have the signature at the bottom. If I would like I can also set replies and forwards to go that same signature. Let's test this out. And there with my new blank email is my new signature. To create multiple signatures we will return to the same Signatures window we saw earlier. I will click New again and type the name of the new signature.
Just like last time I'll type my signature. When finished I will click Save and perhaps for this one since it's the short version of my signature, I'll make it my default for any replies and forwards I create. Clicking OK returns me to my email before. Now that I have multiple signatures if I pull down the Signatures menu, I can see my original and my new one and choose to use the new one instead. Take the time to make your signature look great. Aside from your name, it's the only thing that goes out on every email you send.
Our next video discusses the draft feature of Outlook and when to use it.
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