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You can make your e-mails appear more professional by adding a signature with your name, phone number, and other contact information, and you can make this appear automatically at the bottom of each new message. Outlook even supports multiple signatures, which means you can have one for work, one for family, and one for the homeowners association that you just joined. Begin with a new message and pull down the Signature menu. Here is where your signatures would appear if you had any, but to create one, we'll click Signatures.
In the Signatures window, to get started, we'll click New and provide a name for the signature. Don't worry; your recipients will never see the name of your signature. After giving it a name, click in the large text box and type the signature you'd like to create. You can use formatting to make parts of it to look a little bit more interesting.
When you're finished creating your signature, hit Save. Outlook will automatically append this new signature at the bottom of all new messages that you create. Let's go ahead and make one more. Now I have two signatures: a normal one and a short one. I'll configure Outlook to use the Normal signature when I create a new message and to use the Short one whenever I reply or forward to someone else's e-mail.
And since I'm also on the Home Owners Association, I'll create a third one for that. With three signatures now created, I'll click OK and return to my e-mail. Let's cancel this one and try them out. First, I'll click New Message. There's my brand-new signature appearing at the bottom of the message. Let's try to reply now. Note that when I hit Reply, it uses the short message instead.
And finally, let's try using that HOA signature. I'll create a new message, address the message, and now I'll change the signature that I am using. I can do this either by pulling down the Signature menu in the Ribbon or by right-clicking where the Signature appears. And that's all there is to it. You might consider checking with your organization to see if there's already a standard to adhere to.
And to save time, you can copy and paste someone else's signature and turn it into your own with a few backspaces. Take the time to make your Signature look great. Aside from your name, it's the only thing that goes out on every e-mail you send. Our next video discusses the Draft feature of Outlook and when to use it.
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