In this video, Jess Stratton shows users how to create signature files, including multiple files if multiple accounts are used.
- [Instructor] A signature file is a standard term for a short, pre-formatted block of text at the bottom of an email message containing your contact info. It can automatically append itself to the bottom of every email and reply you send. To create a signature file, select File from the top-left hand side of the screen, click Options on the left, select the Mail tab on the left-hand side, and then click Signatures. Here's our Create Signatures dialogue box. We have no existing signatures yet, so I'll click New to create a new one.
I can type a name for this signature, I'll call it Red30, and click OK. Now I can place my cursor in the Body field, and edit my signature. When I'm done creating my signature, I'll click Save. Now I need to specify which is going to be the default signature for this account. Here's my Red30 account. For new messages it defaults to my Red30 signature file. It's also up to me to decide if I want to use that signature file for replies and forwards. I can leave it at none if I don't want any signature for replies, or I can specify to use the one I just created.
Because I have two email accounts in Outlook, I'm going to select New again, and create a separate signature file just for my Gmail account. Under Name, I'll type Gmail, I'll click OK, and come down to the body, and make my signature. I can make this one a little less formal because it's a personal account. In fact, I could even change the text a bit. Just like an email, I can italicize text, I can change the color of it, I can make it bold-faced, it's up to me.
I'll click Save, and now, under Email Account on the right, I'm going to use this pull-down message and specify the signature I want for my Gmail account. For new messages, I'll choose my Gmail signature file. And for replies, I'll also choose my Gmail account. Click OK, click OK again to close out of the Outlook Options screen, and now let's see our signature files in action. I'll click to create a new email, and immediately I can see that my signature file is at the bottom of the email.
Let's change this From drop-down, and I'll change it to send an email using my Gmail account. The signature file will be changed on the fly to the correct one. I'll close out of this now. Let's make a change to the signature file or turn it off if we don't wanna use it anymore. Once again, I'll click File on the top-left side of the screen. Choose Options, change to the Mail tab and click signatures. I can select any one of my signatures, make a change, or delete it, or create a new one.
In fact for this Gmail account, if I decide I don't want to use a signature file at all anymore, I can change to this one and set it to None. I'll click OK, click OK again, and now I can get back to work.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data