In this video, staff author 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 pen itself to the bottom of every email reply you send, just like this one that's been sent to me. To create a signature file of your own, on the top left hand side of the screen, click file, click options on the left, make sure you're on the mail tab on the left, and then on the right, click signatures.
Let's click new to create a brand new one for Red30. I'll type Red30 to give it a name and click OK. Now I can come down here in the body and put in my signature file. Just like a regular mail message, you can boldface certain items, you can change the font, you can even add an image to it, such as a small company logo. When I'm done, I'll click save. Now I need to assign it to an account.
On the right hand side, here's my Red30 Tech email account and for new messages, I'll click the pull down and make sure Red30 is selected. It's also up to me to decide if I want the signature attached to replies and forwards. There's no right or wrong, it's up to you. As I have two email accounts in Outlook, I'll click new again and create a separate signature file just for my Gmail account. I'll click OK again.
And now in the body field, I'll make my signature. I'll make this one a little less formal, as it's for a personal account. I'll click save again. And now, on the right hand side, I'll click the pull down next to email account and choose my Gmail. For new messages and forwards, I'm going to set it to my Gmail signature. Now I can click OK. I'll click OK one more time down at the bottom.
Now we can see them in action. I'll create a new mail message by clicking new email on the top left hand side of the screen, and there it is. I'll click the pull down next to the from account to set it to my Gmail address, and it updates the signature file instantly. I'll close out of this. To turn it off or make changes, once again, click file, options, change to the mail tab, and click signatures.
I can select it and make a change. I can make a new one or delete it. I could also set the signature to none for any particular account.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.