Join Jess Stratton for an in-depth discussion in this video Adding signatures, part of Outlook for Mac 2016 Essential Training.
- A signature file is the standard term for a short pre-formatted block of text at the bottom of an email message that contains all your contact info. It can automatically append itself to the bottom of every email and reply you send. To create your signature file click Outlook from the file menu and select Preferences. From here, double click in the Signatures area. It gives you a signature name by default, however you can double click in this field and change it to something.
I'll call this one Landon. Over here on the right if I place my cursor in here I can start typing. In fact I can get rid of what's already there and type my own signature. When I'm all done I need to choose my default signature for Landon Hotel. So when I'm sending out a message from this account, which is my Landon Hotel account, for New messages I want to use the Landon signature. And for Replies and Forwards I also want to use the Landon signature.
It's important to note that I could leave this None if I only want my signature file visible for New messages, but not for Replies and Forwards. There's no right or wrong. I'm going to create one more signature file because remember, I have a Gmail account on this computer also. In the Signature name area I'll click the plus on the bottom right hand side. I'll double click where it says Untitled, and this time I'll give it a name of GMail. I'll hit the Enter key on my keyboard and now it's ready to go.
I can clear out anything that it automatically puts in there, such as the name of the person who owns the computer, and now I'm going to make this one a little bit more informal, because my Gmail account is my personal one. When I'm done I need to choose my signature for Gmail. So in the account Gmail, for New messages I'll select Gmail, and Replies and Forwards I'll select my Gmail signature also. If at any time I decide I'm done with my signature there's a few things I can do.
For example, let's take my Landon Hotel signature. If I decide that I don't want to use it anymore, but I spent a lot of time on it, I like it and I'm not ready to delete it, I can come down here and select None, for New messages, and Replies. This means that no signature file will get attached to that email. However if I do want to delete it in its entirety, I can select it from the view and click the minus icon. That's going to get rid of the signature. And of course at any time I can come up here and simply edit the text.
When I'm all done I'll click the red X in the top left hand side and let's see it in action. I'm going to create a new email and I can see my signature file at the bottom. In fact if I change my From account on the fly the signature file will adjust accordingly.
- Adding email accounts
- Reading mail
- Saving attachments
- Searching mail
- Organizing mail with folders, flags, and filters
- Creating mail rules
- Adding signatures
- Setting an out-of-office auto-responder
- Creating new contacts and groups
- Working with delegates
- Creating meetings
- Opening other calendars
- Creating tasks