Join Karen Fredricks for an in-depth discussion in this video Working with signatures, part of Outlook 2010 Essential Training.
The only thing worst than doing something the first time is having to do the same exact thing over and over again, as in the case with sending your e-mails. You'll probably sign all your business correspondents in exactly the same way; alternatively, you probably have a shorter signature which you use in less formal situations. With Outlook, we can create numerous Signatures. So we start by going to the File tab, clicking Options and selecting Mail from the Navigation bar. Once there, we click on the Signatures icon.
Now when we want to create a brand-new Signature, we click on New. I'm going to start by making a personal signature. So I'm going to call this Signature quite simply Personal, and click OK. Then down here is where I can actually create that signature. So I'm just going to simply type in my name, and click OK, and I've created a Signature. I'm going to create another one. I'm going back to Signatures, and this one I'm going to call Business. So I'm going to click on the New button once again, and I'm going to call this Business and click OK.
This time I'm going to be a bit more elaborate and type in my entire name as well as my title and the name of my company. I can click OK, and now I have a second Signature. Finally, I'm going to create a really fancy signature. This time when I go back to Signatures, I'm going to make another New one. I'm going to call this one Business Card. I happen to know that I have a really neat Business Card that has been created as part of my LinkedIn profile.
So I'm going to click the Business Card button. I'm going to navigate over to my LinkedIn accounts, and I'm going to choose my name. Now I have a really fancy Signature. Once again, I can click OK. If you'd like to make changes to your signature, it's a very easy thing to do, by heading back on the Signatures area, and selecting the signature that you'd like to tweak. In this case, I'm going to add a hyperlink to my Web site, from within my signature.
So I'm going to select the Business signature. Go down here, and highlight the name of my company. Then I'm going to click the Hyperlink button and give it a click and type in the URL of my Web site and click OK. Now when I send e-mails to people, they'll be able to get to my Web site by simply clicking the name of my company in my signature line. My next task is to associate my signatures with my various e-mail accounts.
I'm going to start off by looking at my Business account. I'd like all New messages to automatically have my Business Card signature, but my Replies to have my simpler Business signature. In the same way, I can change my Email account to reflect my personal e-mail account. I can sign all those messages with my Personal signature and my Replies, I'm also going to use my Personal signature, and then I click OK.
Now that the hard work is over, I can relax and enjoy the benefit of my Signatures. So from this point forward, anytime I click on the New E-mail icon, you notice that my signature automatically appeared. If I'd like to change that signature, I simply head up to the Signature icon under Message tab, and give it a click. Now I can change to one of my other Signatures with the click of a button. Creating a Signature is a quick way to make sure that everyone knows who your e-mail is from.
It is also a great way to make sure that your recipients have all your current contact information.
- Using the Office 2010 Backstage View
- Using and customizing the Office 2010 Ribbon
- Using Outlook as an email client
- Filtering email with Quick Steps
- Scheduling with multiple calendars
- Creating tasks for to-do items
- Taking notes
- Adding multiple addresses and phone numbers for contacts
- Reading blog posts
- Integrating with social networking sites
Skill Level Beginner
Q: The author covers Quick Parts in detail in Chapter 4, but doesn't mention how to delete them. How do I delete Quick Parts?
A: To delete a Quick Part, go to the Insert tab on the Ribbon. Select the Quick Parts dropdown menu and right-click on the Quick Part. Choose Organize and Delete.
The Organize and Delete dialog box will open. Select the Quick Part and clock Delete.
Note: The Organize and Delete option is selectable only in rich text editing mode. If you are composing an email in plain text mode, the option will appear grayed out.