Presentation Transcript

1. Create a simple signature Like a signature in a letter, an e-mail signature is added to the end of your message. The most familiar element of a signature is the complimentary closing. You’ll generally choose one that matches the tone of your message. Even a simple e-mail signature can be applied to your messages automatically. That means you can save yourself a little typing at the end of every message. Create great-looking signatures for your e-mail
2. What’s in an e-mail signature? In addition to a complimentary closing, your signature can contain information about you. Many professionals like to include their business contact information so that clients and business partners can reach them easily. A signature might also include a marketing message or even a favorite quotation to express humor or personal values. Create great-looking signatures for your e-mail
3. What’s in an e-mail signature? In addition to a complimentary closing, your signature can contain information about you. A simple e-mail signature might include: Your name. Your professional title. Your physical business address and phone number. Create great-looking signatures for your e-mail
4. What’s in an e-mail signature? In addition to a complimentary closing, your signature can contain information about you. You can also add fancier elements to a signature: Your e-mail or Web address formatted as a hyperlink A graphic such as an image resembling your hand-written signature, a company logo, or your photo An Electronic Business Card Create great-looking signatures for your e-mail
5. What’s in an e-mail signature? As you think about what your signature might contain, keep in mind that it’s best to keep it simple. That way, the key information is easy to recognize. You never want to annoy recipients with a signature that’s overly long or distracting. Also be sure to consider your audience carefully before you disclose any sensitive information such as your physical address or phone number. You don’t want to get unexpected calls from strangers. Create great-looking signatures for your e-mail
6. Start your signature Creating a signature doesn’t take long. You create and work with signatures in the Signatures and Stationery dialog box. You can quickly get to it from any new message by clicking the arrow under the Signature button and then clicking Signatures, as shown in the picture. Create great-looking signatures for your e-mail
7. Give it a name The first step in creating a signature is to give it a name. You start by clicking New and then typing the name in the New Signature dialog box. You can give your signature your name, call it “My work signature,” or choose anything else. If you intend to create multiple signatures, it’s smart to use descriptive names such as “Business (simple),” “Business (all contact info)” or “Personal (soccer team)” so you can keep track of which one to use. Create great-looking signatures for your e-mail
8. Make it look the way you like After you name your signature, you get to create it. The picture illustrates the steps for creating a simple signature. Type your text in the text box. Specify some of the basic design elements of your signature, such as its font and font size. Choose a color if you want. Create great-looking signatures for your e-mail
9. Make it look the way you like To get a little fancy, you can use different formatting for different lines of your signature. Here, for instance, Pia Lund’s name is a different color from the rest of the text. When you’re satisfied with your basic signature, click Save. That’s all it takes to get your signature ready for prime time. Create great-looking signatures for your e-mail
10. Make it look the way you like Modifying your signature After you’ve created a signature, it’s easy to modify it. To make a change one time, for a particular message, you can modify the signature right in the message, changing it just as you would any other bit of text. To modify the saved signature, you’ll need to return to the Signatures and Stationery dialog box and make your changes from there. Create great-looking signatures for your e-mail
11. Apply your signature automatically When you create your first signature, Outlook sets that to be your default signature and applies it to all new messages automatically. So to use your new signature, simply start creating messages. You’ll see the signature in each new message you create. Create great-looking signatures for your e-mail
12. Apply your signature automatically If you’ve created more than one signature, you can verify which signature is set as the default by looking in the Signatures and Stationery dialog box. The default signature is listed next to New messages under Choose default signature. The picture shows an example of a signature called My work signature being used automatically for new messages. Create great-looking signatures for your e-mail
13. Use your signature only when you choose to If you prefer to add your signature on a message-by-message basis—that is, if you don’t want a signature added automatically to new messages—you can adjust your settings in Outlook. In the Signatures and Stationery dialog box, click (none) in the New messages list under Choose default signature. Create great-looking signatures for your e-mail
14. Use your signature only when you choose to If you prefer to add your signature on a message-by-message basis—that is, if you don’t want a signature added automatically to new messages—you can adjust your settings in Outlook. Then, when you’re ready to add a signature to your message, use the Signature button on the Ribbon, in the Include group. Create great-looking signatures for your e-mail
15. What the recipient will see When you’ve created a signature and stared using it, you may wonder whether all recipients see it the same way. The answer is, probably not. How a recipient sees your signature depends on the program they use to read e-mail and how they’ve chosen to set it up. Create great-looking signatures for your e-mail
16. What the recipient will see Here are two examples of situations in which what you send may be different from what they see. The recipient reads e-mail in Plain Text format Someone who reads e-mail in Plain Text (text-only) format may not see colors or other fancy effects. So when you design your signature, it’s a good idea to keep in mind how it will appear in plain text. Create great-looking signatures for your e-mail
17. What the recipient will see Here are two examples of situations in which what you send may be different from what they see. The recipient doesn’t have the font that you used in your signature Fonts are not embedded in your message. That means that in order to see the font that you used, the recipient must have that font installed on his or her computer. Create great-looking signatures for your e-mail