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About this lesson

Signatures can show your name and contact info or an informational disclaimer. This lesson teaches how to create multiple versions and choose which one you need at that moment.

Exercise files

Download this lesson’s related exercise files.

Email Signatures
58.6 KB Email Signatures - Solution
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Quick reference

Email Signatures

Using signatures will save time by avoiding redundant typing of your contact info.

When to use

Every email should be signed as a matter of good office protocol. Using a pre-formatted signature simply saves time while adding that touch of class to your correspondence.

Instructions

Open a new email message window

  • Click the Signature button, then click the 2nd Signature button.

  • Click New.

  • Type a Name for your signature file.
  • Begin to edit your signature making good use of the formatting tools available, and add your photo or company logo / web links.

  • The last step is to make sure you designate which signature to use for New messages and Replies/forward messages.

Hints & tips

To quickly switch the signature, simply Right-click the automated signature and choose from the list that appears on the message screen. (Must have at least 2 signatures set up for this to work.)

Use the “Signatures” feature for repetitive reminders or informative (but redundant) reminders.

Examples: 

  •  “Timecards” signature: “Reminder that time cards are due Friday by 10:00 a.m.”
  •  “Map” signature: “Below is a map to our location”
  •  “New Employee” signature: “Welcome to the team! Here is info you’ll need to know…”
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  • 00:04 We are about to create some email signatures that when you send an email or
  • 00:08 reply to an email, these signatures will automatically show up, saving you time,
  • 00:12 because you're not typing your name every time.
  • 00:15 All right, let's go ahead and do this.
  • 00:16 We start with a brand new email.
  • 00:19 So in the top left, go ahead and click New Email.
  • 00:22 I am using one that I've already typed, because I've got the instructions on here.
  • 00:25 On the message ribbon up on top, over about center is a button called Signature.
  • 00:31 We hit the dropdown arrow, you can see I have a couple of existing ones.
  • 00:35 And then the one at the bottom is where we do our design work.
  • 00:37 I'll click on signatures.
  • 00:39 Now I did have two on that list, but we only see one here,
  • 00:43 because I only have one assigned to this email account.
  • 00:46 And then I have another on this device,
  • 00:48 it's just not attached to an email address.
  • 00:50 We're going to create a brand new one.
  • 00:52 I'll hit New over here on the right hand side, and I'll call this Reply signature.
  • 00:58 Now I'll go ahead and design it.
  • 01:00 I can change the font styles, size, anything I want.
  • 01:03 I can put a picture in here, even a hyperlink.
  • 01:07 Notice at the bottom, I have a Save button.
  • 01:09 And I have a Get signature templates,
  • 01:11 which simply means you would download some Microsoft Word templates,
  • 01:15 reformat them to what you want, copy, and paste them into here.
  • 01:18 It will give you full instructions on this screen when you go there.
  • 01:22 It is below this.
  • 01:23 If I don't choose which signature I want to use on new messages or replies,
  • 01:27 then no signature will show up at all.
  • 01:29 So make sure you click these, and you tell it which one you want to use.
  • 01:32 Now I'll click OK.
  • 01:34 Well here's how to use this.
  • 01:35 I have the same email still open.
  • 01:37 So I have two options.
  • 01:38 I could come up to signature and toggle between Reply signature, or
  • 01:43 GoSkills signature.
  • 01:44 Or I could also right-click and choose on the right-click
  • 01:49 down on my signature line to use my reply or my formal one.
  • 01:53 Now notice I do have another one in there.
  • 01:56 I'm going to show you how to do that in just a second.
  • 01:58 Save this, close this, open up a brand new email, top left.
  • 02:03 And now I'm going to right-click and show you what I did.
  • 02:06 New employee info.
  • 02:07 You see, this is a backdoor use for signatures.
  • 02:09 On the signature line, I could go to the signatures portal again, and
  • 02:14 I could design a form, anything redundant.
  • 02:17 This could be a disclaimer.
  • 02:19 This could be onboarding information, this can be a map of your location.
  • 02:23 You can design absolutely anything that saves you time from typing.
  • 02:27 It's wonderful.
  • 02:30 Then to apply it, I simply right click, and I apply which one I want to
  • 02:35 use at that moment that I'm sending the email, and hit Send.
  • 02:39 It's fantastic.
  • 02:41 All right, you've got an exercise, an exercise assignment.
  • 02:45 Create a signature, and apply it, and use it.

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