Locked lesson.
About this lesson
Signatures are vital to signing off on an email, and here you’ll learn how to apply them, along with a time saving tip to quickly finalize redundant correspondence.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
Quick reference
Email Signatures
Using signatures will save time from 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
- 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:
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:
- a “Timecards” signature: “Reminder that time cards are due Friday by 10:00 a.m.”
- a “Map” signature: “Below is a map to our location”
- a “New Employee” signature: “Welcome to the team! Here is info you’ll need to know…”
- 00:04 Hello, this is Andy and I wanna talk to you about email signatures.
- 00:08 Now every time you type an email, you're gonna sign off in some way.
- 00:12 And I'm here to tell you, every time you type something redundantly, raises
- 00:16 the chances of typos, which lowers you productivity and raises your frustration.
- 00:21 We wanna do the opposite.
- 00:23 So with that we use signatures.
- 00:25 Now I'm in a brand new blank email and I'm gonna come over here to the word signature
- 00:30 and I'm gonna click again on signatures.
- 00:32 Now in here this is where we're gonna type a brand new one.
- 00:35 So click on the word new I'll go ahead and type a name for this,
- 00:38 which is just gonna be my name for my signature.
- 00:42 And then I'll enter the text of that signature right down here.
- 00:46 You do have formatting options right up here.
- 00:48 And you can even attach a picture if you want to your signature.
- 00:52 Now, most important, right up above is you have to tell it
- 00:55 on brand new messages which signature do you want to go out.
- 00:58 I want my Andy signature and on replies and forwards,
- 01:02 which one do you want to go out.
- 01:03 I know it's the only one there, but
- 01:04 we still have to give it instructions on what one to use.
- 01:07 I'll got ahead and click OK on this, close this email.
- 01:11 Don't save changes.
- 01:12 Open a brand new email and look at that.
- 01:15 Brand new signature already on there, already typed,
- 01:18 no typos, high productivity, low frustration, happy employee.
- 01:23 All right, so now I wanna show you another way to use signatures.
- 01:27 And that is for redundant information, so I'm going to go right back to signature.
- 01:31 Click on signatures again.
- 01:33 Type a new one, and I'm going to call this new employee.
- 01:35 Because maybe I'm in charge of welcoming the new employees and
- 01:39 giving them basic information, so I'll go ahead and click OK on that and
- 01:43 make it a brand new signature, so I have to just put the text right in here.
- 01:50 All right, so I'll just click into this area, and I'll go ahead and
- 01:53 paste the text that I already had typed somewhere else.
- 01:55 Notice I did include my formal signature at the bottom of this.
- 01:59 I often get asked, how do I put two signatures on?
- 02:02 You don't, you put your formal signature at the bottom of
- 02:04 another one that's already designed.
- 02:07 All right, so I'm gonna go ahead and hit Ok to this.
- 02:09 Notice up on top my new messages are still going to be my Andy signature,
- 02:13 my replies and forwards are my Andy signature.
- 02:16 I'll only use this new employee one periodically.
- 02:19 I'll go ahead and OK to this and show you how to use it.
- 02:22 Here we go, I'm on my regular, brand new email.
- 02:26 My auto signature came in, but right up here I can switch to new employee or
- 02:30 I can switch back to Andy, and maybe I don't wanna point over here to
- 02:34 the signature button, float your mouse right over the top of the signature.
- 02:37 Hit your right mouse and
- 02:39 you have your options right there, right beside your mouse where you're working.
- 02:43 So I can literally click right click and
- 02:46 select which one I want based on what I'm doing.
- 02:48 It's a wonderful feature.
- 02:50 You can make a holiday signature.
- 02:52 You can make map signatures.
- 02:54 Whatever you want.
- 02:55 You can just right click and choose which ever one you want at that time.
- 02:58 But still your default one will come in with whatever one you originally choose.
- 03:03 It's a wonderful feature.
- 03:04 It's high productivity.
- 03:06 It's a great way to apply and get rid of that redundant typing.
- 03:09 I hope you use it.
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