Written business communications, even via e-mail, warrant a professional signature. Many office workers are unaware that they can create an e-mail signature that appears automatically when composing an e-mail message. Creating such a signature maintains a consistent presentation to your clients, enabling you to include all necessary information, such as company information and legal disclaimers. With Microsoft Outlook™’s “signature” feature, you enter your signature once and then it automatically appears at the end of every message you send.
Follow these steps to create a signature:
1. In the main Outlook window, click “Tools” in the bar at the top of the screen. Select “Options” to open the Options dialogue box.
2. Select the “Mail Format” tab and then click the “Signatures” button located in the third section of the dialogue box. This opens the “Create Signature” dialogue box.
3. Click “New” to create the new signature and another dialogue box will open.
4. Enter a name for the signature. This is particularly helpful if you have more than one e-mail account, such as one personal and one for business.
5. Choose how to create your signature. You can either start from scratch by using a blank signature or you may access a file that has all the information you need for the signature. Click “Next.”
6. Enter your signature as you would like it to appear in your messages. You can “paste” the text in the window if you already created a signature that you wish to duplicate. Or you can choose font style, size, color and paragraph formatting. Hyperlinks to websites can be included.
7. When you are satisfied with the signature you’ve created, click “Finish” and you will see a preview of the signature. Changes can be made by clicking “Edit” and revising the signature as needed. Repeat steps 3 through 7 to create additional signatures.
8. When your signatures are complete, click “OK” to return to “Mail Format” in the Options dialogue box. Click “OK” to exit the Options box.
9. Remember to keep your business signature professional and easy to read. Avoid fancy fonts and difficult to read colors. Preview your signature by sending yourself a message to see what the end result looks like.
Using the signature feature of Microsoft Outlook™ adds a professional touch to all your e-mail communications and saves time and energy when composing your messages. If you have other workplace productivity needs, find a Los Angeles area consultant from the Productive Environment Institute, NAPO, NAPO-LA or FindMyOrganizer.com.
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