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.
Download this lesson’s exercise file.Email Signatures.docx
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.
Open a new email message window
- Click the Signature button, then click the 2nd Signature button
- 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:
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
- 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…”
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