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.
Multiple versions of this lesson are available, choose the appropriate version for you:
Download this lesson’s exercise file.Email Signatures.docx
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.
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.
- 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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