Minneapolis Web Design: Setup a Signature Block for Outgoing Emails

How To.... Setup a Signature Block for Outgoing Emails

When sending e-mail messages, it is useful to attach a signature. A signature is a block of text at the end of a message which identifies you and tells the recipient how they can contact you. Your signature is the last thing people will see. So, when you sign off, do it in style!

Outlook 2007/2010
Outlook 2002
Outlook 2000
Outlook Express 6
Outlook Express Prior to Version 6

Outlook^® 2007/2010

Click “Tools”, then “Options”. This will open the “Options” dialog box (shown here).
Click on the “Mail Format” tab, then click on the “Signature” button, about 3/4 of the way down the dialog box. This will open the “Signatures and Stationery” dialog box.
Click “New”, then give your signature a name.
In the text area, type your signature. To change fonts or font sizes, add bold or italics etc, simply use the buttons and drop down boxes above the text area.
Click “Save” when you are finished.
To add the images to your signature (we have attached the Facebook/LinkedIn/Twitter icons to this article for you to save and use in your own signature) click on the “picture” icon (which is the 2nd icon from the right)
(Right click each icon and click 'Save picture as', and save to your computer)
In Outlook, after you click on Picture, a browse wizard will pop-up and will allow you to browse your hard drive and add your twitter/Facebook icons to the signature.
Once you have the images in the signature, click on one of the images to highlight it. Then click on the “hyperlink” button (it should be the last button on the right)
In the address field at the bottom of the hyperlink window, type in your LinkedIn, Twitter or Facebook address (depending on which image you are linking)
Click ok
Repeat that until you have all your images linked to the right web addresses.

Outlook^® 2002

To create a signature, choose TOOLS, OPTIONS, MAIL FORMAT, then click on the SIGNATURES button.
When the signature window opens, choose NEW. From that point you will be guided through a wizard which will provide you with the options for creating your signature. If you have never created a signature, then you will start with a blank signature and create your own.
To use the signature you have created, choose the signature name in the Signature for new messages field. If you want your signature to be added to replies and forwards, make sure to place the signature name in the Signature in replies and forwards field.

Outlook^® 2000

From the Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
In the "Compose in this message" format list, click the message format that you want to use the signature with.
Under "Signature", click Signature, and then click New.
In the "Enter a name for your new signature box", enter a name for your signature.
Under "Choose how to create your signature", select Next.
In the Signature text box, type the text to include in your signature in the following format:

John Doe
Official Title
Department
(XXX) XXX-XXXX
Select Finish, then OK twice.

Outlook Express 6

Select Tools | Options... from the menu in Microsoft Outlook Express^®
Go to the Signatures tab, Click New
Type the text of your signature under Edit Signature
Click OK

To use this new signature block on all new messages:

Select Tools | Options from the menu.

Go to the Signatures tab.

Make sure Add signatures to all outgoing messages is selected.

You probably also want to deselect Don't add signatures to Replies and Forwards .

Now select the signature you want to become the one automatically inserted.

Click Set as Default.

Click OK.

To insert the signature block per message:

Select Insert | Signature from the message's menu.

Now choose the desired signature from the list.

Outlook Express Prior to Version 6

In the Microsoft Outlook Express^® window, click the Tools menu, then click Stationery. The Stationery dialog box will open.
Click the Mail tab, then click the Signature button. The Signature dialog box will open
Select the option button next to Text, then type your signature in the text box provided.
After you've created your signature, click OK to close the Signature dialog box, then click OK to close the Stationery dialog box.

To use this new signature block on all new messages:

In the Outlook Express window, click the Tools menu, then click Stationery.
The Stationery dialog box will open.

Click the Signature button. The Signature dialog box will open.

Select the check box next to "Add this signature to all outgoing messages".

Click OK to close the Signature dialog box, then click OK to close the Stationery dialog box.

To insert the signature block per message:

Type your message.

When you are finished, click the Insert menu, then click Signature.

Your signature will appear at the end of your message.