Jun 19, 2014

Outlook Create and add an e-mail message signature


Step 1: Create a signature

  1. Open the signature menu In a new message, on the Message tab, in the Include group, clickSignature, and then click Signatures.
  2. On the E-mail Signature tab, click New.
  3. Type a name for the signature, and then click OK.
  4. In the Edit signature box, type the text that you want to include in the signature.
Start a new signature
  1. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.
 NOTES 
  1. To add elements besides text, place your cursor where you want the element to appear, and do any of the following:
OPTIONSHOW TONOTES
To add an electronic business cardClick Business Card, and then click a contact in the Filed As list. Then clickOK.By simply adding your business card to a signature, you can include the specific contact information you want quickly and distinctively.
To add a hyperlinkClick the Insert Hyperlink button, browse to a hyperlink, click to select it, and then click OK.
To add a picture
Click the Picture button, browse to a picture, click to select it, and then clickOK.
Common image file formats for pictures include: .bmp, .gif, .jpg, and .png.
For information on adding an image of your handwritten signature, see:
  1. After you finish creating the signature, click OK.
 NOTE   The signature that you just created or modified won't appear in the currently open message; it must be inserted into the message. For more information, see "Step 2: Insert a signature in a message."

Step 2: Insert a signature in a message

You can set a signature to be added automatically to outgoing messages, or you can manually insert a signature when needed.
 NOTE   You can insert only one signature per e-mail message; you cannot include multiple signatures. If you want to include more information, create one signature with all the information, and then save it with a new name.

    Insert a signature automatically

    1. Signature menu In a new message, on the Message tab, in the Include group, clickSignature, and then click Signatures.
    2. Under Choose default signature, in the E-mail account list, click an e-mail account with which you want to associate the signature.
    3. In the New messages list, select the signature that you want.
Select the signature you want to use
  1. If you want a signature to be included in message replies and in forwarded messages, in theReplies/forwards list, select the signature. If not, select none.
  2. Click OK.

    Insert a signature manually

  1. Insert the signature you want In a new message, on the Message tab, in the Include group, click Signature, and then select the signature that you want.

Stop including a signature automatically

Do one of the following:

Stop including a signature automatically for all new messages

  1. In a new message, on the Message tab, in the Include group, click Signature, and then click Signatures.
 NOTE   You can also access the signature options that are available on the Message tab after you click Reply,Reply to All, or Forward in an open message.
  1. On the E-mail Signature tab, under Choose default signature, in the New messages list, select none.
  2. Click OK.
  3. To remove the signature from the message that is currently open, you must delete it manually. Select the signature and press DELETE.
The signature will not appear in any new messages that you open next.

Stop including a signature automatically for messages that you reply to or forward

  1. In a new message, on the Message tab, in the Include group, click Signature, and then click Signatures.
 NOTE   You can also access the signature options that are available on the Message tab after you click Reply,Reply to All, or Forward in an open message.
  1. On the E-mail Signature tab, under Choose default signature, in the Replies/forwards list, select none.
  2. Click OK.
  3. To remove the signature from the message that is currently open, you must delete it manually. Select the signature and press DELETE.
The signature will not appear in any new messages that you open next.

Remove an automatic signature from an individual message

  • In the body of the message, select the signature, and then press DELETE.

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