This is a tutorial designed to help Outlook users create their own signature block to append to emails. often and don’t want to constantly type their name and credentials at the end of every email they send. The steps will show you how to create a custom signature block that is appended to the end of every email you send. Once you complete the steps you will have a signature block designed to fit your needs and desires.
A good signature block can help your email to have a more professional look. The signature block can also provide people with needed contact information. You can enter any information you want, most often your name, title, email address, and phone number. You can even create cool images and put them into your signature block for added flare. We will stick with the most basic steps of creating a simple signature block for work or home use.
So what are the steps to create this signature block?
The first step is to open Microsoft Outlook, if you don’t know how to do this then this tutorial probably isn’t for you. Once the program is opened then you will go to the blue tool bar at the top and click Tools. This will bring up the drop down menu where you will want to select the option labeled Options, which will open a new window with tabs across the top. In this new window with the tabs you will want to select the Mail Format tab.
Now you are in the Compose in this message formation options, you can choose three different message formats, HTML, Rich Text, and Plain Text. The most common option is HTML which will display your email in a manner consistent with a webpage. If you chose Rich Text it will allow for formatting of text, such as colorful text. Plain text is just the ordinary everyday text nothing fancy at all. I am choosing the HTML format.
Once you have selected what format you want your text in you need to click the button at the bottom labeled Signature, and a new window will come up with new options. Since we are starting a brand new signature the only option will to select will be New, so click on the button and lets get started.
You will need to name you signature block, I am going to use TEST as my signature block name. Now you have the option to start with a blank signature or use a file as a template. We will just want a blank signature block and can ignore the other option. Click next after you have given your signature block a name, the next window is where you will enter the information you want to display as your signature block. Most people start with their name, then title, then address, phone, and finally email address.
You can make this anyway you want there are no rules to it, make it look and feel the way you want it. You have many features that will let you add color or different styles of text, the buttons Font, Paragraph, and Advanced will allow you to edit the text, these options are not available if you use plain text as your message format. The advanced button will take you to Word to edit the signature block and you can use all the features of Word to create a signature block. Once you have your signature block the way you want it then you can click the OK option.
Now to apply your signature block to you emails you have to click OK to exit the wizard. You are now back at the Mail Format tab and you can append the signature by two drop down boxes, Signature for new messages and Signature for replies and forwards. In these two drop downs just select the name you gave your signature block and now every email you send will have the information we created. You can create multiple signature blocks and have different signatures for new messages and for replies/forwards.
Well hope this helps you to create some fun and useful signature blocks for work and play. I have included screen shots so you see the steps which sometimes is easier than just reading and doing them.