Nobody likes to waste time.I get e-mails from way too many companies that have no signature and no phone number which makes it harder for me to give them a call back. At my last company, the CFO was typing in his signature on emails all the time.
That is just a waste of time. Fortunately there is a better way.
Here are easy instructions on how to add an automatic signature in Outlook so that every email will have your contact information. You can even create different signatures for original emails and shorter ones for replies.
- Create a new email message.
- On the Message tab, in the Include group, choose Signature > Signatures.
- Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.
- Under Choose default signature, set the following options for your signature:
- In the E-mail account list, choose an email account to associate with the signature. You can have different signatures for each email account.
- In the New messages list, choose the signature that you want to be added automatically to all new email messages. If you don’t want to auto sign your new email messages, accept the default option of (none).
- In the Replies/forwards list, choose the signature that you want to be added automatically (auto sign) when you reply to or forward messages. Otherwise, accept the default option of (none).
- Under Edit signature, type the signature, and then choose OK.
Notes: You can create a signature block like the one in the screenshot. Add more information, such as a job or position title and a telephone number, beneath your name (signature).
You can change the appearance of any text you add by using the mini formatting toolbar above the text box. You can also add social media icons and links. For more information, see Insert hyperlinks to Facebook and Twitter in your email signature.
Once you create your signature, Outlook doesn’t add it to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You’ll have to add the signature manually to this one message.
Important: If you have a Microsoft Office 365 account, and you use Outlook and Outlook on the web or Outlook on the web for business, you need to create a signature in each. To create and use email signatures in Outlook Web App, see Create and add an email signature in Outlook Web App.
Set it up once, and see how much time you will save.
By Sue Conrod, CAL Business Solutions
Risks of using multiple email signatures that are managed manually
Take a look at the below list of risks and problems that may arise when users set up and manage email signatures by themselves:
- signatures may include incomplete or outdated data
- inconsistent design of email signatures sent outside your company
- signatures without legally required information (no legal disclaimer)
- updating email signatures is time consuming (it needs to be done individually on each workstation)
And the list does not end here. If you, however, are aware of those limitations you may want to change the way multiple email signatures are managed in your company. The solution to go with can be deploying central and automatic email signatures.
Benefits of central and automatic email signatures
Managing email signatures in the organization can be a challenging task. The more challenging, the more employees need a professional email signature. Fortunately, there are applications out there for central email signature management that simplify the entire process and reduce the risk of user-made mistakes.
If you need some examples to see the difference, refer to the list below. It shows how you can benefit from using multiple email signatures managed centrally over signatures added on the user’s side:
- You stay assured that all email signatures look the same (you build your corporate visual identity)
- You know that each signature sent outside your company looks professionally
- If there are any changes made to signature design, you can implement those changes from one place for all users
- Implementation of changes does not take much time
- You don’t need to worry whether email correspondence in your organization ensures legal compliance (your emails are automatically equipped with legal disclaimers)
- Signatures are added to emails only if they meet certain criteria (you do not need to worry that a wrong signature reaches a wrong recipient)
These are only a few examples of advantages, which come with central email signature management. To implement such a solution, you need to use third party software like the ones from CodeTwo. Once the application is deployed, you gain even more benefits.
Use CodeTwo software to manage email signatures centrally
To manage your email signatures in a more professional and organized way, you can implement one of the CodeTwo solutions. The applications bring a bunch of helpful features that nicely complement the above-mentioned list of benefits. With CodeTwo software:
- you can create a signature within a built-in Template Editor (the editor has a fully graphical interface, with a set of useful formatting tools)
- you can insert email signatures right under the latest response (no more signature piles at the end of email conversations)
- email signatures can be equipped with users’ photos, logos, images, marketing banner, social media icons, or any other graphics (they are embedded, not added as attachments)
- you can use email signatures in three formats: HTML, RTF and plain text
- you can be sure that all email clients and devices are supported to send emails from (if emails go through the Exchange Server or Office 365)
Of course, these are only some example features that can facilitate email signature management in the company – CodeTwo applications offer a wide range of capabilities that improve native solutions. To check that for yourself, simply test one of the programs in your environment. Each program has a trial version available.
How to add your signature on Outlook (PC)
- Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures.
- On the E-mail Signature tab, click New.
- Type a name for the signature, and then click OK.
- In the Edit signature box, paste your signature from the JCU Signature Form.
- To finish creating the signature, click OK.
- Once again on the Message tab, in the Include group, click Signature, and then click Signatures
- In the New messages list, select the signature that you want to include.
- If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none).
Method 1: Align the Picture in Signature via Wrap Text
- In the first place, start Outlook and create a new email.
- Then in the “New Message” window, turn to “Insert” tab and click “Signature” button.
- Next from the drop down list, select the signature that you want to align the picture with the text.
- After the signature inserted into the message body, you can right click on the picture and select “Wrap Text” from the context menu.
- Subsequently, you can use the available features under “Wrap Text”. Here we take “Square” as an example.
- After selecting a suitable “wrap text” feature, you can adjust its size on basis of your needs.
- Later, select the well-aligned signature and press “Ctrl + C” to copy it.
- After that, click “Signature” button and select “Signatures”.
- Finally in the Signature Editor window:
- First, select the source signature.
- Then cover the original signature by the new well-aligned signature.
- Lastly click “OK”.
Note: You will not see the picture in the signature editor. But don’t wrong. When you insert the signature into message body, the picture will be over there.
Method 2: Align the Pictures in Signatures via Table
- To start with, take the step 1 to 3 in the first method.
- Then you ought to insert a table. Click on the “Table” button and specify the rows and columns of table as per your needs. Here we use “2 * 1 Table” as an instance.
- Subsequently, move the text in one column and picture into another.
- After that, you should select the entire table, right click and select “AutoFit” > “AutoFit to Contents”.
- Next you should click the Border icon in the right clicking menu and select “No Border”.
- Later copy the signature.
- Ultimately you can take Step 8 and 9 in Method 1 to paste the signature.
Method 3: Align the Pictures via Editing Signature Files
The above 2 methods is a bit troublesome in that you have to copy and paste the signature. If you’re reluctant to do this, you can directly edit the signature file.
- At the very outset, go to “File” > “Options”.
- In the popup “Outlook Options” window, switch to “Mail” tab.
- Then press Ctrl key button and meanwhile click on the “Signatures” button.
- Next you will access the folder where your signature files are actually stored.
- Subsequently, you can double click to open the specific RTF file for a specific signature.
- Now you can align the picture in the signature in MS Word via “Wrap Text” or “Table” feature.
- Eventually, after completing editing it, you should save it. When you back to Outlook and insert the signature, you will discover that the picture has been well aligned with text in signature.