in this video we're going to see how to add a signature to an Outlook 2016 email
a signature can contain just about anything but is usually your name
position and contact details some people like to add a graphic image for example
the company logo but be careful a lot of people prefer text only emails so think
very carefully before you add them let's start with a plain text signature open
outlook 2016 click on file and go to options
select mail in the pop-up box and you'll find a section to create or
modify signatures click on signatures a second pop-up box appears you can create
as many signatures as you like the top left box shows signatures that are
already created the box on the top right allows you to associate a signature with
a particular email account to specify which signature you want to add four new
messages and which four replies and forwards this is very useful because
whilst you might want to put all your contact details in a new email you won't
want to repeat them in each subsequent email in an email chain because it will
simply create clutter let's create a new text signature click new and outlook
asks you to name the signature let's call it test main
click OK and the edit box is cleared ready for you to add text first I add my
name and correspondence address then my telephone number and email address yes I
know the recipient will already have it but we English folk like to be thorough
and finally the company website address notice that i can save debt and
therefore screen real estate by putting as much on a single line as possible
notice also that outlook automatically adds an HTML link to my email address
and if i start my web address with HTTP colon slant slant it adds one to that as
well i can always remove the HTT bit afterwards if I want I'd like to reduce
the font size of everything below my name again to save space
and finally I associate this signature with its correct email account and
specify its use for new messages only next let's make an abbreviated version 4
replies and forwards go to your main signature select all and copy the text
to your clipboard next click new I'll call this one test replies paste the
clipboard into your text box now you have exactly the same signature as
before but all I really want to send on a reply or a forward is my name and
telephone number that's really all the recipient is likely to need so I delete
the rest now I can add that signature 2 replies and forwards and click ok if I
launched a new email you'll see the main signature at the bottom if I reply
outlook will select the abbreviated signature and now finally let's add some
graphics there are two ways of doing this you can either create a JPEG image
file and Link it to your email signature or you can use HTML to create a complex
signature with clickable links to social media frankly the easiest is simply to
add the company logo as a JPEG using a photo editor make sure the JPEG is the
correct size for your email place your cursor where you want the logo to appear
click on the insert picture icon here navigate to your logo selected and click
insert easy do make sure though that it's the correct size before you insert
it of course if you want to create the entire signature using HTML and that way
you'll get clickable links social media and all the works you can use something
like Dreamweaver to hard code it yourself or you can use one of the
signature creation tools so hubspot com email signatures are very
useful both to save you time but also to give your recipients the correct contact
information that they need eTop Technology we're here to help if you
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