Tip 22. Use signatures

All e-mail programs let you create so-called “Signatures”. Signatures consist of a block of text, and even images, a background picture, sound, or even a movie that your e-mail program automatically appends to the bottom your e-mails.

Most people use signatures as an automatic way of providing their name and contact details. But you can use signatures in other ways that save you time.

For example, you can incorporate your firm’s terms and disclaimers into a Signature so that it appears at the bottom of every e-mail you send.

Or, if you have a way of signing off that you always use — for example, you might end all your e-mails by saying “Please call me if you have any questions” — then you can incorporate this text into your Signature to save your having to write the same thing every time you e-mail someone.

To create a signature in Outlook, follow these instructions:

  • Go to the “Tools” menu, click Options and then the Mail Format tab.
  • In the box called “Compose in this Message format” choose the format you want — for example, HTML or plain text
  • Click “Signatures”, then “New”.
  • Enter a name for your Signature.
  • Choose how you want to create your signature — for example, choose “Start with a blank signature”.
  • Type the text you want to use for your signature or copy and paste the text you want to use for your signature.

To create a signature in Entourage, follow these instructions:

  • Go to the “Tools” menu and click “Signatures”.
  • Click on the “New” button.
  • The “use HTML” button lets you choose HTML or plain text.
  • Enter a name for your Signature
  • Type the text you want to use for your signature or copy and paste the text you want to use for your signature.
  • To insert a picture, background picture, sound or movie, go to the “Message” window and down to “Insert”. Choose “Picture,” “Background Picture,” “Sound”, or “Movie” from the fly-out menu.

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