This article covers how to create a signature in Outlook 2010. A proper signature at the end of your correspondence can demonstrate your professionalism while providing important details, such as phone numbers, hyperlinks to websites and legal information your company wants included with every email. It is inconceivable to manually type this information in at the end of each email. So you can create a signature in outlook 2010 to automatically handle this for you.
Options For Creating A Signature In Outlook 2010
There are several ways to create a signature in Outlook 2010. You can add large text, images, hyperlinks and other items to dress it up.
As a general rule, you might consider keeping your Outlook signature simple for several reason. The most important reason is the signature might not show up as you intended (if it shows up at all) because it is getting filtered out by the destination client’s email server. For example, GMail will often block images. So if your signature is an image file, it might not make it through the delivery process.
But there are advantages of having a nice looking signature, as well. You can use your actual, handwritten signature at the bottom of your emails by scanning your signature and uploading it during the creation process. Or you may decide you want to use your company logo.
To begin creating your signature, click the File tab at the top of Outlook, then select Options.
Next, click Mail in the left column, then click the Signatures button in the right column.
If you have no prior signatures saved, you will click the New button, and then type the name for your signature. Note: You can have multiple signatures for new messages or replies and forwards.
In the editor dialogue box, type and format your signature any way you wish. In the example above, we used a larger font for the name, and a smaller font for the sub text. You’ll also notice in the upper-right corner you have options to select a default signature as well as one for Replies / forwards. In this example, we selected our new signature for both occasions.
If you decide you want to use a picture in the signature, click the image icon above the editor in the upper-right corner. You will be asked to browse to the location of the image. Select the file, then click Insert to load the picture.
Click OK when you are satisfied with your signature.
The next time you create a email, you will see your new signature at the bottom of the email.
Outlook Signature Best Practices
As we touched on above, there are some Outlook signature best practices you should keep in mind when creating a signature in Outlook. These include:
- Use a web-friendly font, such as Arial, Impact, Courier, Times New Roman, or Verdana. There are others, but these are the most commonly used fonts that both a Mac and a PC will have installed by default. If you use a unique font, it will either revert to courier or not show up at all.
- Keep is simple and short. Long signatures eat up bandwidth and other resources, and may falsely trigger a SPAM filter on the email server that prevents your email from going through.
- Lastly, to really be safe, just use a short closing sentiment, your name, a brief sentence if you wish, and a standard-sized font.
Feel free to read our other Office tutorials or visit our forums for additional help creating Office signatures.