When you have decided what to include in your signature, you will need to open the signatures and stationery dialogue box:

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1 Signatures An signature is a block of information which is added to the bottom of an to give the recipient information about the sender. It functions in a similar way to using headed paper on a letter. It is possible to set up multiple signatures in your account, so that you can choose different signatures for different recipients. You can also choose whether to automatically include your signature in s, or to add it yourself each time you send a message. signatures are set up within Outlook client, which means that they only apply to the computer on which they were created. If you move to a different computer or use the Outlook web app, you will not be able to use the signatures you created on your main computer. Creating an signature An signature usually contains text information such as the sender s name, job title, address and telephone number. It may also contain images, logos and web links. When you have decided what to include in your signature, you will need to open the signatures and stationery dialogue box: Go to the file tab on the ribbon Select options from the navigation pane on the left-hand side Choose mail from the pane on the left Click the signatures button this will open the signatures and stationery dialogue box To set your signature, go to the file tab Click the options button

2 Click the mail button to see settings Use the signatures button to open the signatures and stationery dialogue box When you have opened the signatures and stationery dialogue box you will need to create a signature by clicking the New button. Click New to create a signature

3 You will be asked to enter a name for the signature. This will help you to identify the correct signature, if you have several signatures set up. For example, you may have one signature for your own account and another for a team account. Click in the new signature box and type a name, then click OK. Click here and type a name for your signature Click OK Adding text to a signature Once you have created the signature you will need to add any text or images that you want to include. You can do this by typing into the box at the bottom of the signatures and stationery dialogue box. Check that the signature you are working on is selected here Type the text for your signature here you can copy and paste from another program by right-clicking These buttons can be used to alter the format of the text

4 Adding pictures to a signature Within Outlook it is possible to add pictures (for example, a company logo or promotional banner) in your signature. Some people choose not to receive images with their , and some services will receive images as attachments rather than as part of the message. Therefore, be aware that people may not see any images you include in your signature, or may see them in a different layout to the way you intended them. If you want to add a picture whilst creating your signature: Click on the picture button in the signatures and stationery dialogue box Browse to the image on your computer Click insert to add it to your signature Pictures added in this way cannot be easily moved or resized to suit your signature. For this reason, it may be easier to add pictures using copy and paste from other programs such as Word. Click here to add a picture, logo or banner to your signature Browse to the picture you want to use and then click insert

5 Pictures added using the picture button cannot be easily moved or resized You may find it easier to create your signature including pictures in Word and then copy and paste it here instead Adding hyperlinks to an signature When you type a website or address into a signature, Outlook will automatically turn it into a hyperlink a text button that your recipients can click on to access that address. You can also add hyperlinks by copying them from elsewhere and pasting them into the signature, or by: Clicking the hyperlink button Typing the text to display (this is what appears in the signature) Entering an address to link to Clicking the OK button The hyperlink will then appear in your signature underlined in blue. Click the hyperlink button to add a link or address to your signature

6 Type the text that will act as a link here Type the address that the hyperlink will link to here Click OK The hyperlink will appear underlined in blue in your signature Finishing your signature When you have set up your signature in the signatures and stationery dialogue box, click OK to accept it. You will then need to click OK again to exit the Outlook options dialogue box.

7 Applying an signature When you create a new , your signature should appear at the bottom of the message. However, if it is not set to appear by default, or you are replying to or forwarding a message, you will need to apply your signature to it. This can be done by: Creating/opening the you want to send Clicking the signature button on the message tab of the ribbon Selecting a signature name from the menu When you click on the name of your signature, the signature will appear at the bottom of the . To apply your signature to an , click the signature button and select the signature name from the menu The signature will appear at the bottom of your , after any message text you have added

8 Default signatures If you don t want to have to apply your signature every time you create an , you can set default signatures for new messages. A default signature will always appear when you create a new mail, and you can choose whether to edit or remove it if you like. You can also set a default signature for replies and forwarded messages. To set a default signature: Open the signatures and stationery dialogue box as you would to create a signature In the choose default signature section, click the drop-down box for new messages From the list, pick the signature you want to add as a default for new messages Repeat if necessary using replies/forwards to add a default signature to your responses to incoming mail Close the signatures and stationery dialogue box by clicking OK To remove the default signature, choose (none) from the list in the drop-down box. Click here to choose a signature to add to all new messages Click here to choose a signature to add to all replies/forwards Choose a signature from the list choose (none) to remove the default signature Click OK to set the default signatures

9 Editing a signature Editing a signature is done by selecting the signature in the select signature to edit section of the signatures and stationery dialogue box. You can then make any alterations to your signature in the edit signature box at the bottom. When you have finished, click OK to accept your changes. Click a signature name to edit that signature Make alterations to the signature here To change the name of the signature, click rename and enter the new name into the dialogue box then click OK Click OK to keep your changes Renaming a signature To change the name of your signature, click the rename button and type a new name into the rename signature dialogue box. Removing a signature You can remove a signature from an individual by just deleting the text as you would with any other part of your message. If you want to remove a signature from your Outlook client altogether: Go to the signatures and stationery dialogue box Select the signature you want to remove Click the delete button Click Yes when you are asked if you want to delete the signature Click OK to exit the signatures and stationery dialogue box

10 To permanently remove a signature, select it here and click the delete button Click Yes to acknowledge the warning notice and delete your signature Click OK to save your changes

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