Outlook - Create and add a signature to messages Tutorial

In this video, you will learn how to create and add a signature to your messages using Microsoft 365. The video covers the steps to access the Viva Engage platform and customize your profile in the Storylines tab.
It demonstrates how to edit your profile in the Microsoft Delve application by adding your personal information, educational and professional background, and interests.
Adding a signature to your messages is an essential step in personalizing your communication.
This tutorial will help you create a professional and unique signature that reflects your identity and enhances your email correspondence.

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3151 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to create and manage customized email signatures, ensuring that users can efficiently add their signatures to messages without manual input for each new email.

Chapitres :

Introduction to Email Signatures
Email signatures are essential for professional communication, providing recipients with your contact information and branding. This guide will walk you through the process of creating customized signatures that can be automatically added to your emails.
Creating Customized Signatures
To create a customized signature, follow these steps: 1. **Access Signature Settings**: When composing a new message, click on the Signature icon, then select 'Signatures'. 2. **Create a New Signature**: Click on 'New' and give your signature a name. 3. **Associate with Email Account**: Choose the email account you want to link with this signature. You can create different signatures for each account. 4. **Set Default Signatures**: Select the signature you want to automatically add to all new messages. Additionally, choose a signature for replies and forwarded messages.
Formatting Your Signature
In the text box provided, type your signature. You can format it using the toolbar, which allows you to: - Change font styles and sizes - Add links to your website or social media - Insert images such as your business card or logo Once you are satisfied with the design, click 'OK' to save your signature.
Manual Signature Insertion
If you prefer not to have your signature automatically added to every message, you can insert it manually. To do this: 1. Create a new message. 2. Click on the Signature option. 3. Select your desired signature from the menu that appears.
Conclusion
Creating and managing email signatures enhances your professional communication. By following the steps outlined in this guide, you can ensure that your emails are consistently branded and informative, while also having the flexibility to insert signatures manually when needed.

FAQ :

How do I create a signature for my emails?

To create a signature, click on the Signature icon when composing a new message, then select Signatures. Click on New, name your signature, choose the email account to associate it with, and type your signature in the text box. Format it using the toolbar and add any links or images before clicking OK.

Can I have different signatures for different email accounts?

Yes, you can create different signatures for each email account. When creating a new signature, you can select the specific email account you wish to associate it with.

Is it possible to add a signature manually?

Yes, you can manually add a signature to your emails. When composing a new message, select Signature from the menu and choose the desired signature from the list.

What should I include in my email signature?

Your email signature should typically include your name, title, company name, contact information, and any relevant logos or images. It serves as a professional closing to your emails.

How can I format my email signature?

You can format your email signature using the toolbar provided in the signature creation window. This allows you to change font styles, sizes, colors, and add links or images.

Quelques cas d'usages :

Professional Email Communication

In a corporate environment, using customized email signatures can enhance professionalism. For instance, sales representatives can include their contact information and company logo in their signatures to ensure clients have easy access to their details.

Brand Consistency

Marketing teams can use standardized email signatures across all communications to maintain brand consistency. This includes using the same logo, colors, and fonts, which reinforces brand identity in every email sent.

Time Efficiency

By setting up automatic signatures, employees save time when sending emails. Instead of typing out their contact information each time, they can focus on the content of the message, improving overall productivity.

Personalization in Customer Service

Customer service representatives can personalize their email signatures with their names and direct contact information, making it easier for customers to reach out for support and fostering a more personal connection.

Legal Compliance

Certain industries require specific disclaimers in email communications. By including these in the email signature, companies can ensure compliance with legal requirements while maintaining a professional appearance.

Glossaire :

Signature

A signature is a personalized block of text, images, or logos that is automatically appended to the end of an email message. It often includes the sender's name, title, company information, and contact details.

Email Account

An email account is a service that allows users to send and receive electronic mail. Each account is typically associated with a unique email address.

Toolbar

A toolbar is a graphical user interface element that contains buttons and icons for performing various functions, such as formatting text or inserting images in an email.

Automatically Add

To automatically add means to configure a system or application to include certain elements, such as a signature, without requiring manual input each time.

Replying

Replying refers to the action of responding to a received email message, typically including the original message for context.

Transferring Messages

Transferring messages involves forwarding an email to another recipient, which may include the original content and attachments.

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for each new message, it is usual to create

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one or more customized signatures containing text,

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images, your business card, a logo, et cetera.

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You can then configure it so that

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they are automatically added when you send a message,

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or choose messages that must include a signature.

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When creating a new message, click on the Signature icon,

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then again on Signatures.

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Click on New, and name it.

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Here, choose the e-mail account

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you wish to associate with the signature,

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you can have different signatures for each e-mail account.

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Here, choose the signature you want to automatically add

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to all new messages.

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Below, select the signature to automatically add

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when replying to or transferring messages.

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Finally, type your signature in the text box,

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format it using the toolbar, and add links and images.

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When done, click on OK.

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So, you still have the option of manually adding a signature

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if you choose not to insert it automatically

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for all new messages, replies, or transfers.

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To do this, create a new message, select Signature,

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and select it from the menu that appears.

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