When writing emails both for professional reasons and personal it can often be fun and informative to use signatures. Signatures are just as they sound like, writing that goes on the end of the mail itself to identify you. On paper style mail this would of course be your own hand written signature, but often online it is a brief area that tags on the end of every email you write.
On this signature you can add images, you can add links to your social media pages and also add any other information you wish to share. This can include anything from your phone number to your home address. It can also be used to place disclaimers on and very often companies like to add text on to highlight that they are a paperless company and like to correspond through emails to save the amount of paper used.
Using Outlook to Create a Signature
One good feature of Outlook is that it provides an easy way for the user to create their signature and add a little flair to it. This can be done without any advanced knowledge of languages such as HTML. You can use it if you want to, but the WYSIWYG interface is often enough for you to be able to create a professional looking signature.
The first thing to do is find the signature interface. This can be done by clicking on File, then Options. This will bring up the Outlook options, from here click on mail and you will see where to click to get to the signatures interface. This interface gives you a list of already created signatures and allows you to add them. You can also set them to be for certain email addresses that you are going to use.
Create a new one by clicking new and you will be asked to give the signature a name. Give this a name that will remind you what the signature is for then click on Ok to be taken to the editor. From here you can then edit the signature and add your own style to it. This includes using images and hypertext links. This editor works like all other editors so you should not have any problems in working with it.
What Should the Signature Include?
The important thing about the signature is to include what is relevant to the people who will be reading it. For example if this is for business clients they will often want to see your business details so it’s a good idea to include them there. This will save you from constantly having to write them out again and again. These details should only include the information you are willing to give out for your business and the hours you will be working. For example don’t put on your home number or mobile phone number if you do not want to be contacted out of hours.
For personal emails the amount of information you put onto your signature is dependent on you. Always be sure though that you understand who you are sending this information to. As an example you don’t want to be sending your home address to people you don’t know and cannot trust, and be wary about putting your phone number on there if you don’t want it to be public knowledge.