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Outlook 2010 – How to Create a Signature

Guidelines for Email Signatures

  • Use graphic signatures sparingly. Graphics in emails use more resources and will exhaust the storage capacity of your mailbox much quicker.
  • Use caution if you include a quote in your signature. You never know what may be offensive to someone. "If in doubt… leave it out."
Open the signatures window in Outlook. From the menu at the top click on 'File' -> 'Options' In the list on the left, click on 'Mail' and then click on 'Signatures…' . Now click 'New' and type a name for your signature.

Create your signature. Type the text of your signature. Generally, it is a good idea to create at least two signatures. You can create an informal signature with your name and extension that would be used for internal email. You may also create a formal signature with more detailed contact information for correspondence with associates outside the college.

Important: The following formatting should be used for all signatures – Flush left, 10 pt. Arial or Calibri bold font for individual name, 10 pt. Arial or Calibri normal font for all remaining information .

Add the Linfield Acorn Logo to your signature. Use this link to get the Linfield logo. Right click on the Linfield logo and choose 'Copy Image'. Right click below the text in your signature and choose 'Paste'. Once you have your signature set up the way you prefer you can close the window and choose 'Save'.

Note: Some browsers may not support copying an image. You may have to save the image to 'My Documents' and insert it by clicking the 'Picture' button and choosing to open the image from 'My Documents.'

Set the signature to appear in every email you create. In the upper right of the Signatures window, you can choose which signature will be your default for new messages from a drop down menu. Do the same to choose a default signature to be used for replies. You can now click 'OK' to close the window and then 'OK' to close the next window.

Use a different signature in an email. To use a signature other than the default in an email, with the email open, click the 'Signature' icon in the Message Ribbon at the top of your email and choose the signature you would like to use from the list of choices.

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