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Outlook 2011 – 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.”

Bullet1.jpg Open the signatures window in Outlook. From the menu at the top click ‘Outlook’ -> ‘Preferences’ then click on . You should now have a window open called ‘Signatures’. You can click on found on the lower left to create a new signature. You can rename this signature by clicking on ‘untitled’ and replace it with the name of your choice.

Create your signature. Make sure the name of the signature you want to edit is highlighted by clicking on it. Next, click in the edit pane to the right and you may begin typing. To edit the text click ‘Format’ from the menu at the top of your screen.A drop down menu of options for font, style, size, etc., will become available. 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 create another signature or just close the window if you are finished.

Set the signature to appear in every email you create. From the ‘Signatures’ window click on the ‘Default Signatures...’ button and click on the name of the account you want to change. Click on the up-down arrow to open a drop down menu and choose the signature that you would like to appear by default in your emails. Click ‘Ok’ to save your changes. A box may appear asking you if Outlook can use the information in your keychain, click ‘Allow’.

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 at the top of your email window and choose the signature you would like to use from the list of choices.

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