Tag Archives: Office 365

Create and Add a Signature to Outlook Email Messages

These Signature features are available in Outlook 2007+

How to Create One or More Signatures in Outlook Email

Multiple personalized signatures can be created for your Outlook email messages. They can include images, logos, text or even an image of your handwritten signature or your electronic business card.

Signatures can be selected for each email or a default one created to be automatically added to all outgoing messages. For example, you could create one for personal use, business(es), and organizations you represent.

Steps to create Signatures

Note: If you already have a signature block set up somewhere, you can copy and paste it into the Signatures feature rather than creating from scratch at Step 5 below.

Signatures can be set up in File | Options | Mail | Signatures but a much quicker way is to just create them directly from the Inbox:

  • Create New Email icon (or CTRL N)
  • On the Message tab | Include group, click Signature drop down and then the Signatures… button

  • In the Select signature to edit box, choose New, and in the New Signature dialog box, typename to identify the signature.
  • Under Choose default signature, set these options:
    • In the E-mail account list, choose an email account to associate with the signature. You can have different signatures for each email account.
    • In the New messages list, choose the signature that you want to be added automatically to all new email messages. If you don’t want to auto sign your new email messages, accept the default option of (none).
    • In the Replies/forwards list, choose the signature that you want to be added automatically (auto sign) when you reply to or forward messages. Otherwise, accept the default option of (none).
  • Under Edit signature, type the signature (or paste, if already created), and then click OK.

Use the formatting toolbar above the text box to change font, size, color, and note the icons on the right for inserting pictures (logos) and also social media icons and links.

Note: This signature was created in Word to take advantage of the robust formatting features and then copied and pasted into the signature block.

Each new message you create from now on will auto insert your default signature (if you selected that option).

Insert a Created Signature Manually

If you don’t want to insert a signature automatically for all new messages or replies and forwards, insert a signature manually:

  • Inside the email message, click the drop down arrow on Signature icon in the Include group on the ribbon,
  • Choose desired signature from the list

Signatures in Office 365 Outlook on the Web

Note: If using Outlook on the Web (also business edition) in Office 365, you need to create a signature in each one. (The desktop Outlook signature will not automatically transfer to Outlook on the Web or Outlook.com).

Automatically Add Your Signature to Every Message in Web Outlook

If the signature has already been created, you can have it auto added to all outgoing messages (including replies and forwards):

Sign in to Outlook Web App

Click App launcher  grid and choose Outlook:

  • Click the gear icon at upper right and choose Settings | Options
  • Under Options, choose Settings | Mail (or Mail | Layout | Email
  • Under Email signature, click or clear the Automatically include my signature on messages I send check box to either include or exclude your signature at the bottom of all outgoing messages

Manually adding signatures in Web Outlook is the same as Outlook.com below except that there is an Insert command on the Menu bar where you can select Signature for individual emails.

Insert Signature in Outlook.com Email

Automatic for Every Message

  • In Outlook Mail, click the gear icon at upper right on button bar
  • Click Options
  • Click Email signature under Layout
  • Under Email signature, click or clear the Automatically include my signature on messages I send and the forward or reply check boxes to either include or exclude your signature at the bottom of all outgoing messages.
  • Click Save

Manually Insert a Signature for Individual Emails

In your Outlook Mail screen:

  • Create New Email
  • Click the ellipsis (three dots) at end of Menu bar above email form
  • Click Insert signature
  • Type or paste desired signature in the Add a message… box
  • Use the Insert Picture icon at the bottom of the form to add a logo or graphic

  • Create or paste your signature with or without graphic…

Now you have all the parts of your life covered!

Have you created multiple signatures or do you use the same one for all emails? Let me know in the Comments below.

More ways to make Outlook work for you… Taming tips for Email! 

Why Subscribe to Office 2016 and Office 365

Office 2016 and 365

Microsoft added some very enticing features in the latest versions of Office, 2016 and 365. You can still buy off the shelf versions of Office but unless you are subscribing, you will have limited options. Office 2013 (if available) can be purchased in multiple editions as with earlier versions for about $140 to $400, but Office 2016, even if purchased at a retail store, will be a subscription unless you choose the Office Home and Student edition which is just Word, Excel, PowerPoint and OneNote for around $140, and the desktop versions are now generally restricted to installation on one computer.

We are being moved ever closer to the cloud for all our software and file storage but Microsoft is making it very worthwhile. Whether an individual or company, Office 365 has a low-cost subscription to woo you.

Three big reasons you might want to switch to Office 365:

  • Price:
    • Office 365 Personal is $7/month or $70/year for an individual subscription and Office 365 Home is $10/month or $100 annually for up to five people and both include the full Office Professional 2016 for each person. In either case, you are saving a great deal of money with a subscription.
  • Benefits:
    • You always have the latest version of Office as everything is automatically updated and you have use of the Office Mobile apps for tablets and smartphones. You never have to worry about updates or installs, and as extra bells and whistles are added, they become a part of your software. There are many other features, including one hour calling time on Skype per person per month.
  • OneDrive:
    • Microsoft’s cloud storage. A Microsoft account will give you 15GB of free storage and it also sells space on One Drive as a standalone service, i.e., $7/month for 1TB. However, subscribe to Office 365 and you may have unlimited storage per person.

Check out these features that Office 2016 delivers and see below for the links:

  • Document Sharing – Share with anyone in your Contact list by clicking the Share button at the upper right of the app from within the document.
  • Clutter Folder for Outlook – Control the Inbox nightmare by having unimportant emails go to the Clutter folder and clean up your Inbox.
  • Edit Real-time – Collaboration can now take place in real time. Co-author your document with others seeing edits as you are doing them and vice versa, even if on different devices.
  • Share Notebooks in OneNote – Another great collaboration tool for sharing a project with multiple people.
  • Excel has new chart types – Several new chart type templates that can be used for analysis.
  • Smart Attachments – Created a document recently in Office that you want to attach in Outlook? It shows up in a Recently Used list when you click the Attach File icon in Outlook. How cool is that!

These are just a few of the new features and tools that come only with Office 2016 and 365. Power BI and Delve are now built right into Office, as is Power Query. Be aware, some features are only in the 365 version of Office. Another carrot from Microsoft to lead you there! Some examples of the personal versions…

Here is the website for a subscription to any personal version of Office 365

Website for Business subscriptions: Office 365 for Business

Note: Students and teachers at qualifying educational institutions can get Office 365 for free.

If you haven’t upgraded yet, before you hit the store and spend the big bucks, check out the subscription options online and see what you think!