How do I get my name, title and other information to show at the bottom of every message I send?
What you need is a signature.
What's a signature? It's the Title, Company, Phone number, Fax number, email address, pithy quote, legal disclaimer, website URL, list of website URLs, call to action, and/or dashed line that many people put at the bottom of every message that they send.
Sometimes their signature even includes their name.
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Exactly how you set up a signature (sometimes called a ".sig" or ".signature" by some computer geeks) will vary based on what program you use to send your email.
In Hotmail, for example, click on Options and then Personal Signature. Create your signature therein, and after you hit OK, each new message you compose will start with your signature already in place.
In Outlook Express, under Tools, Options you'll find the Signatures tab. There you can define several different signatures for different uses, and also control whether Outlook Express will automatically add a signature to email for you. When you're editing your email, you can then insert a signature manually, if you like, by using the Insert menu, Signature item, and selecting which of your standard signatures you'd like to insert.
Outlook (2003 in this case) is very similar. Tools, Options, Mail Format tab, you'll see a section at the bottom labeled Signatures. There you can tell Outlook which signature to use for new mail and which to use for replies and forwards. Press the Signatures... button, and you can your signatures or create new ones.
Other mail programs will have different ways of specifying your signature text and options, but the concepts are the same.
Signatures are a great way to make composing your email a little easier and are often recommended as a acceptable way to promote a business or cause. My only caveat is this: keep them short and simple - especially when you email to a news group or discussion list. Long signatures get in the way of your message and unnecessarily clutter up message digests, archives, and the like.
But do include your name.
Related:
- Ask Leo! - How do Outlook and Outlook Express relate?
Article C1995 - June 8, 2004
Hi,
I to am at a loss with this in 2003. As with other users, it comes up fine automatically... but I don't ALWAYS want it to come up if replying. I could manually insert in older versions of Outlook. (2000 I think)
The best I can do in 2003 is to go into options, open the signature file and cut and paste it into my message.
There has to be an easier way.
Posted by: Matt at December 13, 2005 12:54 PMCan anyone help?
Is there a way to have Outlook insert stored information into a signature, for example the name you entered when you installed Office? I'm thinking of a department signature that everybody in the group would copy to their PC, and without individual modification it would insert their own name above the dept info.
Posted by: Doug at February 24, 2006 12:43 PMMicrosoft describes how to manually insert a signature to Outlook messages in http://office.microsoft.com/en-us/outlook/HP052427531033.aspx
Posted by: Klaus at January 5, 2007 1:30 AMUnfortunately, when using Word as email editor, you don't seem to have access to the signature(s) you defined in Outlook. You can define them as AutoText in Word, but that means having 2 copies of you signatures - in a company that occasionally changes it's name and having multiple roles (and signatures!), this is not a really goos solution :-(
Klaus
www.salsaholic.de
How do you get an icon or .gif to appear automatically with your signature?
Posted by: Rosemarie Garland at April 20, 2007 8:24 PMI tried to print this article on email signatures, as I do with something that requires enough steps that I need the printout right in front of me so I don't skip something. However, in Print Preview only the title showed, no text. I've printed other instructions from other Ask Leo questions, no problem. I tried a Save As, got only the title. Would appreciate a little help, please. Thanks.
Posted by: Janice at April 24, 2007 5:47 PMI hate your site and i am sure veeryone else does to because there is NO information on it at all.
Posted by: Stephanie at June 2, 2007 8:34 AMMy father can make a better site than this!!
-----BEGIN PGP SIGNED MESSAGE-----
Hash: SHA1
Sorry you feel that way. Fortunately I have lots of people telling me exactly
the opposite every day :-).
Leo
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Posted by: Leo A. Notenboom at June 2, 2007 8:50 AMIXpFJ8NuZ1u9JV7JIia3ZRA=
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A coworker has Microsoft Outlook 2003 SP2 small business edition. When inserting a signature in a new message, you should be able to just go to INSERT then SIGNATURE then pick which one you want. On her computer, when she goes to INSERT, there is NO SIGNATURE option. Is there a problem with her version? Do you suggest anything? Thanks.
Posted by: Kris at June 5, 2007 6:21 AMA slightly different topic, I would like to insert a recipients entire address (Name, Street, City, etc.) from a Contact list entry into the body if my email messages. Is this possible? I currently go to the contact entry, copy (using the copy command from the menu), Paste Special into the body of my email message as either unformatted or Unicode formatted text (either seems to give an identical result) then format the result by removing the field identifiers.
Posted by: Hal Kaye at June 6, 2007 5:53 AMIts really nice.
And i got a clear solution through by this artical.Actually i was asking some of my friends regarding attaching the signature at the end of the mail,but no one given me the exact result.
Thanks & Regards,
Posted by: Senthil Kumar Moorthy at December 3, 2007 3:29 AMSenthil.