Who Are You? Use an Email Signature so People Don't Have to Guess

An important part of email etiquette is to include a signature in each message you send (both when you compose a message, or reply to a message.)  Similar to a signature in a letter, an e-mail signature is added to the end of your message.

Here's a template for creating a basic & effective email signature:

Marge Simpson
Springfield Public Library
742 Evergreen Terrace | Springfield, ZZ 80085
939-555-3223 | http://www.springfieldlibrary.org

Everything else — like your Twitter account or IM address — is gravy.

To ensure every email message you send has your signature automagically included, follow these steps in Outlook 2007 to set it up. (If you use Outlook 2003, view step-by-step instructions at Creating a Signature for Your Outlook E-Mail, and if you use Outlook 2010 view Add an E-mail Signature to Messages.)

  1. Open Outlook
  2. Click Tools, and in the menu click Options

  3. In the Options window, click the Mail Format tab
  4. Click the Signatures button

  5. In the Signatures and Stationery box, click the New button

  6. In the New Signature box, type a name (like Default) for the signature file, and click the OK button

  7. Type in your signature.  Make sure to set the default signature as Default for both New messages and Replies/forwards. Then click the OK button.

So, to use your new signature, simply start composing email messages — you'll see the signature in each new message you create.

If you want details on creating multiple signatures or creating fancy HTML signatures, watch Microsoft's Create Great-Looking Signatures for Your E-mail video tutorial.