Creating an MS Outlook Signature Block
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- DISCUSSION
When sending email, include a signature block at the end of the message so recipients have an alternate way of contacting you. At a minimum, a signature block should contain your name, title, department, and phone number. Signature blocks should be displayed as plain text in a fixed-width font and should be separated from the body of the message by a single line. It is a good practice of Netiquette (Internet etiquette) that signature blocks should not contain HTML, images, or quotations. You must follow the steps below on the computer that your Outlook account is set up on to complete this procedure correctly.
- PROCEDURE
A. To create a signature block:
Open MS Outlook and click Tools.
Click Options at the bottom of the drop-down menu.
- Click on the Mail Format tab and click the Signatures button (see Figure 1).
Click New in the Create Signature dialog box.
Enter a name for your signature block in the text box in line number 1. For example, a signature block called “New” is a good title for a signature block that is attached to new email messages (see Figure 2).
Unless you already have a plain text signature block template saved, leave the “Start with a blank signature” radio button checked.
Create a signature block that includes your name, title, department, and phone number in the space provided (see Figure 3).
Click Finish and then click Ok.
If need be, click New to create another signature block, for example, a message reply signature block.
- When finished creating signature blocks, click Ok to close the dialog box.
B. To automatically insert a signature block in all email messages:
Click Tools, Options, and the Mail Format tab.
- Under the Signature options, select the specific signature block to be set for new messages and replies (see Figure 4).
- Click Ok.
