Optimize Your Professional Image with the Perfect Format of Email Signature

How to eSign a document: format of email signature

Hi everyone, my name is Kevin. Today I want to show you how you can set up a   signature in Outlook on both  the desktop and on the web,   and before we jump into it, as full disclosure,  I work at Microsoft as a full-time employee. Why don't we jump into it, that  way you could start looking very   professional with nice signatures  in your emails. Let's jump into it.   All right, well here I am on my desktop  and what we're going to do first is I   want to show you how to do it using Outlook  desktop. I have Outlook here on my taskbar. I'm going to go ahead and click on this.   This is the latest version of  Outlook, it's part of Office 365. It'll probably work if you have an  older version of Outlook as well,   but I can't promise anything, but  signatures haven't changed that much. It's been a feature in  Outlook for a very long time,   so if you follow along, it should work for  you regardless of what version you have.   So here I am in Outlook. How do you update  your signature? Well, the one way you could   do it is you could go through the file menu, so  I could click on file here, you go to options,   and then under options, you click on mail,  and then there's something called signatures   within the mail view. So, I could click on that  and then I'll bring me to the signature view. Now that's a lot of different clicks that you  have to do through the interface to get there. A much easier way to get to signatures, and one  way I like navigating the different settings menus   is to use the search feature right up  here. So, tell me what you want to do. Well, what I want to do is  I want to set a signature.   So, what I'm going to do  is just type in signature. If I could spell it correctly, and then here the  top one is signature and then I can click on this,   and click on signatures, and that also pops it up. So, an easier way to get to signatures. So here I am in the signature  view. It looks very lonely. There's not much in here, so  I need to create a signature. What you'll see is you could  set up multiple signatures,   so I'm going to go ahead and create a new one. Now what I could do is so I'm going to click  on new and then I'm going to type in Kevin   YouTube, that's going to be  the signature that I use here. And I'm going to click OK and  now what I could do is I could   choose the e-mail account that I want  this signature to be associated with. So, I'm going to have it go with my Live  e-mail account, so kevin.stratvert@live.com,   and then I have two options. I could send. I  could include this signature on new messages,   so that's kind of nice. The first time I reach out to someone, it'll  include my signature, so I'll get it, go ahead   and select the signature. And then also  on replies and forwards, I could decide   whether I want to use the signature or not or  maybe I use a different signature on replies. Maybe you know a slimmed down version,  so it's not this massive signature   on replies, but in this case, I'm just going  to choose none because in the first message,   it’ll include it and I don't need  to include this signature again. OK. And then, so once I've kind of set a new  signature, I've decided what e-mail account   it's associated with, now what I want  to do is actually create the signature. So, what I'm going to do is, I'm going  to type in my name here Kevin Stratvert,   and then what we're going to  say is, so I work at Microsoft. So, I'm going put down my title at  Microsoft, so Senior Program Manager. What does senior mean? Well, probably means I somewhat  know what I do at work. So I'm going to put that down. And then  let's see, maybe ahead of that I'll say   Microsoft Senior Program Manager and  then I'll put a phone number down. So, if any of you want to call me, you could  just dial this number that I'm putting down. It's not actually my real number, but  just putting down a phone number there   and then I'll just put down this e-mail address. There and to make it look really professional,   I should probably put a logo in here and  what's cool is you can put a logo in. So here you have your standard editing  options and one of them is insert a photo. So, I'm going to click on that icon. Conveniently, I have a logo sitting on my desktop,   so I'm going to click on that and there I have  my logo inserted into the message and some of   the things that I could do so I could change  the, let's say I want to change the font. So, I'm going to go ahead and select all this,  and I really like the font Segoe UI Semilight. So, I'm going to set that and then  I could also, you know make it bold,   maybe I make my name bold just to make it, this  way I can make my name stand out a little more. I could also insert a link, so many different  things you could do in terms of formatting,   so have fun with it, but that's how you get to  signatures. I'm going to go ahead and click OK,   and now if I click on a new e-mail message, I'm  going to click on new e-mail, you'll notice that   my signature is there right as part of the  e-mail message, so that's how easy it is to   set up a signature in Outlook Desktop. Now what  we're going to do is let's jump to the web and   I'm going to show you how to set up your signature  using Outlook for the web or Outlook on the web. So, I have this browser window open and here I  am on office.com. This is where I could go to   see all my different Office apps and so I have  Outlook. I already have a tab open for that. So, I'm in my main Outlook view  and what I'm going to do is   click on settings and you'll see here I have a  bunch of the most popular settings right here,   but I don't see signatures. I could similar  to the desktop, I could click down here,   view all Outlook settings, and I  can navigate my way to signatures,   but we found from the previous example that  it's a lot easier just to search for settings. So here too, I'm going to use this search Outlook  settings and I'm going to type in signature. Hopefully this time I spell it correctly. I did, and then the first  option here is e-mail signature. I'm going to go ahead and click on that and  that brings me immediately to the screen where   I could set my e-mail signature, and here too I  could type in Kevin Stratvert and I'll type in   Senior Program Manager, and here too, I  also have the option of just including   the signature on new messages or I could  also include it on forwards or replies. So, I have both of those options. I'm going to  do new messages for now, so let's save that. OK, that's been saved, and  now if I click on new message,   you'll see that my signature is  included as part of the new message. So, as you can see, it's really easy to  set up a signature, and once you have a   signature in your e-mail messages, it really  makes you look more professional having this   name and title and logo show up, but  you can do whatever you want with it. Hopefully this helps you get down the  path of creating awesome signatures   for your e-mail messages, and that's all it was. So hopefully you enjoyed this video. If you  did, please give it a thumbs up, and if you   want to see more tutorial videos like this, hit  that subscribe button and that way you'll get a   notification anytime new content like this comes  out. All right, well, I'll see you next time. Bye!