Brand your Company Email!

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Email signatures are an easy way to add your brand to emails, but can be confusing if you’ve never done it before, especially if you’d like to create consistent email signatures company-wide. Below I’ll detail how it’s done, with help from Ellen Adams, Microsoft Office Outlook Program Manager on Microsoft’s online blog.

  1. The first step is to create the desired signature on one computer.
  2. If you’d like to use a logo with the contact info next to it (rather than below), start a new Word document, and insert a 2 column table. Insert your logo in one column, and your contact info in the other.
  3. Go ahead and re-size your logo or format the text just as you’d like it to appear in the signature. If you don’t want the table to be visible, right-click, choose Borders & Shading, and select None.
  4. Open Outlook, and from the Tools menu, click Options, and select the Mail Format tab, then Signatures.
  5. Click New to create a new signature.
  6. Copy the signature in your Word document, table and all, paste it into the signature window, and save it.
  7. Congratulations, you’ve now created a signature! That’s great, but how do you make sure that everyone in your company is using a consistent signature? Keep reading, I promise it’s easy!

People often ask how to copy Outlook signatures between multiple computers. Here’s how to accomplish that task using a little known keyboard shortcut.

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1. On the Tools menu, click Options, and select the Mail Format tab

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2. Hold down <ctrl> key while clicking the Signatures… button

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3. The folder containing your signatures will open

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4. Copy all of the files and folders in the Signatures folder to the location where you back up your files (e.g. flash drive, external hard drive, another computer)

5. Now open the Signatures folder on your other computer by repeating the first three steps and then copy the files you just backed up to that folder

6. The next time you use Outlook on the other computer, your signatures will show up in the E-mail Signatures tab of the Signatures and Stationery dialog box and on the Insert tab in the inspector

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7. If you’d like any of those signatures to be automatically applied to new messages or replies/forwards when using the other computer, open the E-mail Signatures tab of the Signatures and Stationery dialog box to configure a default signature for either type of message

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