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Microsoft Outlook 2016 – How to create an email signature

Everyone needs an automatic signature in their email. Setting one up is a simple process if you follow the steps in this how-to video. Generally, an email signature is made up of your name, job title, company name, phone number(s), extension, website, and reply email address.

The important thing to consider is how much information you should give out. Do you need to give away all of your information? If so, will everyone receive the same signature from you? You may want some people to receive all of your contact information, but you may want others to receive only your name.

For this reason, you may want to set up multiple email signatures. For example, if you are reaching out to a potential client and you want them to have all of your contact information, you can have a signature for that purpose. On the other hand, if you are replying to a sales person that is offering something that you don’t want, you can reply with a signature that just includes your name. There is no reason to offer your cell phone number to someone who is going to try to contact you to offer something that you don’t need.

This is an easy thing to overlook. In a business environment where you are already busy, you don’t need to sort through additional emails and phone calls. Take these steps now so that you can limit the amount of noise in your life and become more productive.