Make the most of Outlook signatures
Most of us use signature blocks at the end of our emails and Outlook, and other email clients, provide an easy interface to include this consistently across our messages. However, the signature tools in Outlook do not have to be confined to just your name and contact information, they can offer an easy route to add in different footer information or even entire templates for your emails.
My two use cases for this are:
On some of my emails I like to include a Microsoft Bookings link so that the recipient can set up a meeting with me seamlessly from my message. I have a signature set-up that includes the Microsoft Bookings link that I select in place of my standard signature.
I also have a fairly standard template that I use for follow-ups with some audiences, so I have this entire email loaded into a signature to add in when needed.
The possibilities are endless based on your workflow.
So how do you do this?
In Outlook desktop client:
Insert signatures from the Signature button in the Insert menu. To manage your signatures, use the Signatures… option in this menu.
You can add and modify signature here for each email account added to Outlook.
In Outlook on the web:
Access your signature settings from the “View all Outlook settings” option on the Settings menu.
The Signature panel is under Compose and reply on the Mail menu.
When composing an email, access the extra menu option and select Insert signature
Final thoughts…
This certainly isn't the only way to template emails, and if you have an existing CRM or other similar system that has these capabilities in built then that is maybe a better solution. However, often there are basic answers in software we already are using to make our processes easier without investing in and learning something new.
For more information on signatures in Outlook, check out the links below:
Title image credit: Photo by Kelly Sikkema on Unsplash
