Inserting Email Signature

[Guest]

Before we updated our Outlook, I could insert an email signature into the
current document I'm working on. Now there is not any "button" available,
nor is the choice available from the toolbars. The only instruction I've
gotten from the "Help" choice is that I have to go to the Email Signature
area, copy my signature and paste it into my message. The only options
available in setup is to have it inserted into every email, or not. I only
want to insert my signature into a few emails, as I'm sending them - not into
every email, and it seems crazy to have to go to the signature setup, copy &
paste. Isn't there a way to "insert at will"?

 

[Sue Mosher [MVP-Outlook]]

WordMail does not include an Insert | Signature command like the regular
Outlook editor. If you want to be able to insert a signature into a WordMail
message manually, you can create an AutoText entry for each signature. You
can then insert them with the Insert | AutoText command.

Or, create multiple signatures the normal way (Tools | Options | Mail
Format) and make one the default. If you want to use a different signature
for the current message, right-click the signature that Outlook inserted
automatically. From the pop-up menu, select either the name of the signature
you want to use or E-mail Signature to create a new one. I personally prefer
this technique. This is also the technique you need to use if you want
Outlook 2003 to automatically change your signature when you switch accounts
on an unsent message.

 

[Guest]

I have created an email signature in the Email Options, and this is the one I
want to insert into a current email. However, the only way I seem to be able
to insert it is to choose to have my email signature inserted into every
email, or to copy & paste it in. If I choose to insert it into every email,
it will not insert until I begin a new email.

Right now the only thing available from the Insert - AutoText - Signature is
my first initial/last name. Is this where you say I need to create a new
signature? How is that done? I haven't been able to locate a setup area for
the AutoText menu.

 

[Sue Mosher [MVP-Outlook]]

Type the signature into the document, select it, then choose Insert |
AutoText | New. You can read more about AutoText in Word Help.

--
Sue Mosher, Outlook MVP
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Chuck Davis]

Cindy,
As an alternative, create two or more signatures. One for, say personal use,
one for business, and one that is nothing more than a "-". Set the default
signature the one that you will use most often. When composing a message
that you wish to have the business signature, simply right click on the
signature and choose the one that you want from the list.

 

[Guest]

Thank you! This was very helpful & will work quite well for me!

 

[Guest]

I just reset "Word" to default settings and now my Outlook toolbar "buttons"
are different. I have 4 bosses. I have my signature as default and want to
add whichever boss I am working with below my signature. So.. two
signatures. I used to Insert/Signatures/select... Now I only have
Insert/Symbol. The new way of right-clicking and replacing does not work for
me. What happened to my Insert "button"??
Caroline
(e-mail address removed)

 

[Sue Mosher [MVP-Outlook]]

You didn't say what version of Office you're using. If you are using WordMail as your email editor, there is no Insert | Signature button. That's why you need to use Word's AutoText feature to insert boilerplate text below your signature.

--
Sue Mosher, Outlook MVP
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

Sue,
I am using Office 2003 Small Business Edition. Word was acting up so I
tried to restore just Word to default settings, then noticed that Outlook
2003 lost the ability to Insert|Signature|select... Can I get the
Insert|Signature button back?

 

[Sue Mosher [MVP-Outlook]]

The Insert | Signature command will be available only if you turn off Word as your email editor in the Tools | Options | Mail Format dialog.

--
Sue Mosher, Outlook MVP
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

Before we updated our Outlook, I could insert an email signature into the
current document I'm working on. Now there is not any "button" available,
nor is the choice available from the toolbars. The only instruction I've
gotten from the "Help" choice is that I have to go to the Email Signature
area, copy my signature and paste it into my message. The only options
available in setup is to have it inserted into every email, or not. I only
want to insert my signature into a few emails, as I'm sending them - not into
every email, and it seems crazy to have to go to the signature setup, copy &
paste. Isn't there a way to "insert at will"?

I have seen this response in several forums that Word does not insert
signatures manually. The instructions online for Outlook help say it will and
this is very confusing. Why are there instructions online that say point to
insert / signatures /"choose signature" if this feature does not actually
work in Word for email?

Insert a signature in a message Help
Assistance > Outlook 2003 > E-mail > Customizing E-mail Messages > Signatures

Show AllShow All
Hide AllHide All

Do one of the following:

ShowAutomatically insert a signature in all new messages or in all messages
that you reply to or forward

1. From the main Microsoft Outlook window, on the Tools menu, click
Options, and then click the Mail Format tab.
2. In the Compose in this message format list, click the message format
that you want to use the signature with.
3. Under Signatures, select an e-mail account, and then choose the
signatures that you want to use for new messages and for replies and
forwards. You can use a different signature for each.

HideManually insert a signature in an individual message

ShowUsing Microsoft Word as your e-mail editor

1. In the open message, click where you want to insert the signature in
the message body.
2. On the Insert menu, point to AutoText, point to Signature, and then
click the signature that you want to use.

Notes

* When you use Word as your e-mail editor, the signature that you can
manually insert is AutoText that comes from the name and information that you
typed when you installed Microsoft Office. To view the information in Word,
on the Tools menu, click Options, and then click User Information.
* When you use Word as your e-mail editor and you have Outlook
automatically apply your signature to messages that you send, forward, or
reply to, the signature comes from the e-mail signature that you created in
one of the following places:
o In Word, on the Tools menu, click Options, click General, and
then click E-mail Options.
o In Outlook, on the Tools menu, click Options, click Mail Format,
and then click Signatures.

HideUsing Microsoft Outlook as your e-mail editor

1. In the open message, click where you want to insert the signature in
the message body.
2. On the Insert menu, point to Signature, and then click the signature
that you want.

If the signature that you want is not listed, click More, and

 

[Sue Mosher [MVP-Outlook]]

Plain and simple, the instructions are neither clear nor complete. The WordMail instructions refer to AutoText, and correctly explain that if you want to be able to insert a signature into a WordMail message manually, you can create an AutoText entry for each signature. You can then insert them with the Insert | AutoText command.

However, that's the hard way. The easier alternative is to create multiple signatures the normal way (Tools | Options | Mail Format) and make one the default. If you want to use a different signature for the current message, right-click the signature that Outlook inserted automatically. From the pop-up menu, select either the name of the signature you want to use or E-mail Signature to create a new one. I personally prefer this technique. One my signatures is blank, so I can right-click the signature that Outlook inserts and quickly choose my blank signature. This is also the technique you need to use if you want Outlook 2003 to automatically change your signature when you switch accounts on an unsent message.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

I was also trying to find a way of manually inserting a signature and did an
autotext search in help to find out how. I must have followed the wrong
instructions/ or the instructions wrongly because it didnt work.....This is
what I did: I typed my name in a blank e-mail, highlighted it, then went to
AUTOTEXT/NEW/ and a box came up and asked me what words I wanted to replace
it with, so I typed the signature I did want and said OK to make the change
BUT it not only didnt work - now when I open Insert / Autotext/ and open the
drop down menu ....there is no signature option at all! How do I restore it
so that signatures are a option in that list? Of course I have since learnt
how to create a signture but dont know how to restore the SIGNATURE option in
the Autotext menu. Thanks

 

[Sue Mosher [MVP-Outlook]]

The different categories in the AutoText list correspond to different formatting styles. If you want an AutoText entry to appear in the Signature list, apply a style named Signature to it.

Here's perhaps an easier way to use AutoText for a signature:

1) In a Word document, type in the signature you want to use. Highlight it and then choose Insert | AutoText | New and give it short name such as "mysig."

2) Now, in a message, type mysi -- at that point, you should see a popup with the AutoText name (Mysig). That's your signal that you can press Enter and have Word insert the text into the document or message.

You can also use Tools | AutoCorrect Options to make an AutoCorrect entry for your signature, maybe naming it something quick and easy to type like "sg."

Personally, I prefer the method that uses Outlook's built-in signature feature.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[johntchow]

Talia, go to Insert | AutoText | Normal | <signature name>

You will find all your custom created AutoText under the sub heading
NORMAL.