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Signatures

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  • Before you begin People taking this course should be familiar with inserting graphics and formatting text and tables in Microsoft Office Word. To learn more about using graphics in Word, students can take the Microsoft Office Word 2003 training presentation course called “Add graphics and keep them where you want them.” [ Note to trainer : For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
  • The most familiar element of a signature is the complimentary closing. “Yours sincerely,” “Kindest regards,” and “Thank you” are all complimentary closings. Which one you use depends on the tone of your message.
  • A signature might also include a marketing message or even a favorite quotation to express humor or personal values.
  • Notes: Be sure to consider your audience carefully before you disclose any sensitive information such as your physical address and phone number. You might not want to get unexpected calls from strangers. An e-mail signature might also include your vCard attachment. For more information about vCards, see the Quick Reference Card, available at the end of this presentation.
  • For now, we’ll keep our example simple and cover the creation of a fairly basic signature with a hyperlink for your e-mail address.
  • [ Note to trainer : Steps—given in either numbered or bulleted lists—are always shown in yellow text.]
  • “ Untitled” isn’t very glamorous, is it? You can give your signature your name, call it “My signature,” or choose anything you like. It’s easy to figure out what's in descriptive signatures named, “My work signature,” “My family e-mail signature,” “My soccer buddies signature,” and so forth. But it’s totally up to you.
  • If you type your address, press ENTER at the end of each line. And pressing ENTER at the end of an e-mail address automatically turns the address into a hyperlink in your signature. Note that left-aligned signatures are what most recipients will expect. But who knows, you might want your signature centered in the message.
  • For example, you might want to use a different complimentary closing or none at all.
  • [ Note to trainer : With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important : If you don’t have Outlook 2003, you won’t be able to access the practice instructions.]
  • A logo is useful for branding a product or company, and a photo can make you more recognizable in later face-to-face situations.
  • Note : Before you create a fancy signature, it’s a good idea to check how you send e-mail messages. If you or most of the people you send to prefer Plain Text, a plain signature is all you need, and all you can send.
  • If you change your message format to be Plain Text, Notepad opens instead, and you edit a .txt file.
  • Tip : Pictures, photos, or clip art can slow delivery of e-mail. Keep the file size under 100 KB if possible.
  • When you finish editing the fancy signature, save the file and close Word. You’ll return automatically to Outlook.
  • [ Note to trainer : With Outlook 2003 and Word 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook and Word, with instructions to guide you. Important : If you don’t have at least Outlook 2003, you won’t be able to access the practice instructions.]
  • For example, your formal signature with business contact information may be the one you assign to your work e-mail for corresponding with customers. When you’re just e-mailing co-workers who know you, you probably want to use a less formal signature.
  • That's pretty easy too!
  • For example, for new messages you may want to use a fancy signature with a picture and hyperlinks, but for replies and forwards a more "lightweight" signature with only text will save space and reduce delivery time.
  • Examples of Bobby Moore’s different signatures: He uses Bobby Moore (Fancy) for his Microsoft Exchange Server account at AdventureWorks. And he uses Bobby as Volunteer for his POP3 account, which he uses to coordinate fund-raising for the Baldwin Museum of Science.
  • Note : In case you’re curious about how to set up Outlook to use more than one e-mail account, we’ve included a link to more information in the Quick Reference Card at the end of this presentation course.
  • [ Note to trainer : With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important : If you don’t have Outlook 2003, you won’t be able to access the practice instructions.]
  • Using This Template This Microsoft Office PowerPoint ® template has training content about using Outlook 2003 to create e-mail signatures. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course called “Create great-looking signatures for your e-mail.” Features of the template Title slide: On the very first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations: Custom animation effects are applied throughout the presentation. These effects include entrance effects called Peek and Stretch , and occasionally, Dissolve in . All effects play in previous versions back to Microsoft PowerPoint 2000. To alter animation effects, go to the Slide Show menu, click Custom Animation , and work with the options that appear. If this presentation contains a Macromedia Flash animation: To play the Flash file, you must register a Microsoft ActiveX ® control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Macromedia Flash Player from the Macromedia Web site. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Outlook 2003 installed to view the hands-on practice sessions and in one case, Word 2003. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).
  • Transcript

    • 1. Microsoft ® Office Outlook ® 2003 Training Create great-looking signatures for your e-mail Peace River Distributing presents:
    • 2. Course contents
      • Overview: Getting to know you
      • Lesson 1: Create a plain signature
      • Lesson 2: Create a fancy signature
      • Lesson 3: Multiple signatures for your multiple roles
      Create great-looking signatures for your e-mail Each lesson includes a list of suggested tasks and a set of test questions.
    • 3.
      • A signature is a communications fundamental that we expect and value. And as we increasingly rely on e-mail for business and personal matters, it becomes important to know something about the people we correspond with.
      Overview: Getting to know you Create great-looking signatures for your e-mail Outlook e-mail signatures can play a role not just in providing contact information, but also in establishing the unique style you want—whether it’s professional polish or personal pizzazz.
    • 4. Course goals
      • Create your own great-looking signatures.
      • Assign a signature to a message.
      • Switch to a different signature while writing a message.
      • Use different signatures for different e-mail accounts.
      Create great-looking signatures for your e-mail
    • 5. Lesson 1 Create a plain signature
    • 6. Create a plain signature
      • Like a signature in a letter, an e-mail signature is added to the end of your message. But it can offer so many more possibilities.
      • E-mail signatures can have different functions and leave different impressions suited to the type of correspondence you do, whether it’s informal for friends and family or more formal for business correspondence.
      Create great-looking signatures for your e-mail A signature can have whatever tone and style you think is appropriate.
    • 7. What’s in an e-mail signature?
      • In addition to a complimentary closing, your signature can contain information about you.
      • For example, many professionals like to include their business contact information so that clients and business partners can reach them easily.
      Create great-looking signatures for your e-mail Signatures should be attractive, easy to scan, and informative.
    • 8. What’s in an e-mail signature?
      • Just keep in mind that it’s best to be brief. You don't want to annoy recipients with a long or distracting signature, especially recipients who get e-mail messages from you regularly.
      Create great-looking signatures for your e-mail Signatures should be attractive, easy to scan, and informative. In other words, avoid including your favorite recipe in your signature!
    • 9. What’s in an e-mail signature?
      • Information in an e-mail signature might include:
      Create great-looking signatures for your e-mail Signatures should be attractive, easy to scan, and informative.
      • Your name, title, and physical business address and phone.
      • Your e-mail address and Web address.
      • A marketing message or favorite quotation.
      • A graphic, photo, or sound.
    • 10. Create a signature
      • Now you’ll see how to create a signature and have Outlook apply it automatically to your messages.
      • Creating a signature doesn’t take long. It really depends on how plain or fancy you want it to be.
      Create great-looking signatures for your e-mail Creating an e-mail signature in Outlook
    • 11. Create a signature
      • To create a basic signature:
      Create great-looking signatures for your e-mail Creating an e-mail signature in Outlook
      • On the Tools menu, click Options .
      • Click the Mail Format tab.
      • Click the Signatures button.
    • 12. Name that signature
      • It’s always a good idea to name your signature when you create it. If you don’t, Outlook will name it “Untitled.”
      • If you're going to create many signatures, use descriptive names to tell them apart. Here, Bobby Moore is creating a plain signature for e-mailing his colleagues.
      Create great-looking signatures for your e-mail Naming a signature
    • 13. Name that signature
      • Here’s how to name a signature while you’re creating it:
      Create great-looking signatures for your e-mail Naming a signature
      • Open the Create Signature dialog box (as shown in the previous group of slides), and then click New .
      • Enter a name for the signature.
      • Click Next .
    • 14. Make your signature look the way you like it
      • After you name your signature, tell Outlook what it says by typing or pasting text in the Signature text box.
      • Then specify a font and how you want the text aligned. When you’re satisfied, click Finish . That's all it takes!
      Create great-looking signatures for your e-mail Choosing the look of an e-mail signature while you create it
    • 15. Make your signature look the way you like it
      • Here’s the process as outlined in the picture:
      Create great-looking signatures for your e-mail Choosing the look of an e-mail signature while you create it
      • Open the Edit Signature dialog box, and then type your text.
      • Click the Font button, and then specify font, font style, size, and color.
      • Use the Paragraph button to specify if you want your text aligned left, center, or right.
    • 16. Apply your signature to messages
      • When you create a signature, Outlook places it in the Signature for new messages list ( Options dialog box, Mail Format tab). To select a signature to appear in new e-mail messages:
      Create great-looking signatures for your e-mail
      • Click the signature. If you want to send messages without a signature, click <None> .
      • Outlook applies that signature to all new messages.
      Selecting an e-mail signature
    • 17. Apply your signature to messages
      • After that, simply start sending new messages. Your signature is automatically inserted in each message.
      Create great-looking signatures for your e-mail Selecting an e-mail signature Even if your signature is inserted in messages automatically, you can modify or delete it for a particular message. Just select the signature text and type what you want, or press DELETE.
    • 18. Apply your signature to messages
      • To modify a signature and have the change apply to all messages, you must start the same way as when you create a signature.
      Create great-looking signatures for your e-mail Selecting an e-mail signature When you reach the Create Signature box, select the signature you want to change, and then click Edit .
    • 19. Suggestions for practice
      • Create a signature.
      • Assign a signature to your messages.
      • Stop applying a signature to your messages.
      Create great-looking signatures for your e-mail Online practice (requires Outlook 2003)
    • 20. Test 1, question 1
      • What’s the purpose of an e-mail signature? (Pick one answer.)
      Create great-looking signatures for your e-mail
      • Express who you are and provide your contact information.
      • Prove your identity to the recipient.
      • It’s the only way to show recipients that the message is from you.
    • 21. Test 1, question 1: Answer
      • Express who you are and provide your contact information.
      Create great-looking signatures for your e-mail Signatures convey what you want other people to know about you.
    • 22. Test 1, question 2
      • When you create a signature, Outlook automatically applies that signature to all new messages. True or False? (Pick one answer.)
      Create great-looking signatures for your e-mail
      • True.
      • False.
    • 23. Test 1, question 2: Answer
      • True.
      Create great-looking signatures for your e-mail You can delete the signature from any message while you’re writing the message by selecting the signature and pressing DELETE.
    • 24. Test 1, question 3
      • What should you do to stop applying your signature to new messages? (Pick one answer.)
      Create great-looking signatures for your e-mail
      • Create another signature that is blank and apply that.
      • Delete the signature from each new message.
      • Click <None> in the Signature for new messages list.
    • 25. Test 1, question 3: Answer
      • Click <None> in the Signature for new messages list.
      Create great-looking signatures for your e-mail Your signature will still be available if you decide to use it again.
    • 26. Lesson 2 Create a fancy signature
    • 27. Create a fancy signature
      • You’ve probably seen e-mail messages with signatures containing pictures, photos, and fancy formats. They’re informative and attractive, but aren’t they a lot of work to create?
      • Not really. A few more minutes, and you’ll be doing it yourself.
      Create great-looking signatures for your e-mail Logos and photos have great uses in e-mail signatures.
    • 28. Base your fancy signature on a plain one
      • No matter how fancy the signature, it will probably contain the same information as a plain signature. So you can use an existing signature as a starting point for your fancy one.
      • And if you like the look of someone else’s signature, you can ask them to send you their signature file and copy the look.
      Create great-looking signatures for your e-mail Use a plain signature as the starting point for a fancy one.
    • 29. Base your fancy signature on a plain one
      • In the picture, we’re using the Bobby Moore (Plain) signature as the starting point.
      Create great-looking signatures for your e-mail Use a plain signature as the starting point for a fancy one. On the Tools menu, click Options , click the Mail Format tab, click the Signature button, and then click New .
    • 30. Base your fancy signature on a plain one
      • Then do the following:
      Create great-looking signatures for your e-mail Use a plain signature as the starting point for a fancy one.
      • Type a name for the new signature.
      • Select Use the existing signature as a template .
      • Choose the signature on which you’ll base the new one.
    • 31. Get fancy using the advanced editor
      • Adding graphics and additional formatting to your signature requires using an advanced editor outside of Outlook.
      • When you choose to base a new signature on an existing one as described in earlier slides, Outlook opens the Edit Signature dialog box.
      Create great-looking signatures for your e-mail Opening the advanced editor
    • 32. Get fancy using the advanced editor
      • Then you’ll do the following:
      Create great-looking signatures for your e-mail Opening the advanced editor
      • Click Advanced Edit .
      • When a message appears telling you that an editor not part of Outlook will open, click Yes . That’s what you want.
    • 33. Structure your signature
      • Typically, when you click Advanced Edit , Microsoft Office Word opens as your advanced editor.
      • The type of file you’ll edit is an .htm file because HTML is the default format for messages.
      Create great-looking signatures for your e-mail Word opens as your advanced editor.
    • 34. Structure your signature
      • You can use all the features you are familiar with in Word to create your fancy signature.
      Create great-looking signatures for your e-mail Word opens as your advanced editor. If you use a table as a structure for placing the various parts of the signature, you have control over the position and alignment of each part so they don't run into each other.
    • 35. Structure your signature
      • Continuing with Bobby Moore, here’s the sequence after you click Yes to open the advanced editor:
      Create great-looking signatures for your e-mail Word opens as your advanced editor.
      • Word opens so you can begin editing the signature.
      • For more control, move the name and company to rows in a table. Removing the complimentary closing will allow more space.
    • 36. Make your signature picture perfect
      • You can snazz up your signature by inserting a picture, a photo, or clip art — whatever suits your needs. There is a vast clip art gallery available on Office Online .
      • You can also add more contact information, color, text formatting, and hyperlinks.
      Create great-looking signatures for your e-mail Adding a picture to the signature
    • 37. Make your signature picture perfect
      • Keep in mind that if you send messages in Plain Text format, only text in your signature will be sent. Color, formatting, graphics, and hyperlinks will be stripped out.
      Create great-looking signatures for your e-mail Adding a picture to the signature The same is true if the recipient chooses to read the message in Plain Text.
    • 38. Make your signature picture perfect
      • To include a picture in your signature:
      Create great-looking signatures for your e-mail Adding a picture to the signature
      • Insert the picture.
      • Make the company name a hyperlink to the company Web site.
      • Size the columns to get the fit you want.
    • 39. Suggestions for practice
      • Create a signature from another signature.
      • Make the signature fancy by adding a table, a link to a Web site, and a picture.
      • Assign your fancy signature to new messages.
      • Stop applying a signature to your messages.
      Create great-looking signatures for your e-mail Online practice (requires Outlook 2003 and Word 2003)
    • 40. Test 2, question 1
      • What’s the easiest way to base a new signature on an existing one? (Pick one answer.)
      Create great-looking signatures for your e-mail
      • Paste an existing signature into a new message and edit it there.
      • Open the existing signature by clicking Advanced Edit . In the advanced editor, use Save As to rename the signature.
      • Create a new signature, select Use this existing signature as a template , and pick an existing signature from the list.
    • 41. Test 2, question 1: Answer
      • Create a new signature, select Use this existing signature as a template , and pick an existing signature from the list.
      Create great-looking signatures for your e-mail The existing plain signature will serve as the basis for your new fancy one.
    • 42. Test 2, question 2
      • To include a picture in your signature, it’s best to use the advanced editing feature. True or False? (Pick one answer.)
      Create great-looking signatures for your e-mail
      • True.
      • False.
    • 43. Test 2, question 2: Answer
      • True.
      Create great-looking signatures for your e-mail Word is typically the advanced editor.
    • 44. Test 2, question 3
      • If you send a message in Plain Text format, any pictures, hyperlinks, and text formatting you added to the signature will be stripped out of the message. True or False? (Pick one answer.)
      Create great-looking signatures for your e-mail
      • True.
      • False.
    • 45. Test 2, question 3: Answer
      • True.
      Create great-looking signatures for your e-mail If you specify Plain Text format for your message, only plain text will appear in the message and the signature. The same is true if your recipient chooses to read the message in Plain Text.
    • 46. Lesson 3 Multiple signatures for your multiple roles
    • 47. Multiple signatures for your multiple roles
      • On any given day, you may use e-mail to accomplish a variety of tasks with a mixture of personal and professional correspondence.
      • In Outlook, you can create as many signatures as you want, and choose among them for different occasions and situations.
      Create great-looking signatures for your e-mail One person, a library of signatures
    • 48. Switch to another signature in a message
      • There are situations when you want to switch to another signature while writing a message.
      • Switching to another signature in a message you are composing is easy, if you’re using Word as your e-mail editor.
      Create great-looking signatures for your e-mail Switching signatures while writing a message
    • 49. Switch to another signature in a message
      • Right-click anywhere in the signature, and then choose another signature from the menu that appears. Every signature that you’ve created and stored will appear in that menu.
      Create great-looking signatures for your e-mail Switching signatures while writing a message The picture shows the switch from Bobby Moore (Fancy) to Bobby Moore (Plain) .
    • 50. Switch to another signature in a message
      • If you’re using Outlook as your e-mail editor, just select and delete the signature in the message, and then use the Insert menu to pick another signature.
      Create great-looking signatures for your e-mail Switching signatures while writing a message
    • 51. A different signature for replies and forwards
      • There are situations in which you want to use a different signature when replying to a message, or forwarding it, than the signature you use for new messages.
      • As the picture shows, it’s easy to set this up on the Mail Format tab of the Options dialog box.
      Create great-looking signatures for your e-mail
      • Signature for new messages…
      • … and for replies and forwards
    • 52. A different signature for each e-mail account
      • If you use more than one e-mail account in Outlook, you can assign a different signature to each account. This is because you might use a specific account for a specific role in your life.
      • No matter how many signatures you’ve created, Outlook uses only the ones you assign.
      Create great-looking signatures for your e-mail Setting up different signatures for each e-mail account
    • 53. A different signature for each e-mail account
      • To assign a signature to an e-mail account, click Options on the Tools menu and select the Mail Format tab. Bobby has these options:
      Create great-looking signatures for your e-mail Setting up different signatures for each e-mail account
      • Exchange Server e-mail account.
      • Fancy work signature.
    • 54. A different signature for each e-mail account
      • To assign a signature to an e-mail account, click Options on the Tools menu and select the Mail Format tab. Bobby has these options:
      Create great-looking signatures for your e-mail Setting up different signatures for each e-mail account
      • POP3 e-mail account.
      • Volunteer job signature.
    • 55. A different signature for each e-mail account
      • If at any time you want to stop using a signature on an account, just set your signature options to <None> .
      Create great-looking signatures for your e-mail Setting up different signatures for each e-mail account If you assign a signature and then delete the signature file, that signature setting will automatically revert to <None> .
    • 56. Suggestions for practice
      • Switch to another signature.
      • Assign different signatures to different e-mail accounts.
      • Delete the practice signatures.
      Create great-looking signatures for your e-mail Online practice (requires Outlook 2003)
    • 57. Test 3, question 1
      • In a new message, you can switch to another signature only if the following is true? (Pick one answer.)
      Create great-looking signatures for your e-mail
      • Word is your e-mail editor.
      • You have more than one signature.
      • Outlook is your e-mail editor.
    • 58. Test 3, question 1: Answer
      • You have more than one signature.
      Create great-looking signatures for your e-mail You can switch to another signature regardless of which e-mail editor you are using as long as you have created more than one signature.
    • 59. Test 3, question 2
      • You must use the same signature for new messages as you do for replies and forwards. True or False? (Pick one answer.)
      Create great-looking signatures for your e-mail
      • True.
      • False.
    • 60. Test 3, question 2: Answer
      • False.
      Create great-looking signatures for your e-mail You can use another signature (or no signature) for messages you reply to or that you forward.
    • 61. Test 3, question 3
      • Which statement is correct? (Pick one answer.)
      Create great-looking signatures for your e-mail
      • Each e-mail account you have must use a different signature.
      • You need more than one e-mail account in order to use more than one signature.
      • You can assign each e-mail account any signature you like.
    • 62. Test 3, question 3: Answer
      • You can assign each e-mail account any signature you like.
      Create great-looking signatures for your e-mail You can use many different signatures depending on your needs.
    • 63. Quick Reference Card
      • For a summary of the tasks covered in this course, view the Quick Reference Card .
      Create great-looking signatures for your e-mail
    • 64. USING THIS TEMPLATE See the notes pane or view the full notes page ( View menu) for detailed help on this template.