Using an Email Signature as a Template
All modern email apps and providers have the ability to insert an email signature. An email signature is a snippet of text placed at the bottom of each email which conveys certain details about the sender of the email. A signature may include the sender’s name, contact details, picture or other information. You most likely have seen email signatures, but did you ever think of using them differently?
Email signatures are a neat little feature that makes it quick, easy, and often automatic to include a salutation, contact information and signature at the bottom of your email communications. However, you can take this neat little feature even further when you start to think other types of information that can be placed in the signature field.
Who said that email signatures must include salutations and contact details that we are all familiar with? What if we use this feature to accomplish other efficiencies in our daily workflow?
Lets take a look at some examples of using email signatures as templates:
We’ve all seen them before. Sincerely, Best Regards, and Many Thanks; salutations along with contact details is the most common use for email signatures. A typical email signature goes a long way when communicating with others to get them to know you a little better.
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Through your daily work you may find yourself repeating responses time and time again to many individuals. It may be a repeat message or something more lengthy. Even if you have to repeat a response just once, you might be better off considering using an email template to improve your workflow.
You can enter in any common response that you find yourself sending multiple times a day or every week.
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Frequently Asked Questions
When you are dealing with a lot of incoming requests or questions teams often publish Frequently Asked Questions on a website or internal message board. Taking FAQs even further, you may even want to create a dedicated email signature that captures FAQs that you receive on a regular basis as party of your role or daily work.
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How To Procedures
Telling people how to do something is a common response. You can create mini procedures or tutorials on how to complete certain tasks. Maybe you frequently get asked how to change a password or how do you send over that new budget for approval. You can create a signature template with screenshots and everything to quickly share steps with colleagues, customers or anyone you communicate with.
Insert a Coupon, Barcode or Image
A more technical or unique way of sharing content is you can include barcodes, coupons or other images in special use cases that you share on a frequent basis. This can be appended to any email chain as you forward the email chain for intake to a scanning department or automated system that may need to action an email based on body text.
Given the flexibility of email signatures, using our new found technique is as simple as creating a new signature and then using it when the need arises.
Creating a Signature or Template
First we need to create an email signature or template of your choice. You can use the copy button to quickly use one of the examples from the prior section.
Launch the Outlook desktop application using one of the app launch methods below.
Open Outlook Preferences
Go to Signatures
Create a New Signature or Template
Once you have the Signatures and Stationery window open next we will create a new signature.
Click the “+” icon
Enter a new name for your signature in the “Signature Name” feild
Populate the signature text box with your desired signature or template
Click Save and close the window
Your signature or template is now complete and is ready to be used.
Start Using Your New Signature
With your new signature created and ready you can start using your signature as part of your daily workflow. You can set a signature as a default for an email account. You can quickly add or change the signature within an email when you need to respond with a common response, FAQ or template.
Quickly Respond with a Signature or Template
If you are replying to an email or creating a new email you can easily insert one of your previously create signatures or templates directly in your email message window.
Click on the New Email button
Click on the Insert tab
Select your Signature / Template
Make any finishing touches, and voila you’re Ready to Send!