Creating Stationery Signature Files in Outlook 2003

Most likely, your default e-Stationery has a pre-built signature file within it. For instance, using Office 2003/2007 mine reads like this:

Our phone number, fax number and complete street address are embedded in the design of the e-Stationery. If they weren't, they would have been included in our signature file above. Make it EASY for your clients to contact you!

Changing Your Default Signature Line

If you want to change your signature file for your DEFAULT stationery, simply choose your stationery from the drop down menu and hit the Edit button.

Then, scroll down to the PREVIEW window and type your changes there. If you want to change the hyperlink, first type the word or words you want to be linked, highlight them and then right click with your mouse to bring up the menu. Select 'Edit Hyperlink' and then type in the URL of where you want that text link to go. Avoid using "Click Here". Instead, consider "Learn More" or "Get it Now". Typically, the link will go to a page on your website; remember, it doesn't have to be your home page. If you're signature file is about RELOCATION, send them to your relocation page...you get the idea.

If you would like to have a graphical signature embedded into your stationery along with your text signature, visit our Graphical Signature for Outlook Stationery page for more information and available styles.

Making a Signature File Library

While your default signature line should work for most emails, no doubt you'll want to change some signatures on a case by case basis. Changing the default stationery would be cumbersome, so what do you do? Let's make a library of signature files.

First, you'll want to create a series of signatures (use Word or Notepad) that you might need, depending upon the type of correspondence you're writing. Let's say your emailing someone about a home you'd like them to see. Perhaps your signature file might say:

The words "sign up" can be hyperlinked to your home finder account creation page.

Once you've crafted several signature files, it's now just a question of setting up the templates within Outlook.

Creating Signature File Templates in Outlook

To access the signature template area, go to:

Tools > Options > Mail Format > Signatures

You are now presented with a list of existing signatures (unless you haven't created any), with the ability to create a new signature file or edit/delete an existing one.

To create a NEW signature file, click the new button. You will be prompted to name your file; let's use Relocation as an example.

Hit the NEXT button to bring up the "edit signature" dialogue box. Now it's just a question of "copy and paste" one of the signature blocks you created earlier into the space provided. Be sure the font is the same type, size and color as that used in your default stationery so everything matches (unless you prefer otherwise). Don't forget to include the hyperlink to your "action words", drawing people into your website!

Repeat the above process for all of your signatures, giving a unique name for each one so you won't have to guess what that signature file might pertain to at a later date. When you're all done, be SURE that there are NO default signatures selected on this menu:

Now, when you want to use any signature other than what is in your default stationery, just highlight your signature file in the email your composing, click on Insert > Signature and a list of your existing signature files will appear -- pick the one you want click on it. That's all there is to it!

The signature tool is pretty powerful when you think about it...what else could you use it for? How about form letters and other things you find yourself retyping? It's a great time saver, that's for sure!

Mailing Address:
11637 E. Charter Oak Drive
Scottsdale, AZ 85259

Phone: 480-862-7600
FAX: 480-452-0965

Email Address: