facebook google plus twitter
Webucator's Free Advanced Microsoft Outlook Tutorial

Lesson: Using Signature and Themes

Welcome to our free Advanced Microsoft Outlook tutorial. This tutorial is based on Webucator's Advanced Microsoft Outlook 2019 course.

You can use email signature and themes to add a personal touch to your email messages.

Lesson Goals

  • Learn how to create a signature.
  • Learn how to automatically add the signature to email messages.
  • Learn how to modify a signature.
  • Learn how to create and apply a theme.

Create a Signature

Creating an email signature in Outlook can save you time, in that you can automatically insert that signature into email messages, saving you from having to type your contact information into each message.

To create an email signature:

  1. Open a new message. From the Message tab of the Message Ribbon, in the Include group, select Signature. Signature Command
  2. From the drop-down list, select Signatures. Signatures Command
  3. From the Signatures and Stationery dialog box, on the E-mail Signature tab, click New. New Command
  4. In the New Signature dialog box, type a name for the signature, and then click OK. Name for Signature
  5. In the Edit signature text box, type the signature as you would like it to appear. Use the formatting options above the text box to format your text. Edit signature Text Box
  6. To insert a hyperlink, click the Insert Hyperlink icon Hyperlink Icon, and in the displayed Insert Hyperlink dialog box, in the Address text box, type the URL of the link. If desired, change the Text to display using the dialog box, and click OK. Insert Hyperlink
  7. Click OK in the Signatures and Stationery dialog box. Signatures and Stationery Dialog Box

Automatically Add a Signature to Messages

Creating your signature does not automatically add it to your email messages. You can set up Outlook to automatically attach the signature to all outgoing mail.

To automatically add a signature to your email messages:

  1. Open a new message. From the Message Ribbon, select the Insert tab, and from the Include group, select Signature. Signature Command
  2. Select Signatures from the drop-down list. Signatures Drop-Down List
  3. In the Signatures and Stationery dialog box, on the E-mail Signature tab, in the Choose default signature section, from the E-mail account drop-down list, select an account to which you want to associate the signature. Associate Account
  4. From the New messages drop-down list, select the signature that you created. Select Signature
  5. To have the signature included on replies and forwards, select the signature from the Replies/forwards drop-down list. Replies/forwards Drop-Down List
  6. Click OK in the Signatures and Stationery dialog box. Click OK
  7. The signature will now be automatically included in all new, replied to, and forwarded messages. Signature Added

Modify a Signature

You may need to modify your email signature. For example, if you have a new job title or email address, you will want to update your signature to reflect the change.

To modify a previously created email signature:

  1. Open a new message. From the Message Ribbon, select the Insert tab, and from the Include group, select Signature. Signature Command
  2. Select Signatures from the drop-down list. Signatures Drop-Down List
  3. In the Signatures and Stationery dialog box, on the E-mail Signature tab, select a signature to edit in the Select signature to edit drop-down list. E-mail Signature Tab
  4. Make your changes to the signature in the Edit signature text box. Make Changes to Signature
  5. When finished, click OK.
  6. Your updated signature will now be displayed in emails. Updated Signature

Format Outgoing Messages

You can apply formatting to all outgoing messages.

To format outgoing messages:

  1. Select the File menu tab and click Options. Options Command
  2. Select Mail. Mail Command
  3. Select options, such as outgoing messages being composed in Rich Text Format, and click OK to save the changes. Select Options

Create and Apply a Theme

Just as you can in Microsoft Word, you can create and apply themes to your email messages.

To create and apply a theme:

  1. Open a new message, and compose the message. Compose a Message
  2. From the Message Ribbon, select the Options tab.
  3. In the Themes group, select Themes, and from the drop-down arrow, select a theme to apply to the message. Select Theme
  4. Use the Colors, Fonts, Effects, and Page Color drop-down lists to further customize the theme. Set Options
  5. The theme will now be applied to the message. Theme Applied to Message

Adding a Theme and Signature to Your Messages

Duration: 10 to 15 minutes.

In this exercise, you will create and add a signature to a message, as well as a theme.

  1. Create an email signature to apply to all of your new, replied to, and forwarded messages.
  2. Compose a new email to a colleague or friend.
  3. Apply the Slice theme to the email, and make the page color of your email blue.
  4. Send the message.

Solution:

  1. Open a new message. From the Message tab of the Message Ribbon, in the Include group, select Signature. Signature Command
  2. From the drop-down list, select Signature. Signature Option
  3. From the Signatures and Stationery dialog box, on the E-mail Signature tab, click New. New Command
  4. In the New Signature dialog box, type a name for the signature, and then click OK. New Signature
  5. In the Edit signature text box, type the signature as you would like it to appear. Edit Signature Dialog Box
  6. From the Choose default signature section of the E-mail Signature tab, select the email account from the E-mail account drop-down list. E-mail account Drop-Down List
  7. Select the signature in both the New messages and the Replies/forwards drop-down lists. Select Signature
  8. Click OK in the Signatures and Stationery dialog box.
  9. Close the blank open message, and open a new message. The signature should be displayed in the body of the message. New Message
  10. Compose the message, including the recipient's email address, a subject, and the body of the message. Compose Message
  11. Select the Options tab on the Ribbon. Options Tab
  12. In the Themes group, from the Themes drop-down list, select Slice. Themes Drop-Down
  13. From the Page Color drop-down list, select a blue color. Select Blue
  14. Click the Send button. Send Button