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Webucator's Free Advanced Microsoft Outlook 2013 Tutorial

Lesson: Using Signature and Themes

Welcome to our free Advanced Microsoft Outlook 2013 tutorial. This tutorial is based on Webucator's Advanced Microsoft Outlook 2013 course.

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

Lesson Goals

  • Create a signature.
  • Automatically add the signature to email messages.
  • Modify a signature.
  • 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 Option
  2. From the drop-down list, select Signatures. Signatures
  3. From the Signatures and Stationery dialog box, on the E-mail Signature tab, click New. New
  4. In the New Signature dialog box, type a name for the signature, and then click OK. Signature Name
  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. Format Signature Options
  6. To insert a hyperlink, click the Insert Hyperlink icon Insert Hyperlink, 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 Dialog Box
  7. Click OK in the Signatures and Stationery dialog box. >Signatures and Stationery Dialog Box

To work with signatures and themes in Outlook 2007, select Tools and then select Options, and then click Mail Format.

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 Option
  2. Select Signatures from the drop-down list. Signatures Option
  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. Account Selection
  4. From the New messages drop-down list, select the signature that you created. Signature You Created
  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. 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 Option
  2. Select Signatures from the drop-down list. Signatures Option
  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. Select Signature to Edit Drop-Down
  4. Make your changes to the signature in the Edit signature text box. Edit Signature Text Box
  5. When finished, click OK. OK
  6. Your updated signature will now be displayed in emails. Signature Displayed

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
  2. Select Mail. Mail Selection
  3. Select options, such as outgoing messages being composed in Rich Text Format, and click OK to save the changes. OK

Create and Apply a Theme

Just as you can in Microsoft Word 2013, 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. Message Composted
  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. Theme
  4. Use the Colors, Fonts, Effects, and Page Color drop-down lists to further customize the theme. Theme Customization
  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 your instructor.
  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 Option
  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. Signatures and Stationery Dialog Box
  4. In the New Signature dialog box, type a name for the signature, and then click OK. Signature Name
  5. In the Edit signature text box, type the signature as you would like it to appear. Signature Name
  6. Click OK in the Signatures and Stationery dialog box. Signatures and Stationery Dialog Box
  7. From the Choose default signature section of the E-mail Signature tab, select the email account from the E-mail account drop-down list. Email Account
  8. Select the signature in both the New messages and the Replies/forwards drop-down lists. Replies/forwards Drop-Down
  9. Close the blank open message, and open a new message. The signature should be displayed in the body of the message. Signature in Body
  10. Compose the message, including the recipient's email address, a subject, and the body of the message. Composed Message
  11. Select the OPTIONS tab on the Ribbon. OPTIONS Tab
  12. In the Themes group, from the Themes drop-down list, select Slice. Slice Option
  13. From the Page Color drop-down list, select a blue color. Blue Color
  14. Click the Send button. Send Button