Signatures contain text that appears at the bottom of every e-mail message you send. Signatures can be useful for displaying your name, company, Web site address, or short message that you want everyone to read when they receive a message from you.
Be careful about including personal information in a signature, such as your home phone number. If someone forwards your e-mail that has your signature at the bottom, some stranger could read your signature text and use your information against you to hack into your computer or steal your identity. As a general rule, only put information in your signature file that you don't mind sharing with a world full of strangers.
To create a signature, follow these steps:
1. Choose Go Mail. (You can also press Ctrl+1 or click the Mail button in the lower-left corner of the Outlook window.)
Outlook displays the Mail pane.
2. Choose Tools Options.
The Options dialog box appears.
3. Click the Mail Format tab, as shown in Figure 13-12.
The Options dialog box offers different ways to customize Outlook.
4. Click the Signatures button.
The Signatures and Stationery dialog box appears, as shown in Figure 13-13.
The Signatures and Stationery dialog box lets you type the text you want to appear in your Signature file.
5. Click the New button.
The New Signature dialog box appears.
6. Type a descriptive name for your signature file and then click OK.
7. Click in the text box and type the text that you want to include in your signature file, such as your name, company, Web site, and so on.
You can also format your text at this point. Just be aware that some computers and e-mail programs may not be able to display all the formatting correctly.
8. Click the Save button.
9. (Optional) Click in the Replies/Forwards list box and choose the name of your signature file that you defined in Step 6.
10. Click OK twice.
Now every time you create a new e-mail message, Outlook automatically inserts the text you saved in your signature file.