Create a Mail Signature

Mail signatures

An email signature is closing text included at the end of an email. A signature can include your name and any additional text or graphics allowed by your email account. For example, a signature could read:

Leland Stanford
Founder
Stanford University
555-555-1212 x111
leland.stanford@stanford.edu

An alternate signature may be a second or third signature that contains different text.

You can also create a standard message in the Signature text box that could be sent to anyone in response to a request or inquiry, previously referred to as "stationery." When composing a new message, choose the alternate signature and modify the text in the email message as necessary.

Create and apply a signature

1. Click the Preferences tab.
2. In the Overview pane, click Signatures.
3. In the Name field, "Signature #1" is the default name. You may wish to change it to something more identifiable. You can create multiple signatures, so using an identifiable name is important.
4. Select either Format as HTML or Format as Plain Text.
5. Type the signature text exactly as you want it to appear in the text box.
   
   
    
6. In the Using Signatures section, specify when and where you want your signature displayed. 
   
   
    
   • Under New Messages, select the name of the signature to include with each new message, or select No signature to omit a saved signature.
   • Under Replies and Forwards, select the name of the signature to include with each message to which you reply or forward. Select No signature to omit a saved signature.
   • Select Above included messages to add your signature at the end of the your composed, replied to, or forwarded text. This is the default option.
   • Select Below included messages to add your signature to the very end of the message.
7. Click Save.

Creating an alternate email signature

1. Click the Preferences tab.
2. In the Overview pane, click Signatures.
3. Click New Signature.
4. Type an identifiable name in the Signature Name field for this alternate signature.
5. Select Format as HTML or Format as Plain Text.
6. Type the signature text exactly as you want it to appear in the text box.
   
   
7. Click Save.

Using an alternate signature

1. To use an alternate signature, click the Mail tab.
2. Create a new message or select an existing message to reply to or forward.
3. On the toolbar, click Options, point to Signature, and then select the alternate signature you want to use.
   
   
4. Click Send to send the message as normal.

Create a standard reply message using a signature

1. Follow the steps above for creating an alternate signature. Name the Standard Reply message signature.
2. In the text box, create a standard email message instead of your signature information.
   For example:

   Dear <name>:

   Thank you for your inquiry regarding the position of <position>. We appreciate your interest in Stanford University. You should be hearing from a representative soon.

   Sincerely,

   Office of Staff Employment
   Stanford University

3. Click Save.

Use the standard reply message

1. Open a new mail message.
2. Enter the email address of the recipient.
3. Enter the Subject of the message.
4. On the toolbar, click Options, point to Signature, and then select the standard reply message signature.
5. Select the standard reply message signature.
6. Edit the standard reply as appropriate.
7. Click Send.