How to Use Full Names or Initials As Email Signatures to Display the Corporate Hierarchy

Include your job title and contact information in your email signature.

Email programs that include signature settings help you create a digital signature to personalize your outgoing email messages. For example, email signatures typically include your name, job title and company information. Some email programs insert hyperlinks, business cards or images for a consistent and memorable electronic signature. Before adjusting the signature settings, check if your company specifies a font and font size for email communications.

Instructions

Outlook 2010

1. Open the Microsoft Office Outlook email program.

2. Click the “File” tab on the ribbon to display a list of commands.

3. Click “Options” to open the “Outlook Options” dialog box.

4. Click the “Mail” tab on the left pane. Click the “Signatures” button in the “Create or modify signatures for messages” section. The Signatures and Stationery” dialog box displays two tabs: "Email Signature” and “Personal Stationery.”

5. Click the “Email Signature” tab.

6. Click the "New" button in the “Select signature to edit” section. Type a name for this signature in the “New Signature” dialog box. For example, “Full name” or “Initials.” Click “OK” to close this dialog box. The signature name appears on the list for future access.

7. Set the font, font size and other options for how the signature appears. For example, “Arial Black,” and “10.”

8. Type your name or initials in the “Edit signature” box. Type the job title in a different font size on the second line. For example, select “8” as the font size for a job title, such as “Assistant to the Vice President.”

9. Insert a business card by clicking the “Business Card” button, if preferred. Click your name from the Outlook contacts list. Preview the contact information in the “Business Card Preview” box. Click “OK” to insert the electronic business card in the “Edit signature” box.

10. Click “OK” to close the “Signatures and Stationery” dialog box. Click “OK” to close the “Outlook Options” dialog box. Your signature appears on the “Signature” list on the “Message” tab.

Hotmail

1. Sign in to your Hotmail account with your Windows Live ID and password. Open your Hotmail inbox.

2. Click the “Options” menu near the top-right corner of your inbox to display a list of options. Click “More options” on the list to display the “Hotmail Options” page.

3. Click the “Message font and signature” link in the “Writing email” section. The “Message font and signature” page opens.

4. Select the font and font size in the “Personal signature” section.

5. Type the full name or initials in the “Personal signature” text box. Type the job title on the next line. Select a different font size or use the option for bold or italics, for example. Include the company name and other contact information. Insert a hyperlink to your company’s website, if that's the standard at your company, by clicking the “Insert hyperlink,” which looks like a globe supported by a chain link.

6. Click “Save.” This digital signature appears as part of your outgoing messages.

Google Gmail

1. Open the Google.com website.

2. Click the “Gmail” button in the header to display the “Sign in” page.

3. Type your Username and password to sign in and display your Gmail inbox.

4. Click the blue gear “Options” button to open a list of options. This gear button is near the top-right corner of the screen.

5. Click “Mail settings” to open the “Settings” pane.

6. Click the “General” tab. Scroll down the page to the “Signature” section.

7. Click the radio button beside the preview box for the signature.

8. Click the “Font” button to display a short list of fonts. Click the preferred font. Click the effect, such as “Bold” or “Italic,” if preferred.

9. Type the name or italics in the text box. Select a different effect or font for the job title and contact information.

10. Scroll down to the bottom of the “Settings” pane.

11. Click “Save Changes.” Click the “Compose mail” button in the left pane to view your signature in the outgoing message.

Tips & Warnings

• To insert an Outlook signature to your email message, press the “Ctrl” and “N” keys to open a new message window. Click the “Message” tab on the ribbon. Click the arrow for the “Signature” button in the “Include” group. Click the signature name from the list. The digital signature appears in the message.

References

• Microsoft Office: Outlook 2010, Create and Add an Email Message Signature
• Microsoft Office: Outlook 2010, Include an Electronic Business Card in Your Email Signature
• Windows Live: Hotmail: Choose a Font or Create a Signature
• Google: Gmail, Compose Mail, (8) Signatures