A More Convenient Way to Add Signatures in Outlook


Q. I use the signature feature in Outlook to sign my e-mails, and while it’s OK, it’s not the most convenient system when I want to use a less formal signature at the end of a message. Do you have any suggestions?

A. Indeed, I do. I also don’t like Outlook’s signature feature for the same reason. While you can establish many different signatures, changing the default signature takes several steps: You have to click on Tools , Options , the Mail Format tab and then choose your options at Signature for new messages or at Signature for replies and forwards .

A much better way, because it’s fast and easy—is to use the AutoCorrect Options . After writing an e-mail message, I type a coded abbreviation ( zz for example) and the signature appears.

Stanley Zarowin
Journal of Accountancy

To set up an AutoCorrect code, type the signature you want; if you want it in a special font, format it accordingly. Then highlight the signature and go to the toolbar and click on Tools , AutoCorrect Options . In the box under Replace , type a code—in this case I typed zz —and in the box under With , your highlighted signature (or anything else you highlight) will appear.

Be sure to check the box labeled Replace text as you type and then click on OK .

Now, any time you type zz and hit Enter, your custom signature will appear instead. Obviously, you can use the AutoCorrect Options anywhere you use Word—for signatures or boilerplate text.

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