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• Create a Mail Signature

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, just choose that alternate signature and modify the text in the email message as necessary.

Create a Signature

1. Click the Preferences tab and then click the Signatures tab.
2. In the Signatures area, click Edit.
3. Select either Format as HTML or Format as Plain Text.
4. Type an identifiable name in the Signature Name field. You can create multiple signatures, so using an identifiable name here is important.
5. Type the signature text exactly as you want it to appear in the text box.
6. Specify where you want your signature displayed in the Using Signatures section.
   • Click Above included messages to add your signature at the end of the your composed, replied to, or forwarded text.
   • Click Below included messages to add your signature at the end of the message.
7. Click Save on the toolbar.

To apply this signature (or an alternate signature) as the default signature for your account name

1. Click Preferences and then click the Accounts tab.
2. In the Accounts section, select your primary account.
3. In the Primary Accounts Settings section, click the Signature drop-down menu.
4. Choose Default to select the default signature you created, or choose the signature name from any additional signatures created.
5. Click Save.

Creating an Alternate Email Signature

1. Open Preferences and then click the Signatures tab. You will see your default signature.
2. Click Add Signature.
3. Click Edit.
4. Type an identifiable name in the Signature Name field for this alternate signature.
5. Select from 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. Specify where you want your signature displayed in the Using Signatures section.
   • Select Above included messages to add your signature at the end of your composed, replied to, or forwarded text.
   • Select Below included messages to add your signature at the end of the message.
8. Click Save.
9. To use the alternate Signature, when composing a new message, click Signature on the toolbar.
10. Select the alternate signature you want to use.
11. Click Send to send the message as normal.

Create a Standard Reply Message Using Signature

1. Follow the steps above for creating an alternate signature. Name the Standard Reply message signature.
2. In the text box, instead of your signature information, create a standard email message. 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 window.
2. Enter the email address of the recipient.
3. Enter the Subject of the message.
4. Click Signature.
5. Select the standard reply message signature.
6. Edit the standard reply as appropriate.
7. Click Send.