Various signatures possible? (Office XP)

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I would like to be able to have a different signature for each of my lists. I seem to be able to create these signatures, but I can’t select them to “attach” to the relevant message. Again, in Entourage, I can select the signature I want from a drop-down list. I’ve read Woody’s book, and also the Outlook Visual Quickstart Guide from Peachpit, but can’t seem to find the instructions. So for now, I have (none) selected as my default signature and I have to type in all the info each time.
Joyce

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(Edited by jscher2000 on 08-Jul-04 12:01. )

If you use Outlook’s built-in editor to compose new and reply messages (not Microsoft Word, which has completely different menus), there is a Signature fly-out sub-menu on the Insert menu. As you use each one of your signatures from the More… dialog, it is added to this fly-out list (even after you delete them, they linger on!).

If you prefer to see the Signature fly-out as a drop-down list on one of the toolbars available in the Outlook mail editor, you can do this:

1. Open a new message, and display the toolbar on which you want to place the drop-down.
2. Choose Tools>Customize… and view the Commands tab.
3. Click Insert in the left listbox, then click and drag Signatures from the right listbox to the desired location.
4. To customize the appearance of the new toolbar control, right-click it and do whatever you like. Added: For this kind of fly-out menu control, you really don’t have any options for customization…
5. When finished, click the Close button to dismiss the Customize dialog. The change should be saved when you exit Outlook. (If Outlook crashes, all bets are off.)

Hope this helps.

Added: You may notice that your signature list is sensitive to the format of your message, and that some signature are available in HTML or text only, and not both. You can manually edit your signature files (e.g., in Notepad or Wordpad) by visiting this folder:

C:Documents and SettingsYourUserNameApplication DataMicrosoftSignatures

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I see that I left something out of my original post. I do indeed use MS Word as my e-mail editor. Is that what stops me choosing a signature file? I’m using the menu items in the MS Word window when I’m composing a message. At least I think that’s what I’m doing! Sheesh, and I thought I was more than a cluebie, but as far as using PC programs, it appears NOT!
Joyce

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Because not that many people use WordMail (the old name for using Word as your Outlook mail editor), or at least not many seem to mention it, it might take a while to get an answer. But there must be a way! It might involve AutoText. If you look at Insert>AutoText, does there seem to be anything signature related??

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Aha — finally found what I was looking for. In WordMail (which is the default for Outlook XP according to the help message) click Tools/Options, then General tab, then E-mail options button. Then you can create signatures and define which one you want for a default. There is the option to have “none” for the default, but then you can’t select any other signature. Once you have the default (which you will use most of the time), then to change it for one message, RIGHT-click on the signature and select another one from your list. Simple, once you find the hint (in the help menu) about Right-click! I’m posting what I found just in case someone else is having a similar problem. Thanks for the ideas about looking into Auto-text, which is what finally led me to the right place.
Joyce

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If you’re like me and normally don’t use a signature, you can create a “blank” one to be your default email signature. Then just right-click in the empty space below your message to get the option to insert a different “real” signature” when you need to use one.

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If you’re like me and normally don’t use a signature, you can create a “blank” one to be your default email signature. Then just right-click in the empty space below your message to get the option to insert a different “real” signature” when you need to use one.

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(Edited by Leif on 30-Jul-04 07:59. to replace attachment.)

Another fast way to insert pre-formatted text is to enter it into Word, select it, then Tools > AutoCorrect.
If you use some sort of code (sig1, sig2, etc) that you would not normally type, the text will be automatically replaced with your chosen signature.

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Interesting idea, but why are both the “Plain text” and “Formatted text” radio buttons grayed out. They do not come alive even when I complete the “Replace” and “With” fields.

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As described above, the text must be selected in the document in order to save it as formatted text.

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As described above, the text must be selected in the document in order to save it as formatted text.

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Jim,
As Jefferson pointed out, you need to select the text or image you want to be ‘auto-corrected’. I’ve updated the attachment above to show more clearly that the word ‘Joyce’ has been selected.
This method works equally well with graphics, but I do dot believe you can select text and graphics at the the same time – you may have to combine your text signature and logo image into one graphic to have a single shortcut.

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Jim,
As Jefferson pointed out, you need to select the text or image you want to be ‘auto-corrected’. I’ve updated the attachment above to show more clearly that the word ‘Joyce’ has been selected.
This method works equally well with graphics, but I do dot believe you can select text and graphics at the the same time – you may have to combine your text signature and logo image into one graphic to have a single shortcut.

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Interesting idea, but why are both the “Plain text” and “Formatted text” radio buttons grayed out. They do not come alive even when I complete the “Replace” and “With” fields.

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I was able to select both the text and graphic in my signature at the same time and AutoCorrect replaces my exact Signature with my logo.
Thanks, good suggestion.

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I was able to select both the text and graphic in my signature at the same time and AutoCorrect replaces my exact Signature with my logo.
Thanks, good suggestion.

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(Edited by Leif on 30-Jul-04 07:59. to replace attachment.)

Another fast way to insert pre-formatted text is to enter it into Word, select it, then Tools > AutoCorrect.
If you use some sort of code (sig1, sig2, etc) that you would not normally type, the text will be automatically replaced with your chosen signature.

Reply | Quote

Aha — finally found what I was looking for. In WordMail (which is the default for Outlook XP according to the help message) click Tools/Options, then General tab, then E-mail options button. Then you can create signatures and define which one you want for a default. There is the option to have “none” for the default, but then you can’t select any other signature. Once you have the default (which you will use most of the time), then to change it for one message, RIGHT-click on the signature and select another one from your list. Simple, once you find the hint (in the help menu) about Right-click! I’m posting what I found just in case someone else is having a similar problem. Thanks for the ideas about looking into Auto-text, which is what finally led me to the right place.
Joyce

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That’s because WordMail used to be an invitation to disaster (or at least a corrupted mailbox)… Some of us have been burned by it. I understand it’s much more reliable these days. I still won’t use it.

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Thanks to all for the suggestions. I finally: 1) quit using Word for Mail and went to Outlook for mail and 2) created a “blank signature” (2 spaces) and choose that as my default sig. Then when I want a multi-line sig, I just highlight the “blanksig” 2 spaces and Insert/options/sig/… and select the detailed sig that I want. Most of the time I just type my name since that’s faster, but if I need name, association, and e-mail address or some pithy statement I can use the other signature(s)

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That works. You could just put your name in the default signature, then select it and Insert the appropriate personalized signature for your list which will replace the selection. I’m very glad you have abandoned the WordMail “feature” – it’s more trouble than it’s worth.

That’s how I do it.

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That works. You could just put your name in the default signature, then select it and Insert the appropriate personalized signature for your list which will replace the selection. I’m very glad you have abandoned the WordMail “feature” – it’s more trouble than it’s worth.

That’s how I do it.

Reply | Quote

Thanks to all for the suggestions. I finally: 1) quit using Word for Mail and went to Outlook for mail and 2) created a “blank signature” (2 spaces) and choose that as my default sig. Then when I want a multi-line sig, I just highlight the “blanksig” 2 spaces and Insert/options/sig/… and select the detailed sig that I want. Most of the time I just type my name since that’s faster, but if I need name, association, and e-mail address or some pithy statement I can use the other signature(s)

Reply | Quote

That’s because WordMail used to be an invitation to disaster (or at least a corrupted mailbox)… Some of us have been burned by it. I understand it’s much more reliable these days. I still won’t use it.

Reply | Quote

Because not that many people use WordMail (the old name for using Word as your Outlook mail editor), or at least not many seem to mention it, it might take a while to get an answer. But there must be a way! It might involve AutoText. If you look at Insert>AutoText, does there seem to be anything signature related??

Reply | Quote

I see that I left something out of my original post. I do indeed use MS Word as my e-mail editor. Is that what stops me choosing a signature file? I’m using the menu items in the MS Word window when I’m composing a message. At least I think that’s what I’m doing! Sheesh, and I thought I was more than a cluebie, but as far as using PC programs, it appears NOT!
Joyce

Reply | Quote

(Edited by jscher2000 on 08-Jul-04 12:01. )

If you use Outlook’s built-in editor to compose new and reply messages (not Microsoft Word, which has completely different menus), there is a Signature fly-out sub-menu on the Insert menu. As you use each one of your signatures from the More… dialog, it is added to this fly-out list (even after you delete them, they linger on!).

If you prefer to see the Signature fly-out as a drop-down list on one of the toolbars available in the Outlook mail editor, you can do this:

1. Open a new message, and display the toolbar on which you want to place the drop-down.
2. Choose Tools>Customize… and view the Commands tab.
3. Click Insert in the left listbox, then click and drag Signatures from the right listbox to the desired location.
4. To customize the appearance of the new toolbar control, right-click it and do whatever you like. Added: For this kind of fly-out menu control, you really don’t have any options for customization…
5. When finished, click the Close button to dismiss the Customize dialog. The change should be saved when you exit Outlook. (If Outlook crashes, all bets are off.)

Hope this helps.

Added: You may notice that your signature list is sensitive to the format of your message, and that some signature are available in HTML or text only, and not both. You can manually edit your signature files (e.g., in Notepad or Wordpad) by visiting this folder:

C:Documents and SettingsYourUserNameApplication DataMicrosoftSignatures

Reply | Quote