Otis Signature for Email Tutorial

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How to set up an Email Signature

Before you start, pick which program you are setting up: Outlook or Entourage

*This tutorial is for for PC (Outlook) users, Entourage ( MAC) users go here.

Start here to create a signature for "New Emails" and a secondary for Replies and Forwards.
Or jump ahead to create a secondary signature for "Replies and Forwards" if you've previously completed your signature for New Emails.

Step 1: Right click on an image (Otis Logo) or (Otis 90) below and choose "Save Picture as..." from the resulting menu. Save the file in the default location, the My Pictures folder, with the default "OTIS" name.

Step 2: Open Outlook, Click on the Tools menu, Choose Options on the list.

Step 3: In the Options window, click on the Mail Format tab, note that you can have two signatures, one for New emails that you initiate and a different one for when you reply or forward an email you've received. The signature for new emails will contain the Otis logo. Optionally, you may also have custom phrase, statement or the College mission statement.

Note: The second signature is particularly useful when an email will get replied to or forwarded several times, your secondary signature should be brief, thus preventing the appending of lengthy signatures being added to an email with each forward or reply, which eventually makes it very difficult to read.

Step 4: Click on the Signatures button (see above), and then click on the New... button in the Create Signature window (below)

Step 5: Enter "New Email" for the name in the Create New Signature window, click the Next > button.

Step 6: Click on the Advanced Edit button in the Edit Signature window.

You will then receive this warning, click Yes.

Step 7: Word will open automatically, change the font to Ariel, size 9, then enter your personal information, then skip a line.
Note: the email will turn into a hyperlink when you hit the Return key!

Click on Insert and then choose From File... in the menu.

Single click on the OTIS or Otis90 logo from your My Pictures folder and then click on the Insert button.

After the logo has been inserted:

Change the font size to 11 and hit the spacebar once, then type in...
Hit the return key, change the font size back to 9, and then key in our address as shown.
Skip a line and then add any optional custom message or the College mission statement if desired. If you do not wish to add anything more, you will need to hit the spacebar or the return key to turn the website address into a hyperlink (automatically).

Note: This is a great opportunity to present specific information that may be of vital importance to recipients of your emails. A URL to the maps page on our website is a good example. Please use discretion if you opt for a "custom" message.
If you would like to add the College Mission Statement, the text can be copied at the bottom of this page and pasted into Word to assure accuracy.

Step 8: Save and close your Signature file.

Step 10: Click OK to finish the creation of your New Email signature.

You're now finished with your signature that will be used when you start a "new" email as you can see below, and you're close to being done with the task, but you still have a few steps left...

Secondary email signature for Replies and Forwards.

You must start the process again to create a signature to be automatically used when you reply to or forward email. As stated earlier, it is highly recommended that you do not use the signature you just created for both.

Note: The next steps only repeat some of the easier steps above, there are fewer steps (no logo) and less text (no custom message or mission statement and Word is not used for signature creation).

Step 1: Click on the Signatures button (see above), and then click on the New... button in the Create Signature window (below)

Step 3: Enter "Replies and Forwards" for the name in the Create New Signature window, click the Next > button.

Step 4: This time enter your personal information right into the Edit Signature window, do not click on the advanced button.

Note: The default font should be Ariel and the default size should be 10, if they are not, click on the font button just below the text window and change the font attributes to Ariel, size 9 or 10. Turn the email address into a hyperlink by hitting the Spacebar or the Return key!

Step 5: Click OK.

Step 6: Make sure both signatures are selected, then hit the Apply and/or OK button.

Congratulations, now you truly are finished.

Mission Statement:

Founded in 1918, Otis College of Art and Design prepares diverse students of art and design to enrich our world through their creativity, their skill, and their vision. The College offers an interdisciplinary education for 1170 full-time students, awarding BFA degrees in advertising, architecture/landscape/interiors, digital media, fashion design, graphic design, illustration, interactive product design, painting, photography, sculpture/new genres, and toy design; and MFA degrees in fine arts, graphic design, public practice, and writing. Continuing Education offers certificate programs as well as personal and professional development courses.