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Outlook Instructions

How to Create a Signature in Outlook

(desktop/rich client version).

You can create personalized signatures for your email messages that include text, images, your electronic business card, a logo, or even an image of your handwritten signature. Your signature can automatically be added to outgoing messages, or you can manually add the signature to only the messages that you choose.

To create a signature

1. On the Home tab, click New E-mail.

2. Click the Message tab.

3. In the Include group, click Signature, and then click Signatures.

4. On the E-mail Signature tab, click New.

5. Type a name for the signature, and then click OK.

6. In the Edit signature box, type the text that you want to include in the signature.

7. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.

8. To add elements other than text, click where you want the element to appear, and then do any of the following:

  • To add an electronic business card : Click Business , click a contact in the Filed As list, and then click OK.
  • To add a hyperlink : Click Web icon, type the link address or browse to a hyperlink, click to select it, and then click OK.
  • To add a picture : Click Image attached Desktop icon, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include .bmp, .gif, .jpg, and .png.

9. To finish creating the signature, click OK.

Note : The signature that you just created or changed won’t appear in the open message; it must be inserted into the message.

Setup a signature to appear automatically in every email you send

1. On the Home tab, click New Email.

2. Click the Message tab.

3. In the Include group, click Signature, and then click Signatures.

4. Under Choose default signature, in the E-mail account list, click an email account to associate with the signature.

5. In the New messages list, select the signature that you want to include.

6. If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none).

Insert a signature manually

1. In a new email message, click the Message tab.

2. In the Include group, click Signature, and then click the signature that you want.

Tip : To remove a signature from an open message, select the signature in the message body, and then press Delete.

How to Create a Signature in Outlook Web App

Remember the direct link to the Outlook Web App is on the Glynn Academy homepage on the right hand side. You need to create this signature in the Web App for all the times you are not on campus and need to send emails and want your signature in those emails. The desktop version and online version are different thus a signature needs to be created in BOTH versions.

Create an email signature in Outlook Web App

1. In Outlook Web App, click Settings > Options (in the far upper right hand corner)

2. In Options, click Settings > Mail.

3. Under Email signature, in the text box, type the signature you want to use. Use the formatting bar to format the font as you want it to appear.

4. If you want your signature to display at the bottom of all outgoing items, including replies and forwards, select Automatically include my signature on messages I send.

5. Click Save.

Add Your Picture to Outlook Emails.

Follow the short directions below to add your picture to Outlook Emails. These steps allow users to view your picture when you send them an email through either the online Outlook (OWA) or the rich client version of Outlook (unlike your signature that had to be added in both places this process carries over).

Save an appropriate picture of just your face somewhere you can easily locate it.

1. Open OWA (

2. Login with the same login that your use to log into a computer.

3. Click the settings icon next to your name in the upper right corner of the screen once you log in.

4. Click options:

5. Under the “my account” heading click “Edit information….”.

6. On the right side you will see buttons to add or change your picture.

7. Click change as highlighted above.

8. You will now need to browse to get your picture:

9. Click “Save” once you have browsed to your picture.

10. Allow up to 24 hours for this change to become visible.

How to Create a Business Card in Outlook

Follow the short directions below to create a business card in outlook.

Launch Outlook.

1. Open People (also called “Contacts”).

2. Add yourself as a contact by clicking the “New Contact” button by filling in:

Full Name: put your first and last name

Company: Glynn Academy

Job Title: put your job position here (Science Teacher, Paraprofessional, etc…)


Business Phone: 912-267-4210 (ext. ####)

Business Fax: 912-267-4246

Address: 1001 Mansfield Street Brunswick, GA 31520

3. Optional: Select the “Picture” icon on the top menu to add a picture. Just browse for and select an image you want to use. Remember this must be a professional, appropriate image. Glynn Academy’s logo, crest, and mascot can be found on the school website under the “About Us” tab.

4. Optional: Select the “Business Card” option on the top menu to change the card design, image layout, order of the fields, etc.

5. Select “Save & Close.”

6. To change your signature to this business card, select the “Signature” tab within an email then select the “Business Card” button and click the “OK” button. You will have to select “OK” again and delete any signature you have already created.

How to Use Rules in Outlook

Follow the short directions below to add a rule to delay sending an email.

1. Open a new email and type who the email goes to, the subject and the message you want to send. Once you have done that, click on the arrow in the TAGS section at the top of the email.

2. Once you click the arrow, you will see a window pop up:


2. Select the DATE and TIME that you want the email to be sent.

3. Click on CLOSE

4. Hit send and the message will be in your outbox until the date/time you selected the email to be sent.

How to Make Rules in Outlook

Follow the short directions below to make a new rule in Outlook.

Do you get emails from a specific place or a specific subject and don’t have time to read them, but would like them to stay together so you can read them when you get the time? You can automatically organize and sort your email to go directly into a specified folder instead of your inbox.

First you will create a folder:

1. Click on the Folder tab at the top of the screen

2. Click NEW FOLDER . You will see this pop up: (Step 3 & 4 below)

3. Type the name of your folder. If the email is from one specific person, name the file their name. If the file is a subject, you can name the folder that. Step 4: Click where to place the folder.
(I would click under the INBOX) Then you should see the folder under the Inbox.


1. Open the email you want to make a rule for. Click the “Rules” tab at the top

You can choose to make a rule for the sender, the subject, or even by who the message was sent to (in this picture above the sender was me and the message was sent to All Glynn Academy Users).

2. Then you will see a box pop up:

You have to CLICK on the arrow next to the INBOX to expand the folder. Once you expand it, you will see the folder you added. Click on the folder you want the email(s) to go in, and click OK.

The rule has been created and Outlook will automatically follow what you set up.

You can go back and manage any rules you have made by clicking the “Rules” tab at the top and selecting “Manage Rules and Alerts.”

That’s it!! Now you can effectively redirect any emails to folders that you set up.

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