Outlook Template Alternative using Signatures

Over the weekend I saw an interesting article about using email templates in Outlook to get repetitive messages out to people. One of the drawbacks that they talked about when using the Outlook desktop application was that you could only use templates when creating a brand-new message. When I saw this, I thought to myself, “Why would I do this what I can do the same thing using the signature function?”

To access signatures in Outlook, Select File>Options>Mail>Signatures

I typically will use Microsoft Word to actually create my signature lines because it gives me a easier review of what the final outcome will be and then I copy and paste the new signature into a new signature option. You have the ability to assign a signature line separately for both New Messages and Replies/Forwards.

When composing an email you have a signature menu item at the top of the screen that you can pick and quickly change to the signature line that you prefer. This will change out the current signature line for the new choice automatically without worry whether this is a new message or up reply. It will work either way. I find this a much simpler method of being able to have complete, prewritten answers to questions or supplying information to clients quickly and easily in a consistent manner.

I hope you find this useful.