A signature file is a short text file, usually three to five lines, that is automatically attached to the bottom of every email message that you send. Every email program is able to include a signature file.
A professional-looking signature file should include the following:
- Your name
- Your most advanced academic degree, if applicable (Ph.D., D.M.A., M.M., etc.)
- Your department, if any (Department of Music)
- Your academic or professional affiliation, if any (The University of Texas at El Paso)
- Your email address (optional) (charlesl@utep.edu)
- The address of your web site or your institution's web site (optional) (http://www3.utep.edu/music/)
Here are some step by step instructions on how to use a signature file in some of the more popular email programs in Windows. Macintosh versions are usually very similar.
- Eudora
- In the "Tools" menu, select "Signatures."
- In thje window on the left, click on "Standard."
- In the window on the right, enter the text that you want to include in your signature.
- Close the window and save changes.
- Netscape 3.x, 4.x
- In a word processor such as Notepad (Start: Programs: Accessories: Notepad), create a new text document and call it signature.txt or any other name you prefer.
- Enter the text that you want to include in your signature.
- Save it in the "My Documents" folder on C: drive.
- In Netscape, go to the "Edit" menu and select "Preferences."
- In the Preferences dialog box, select the "Mail & Newsgroups" category.
- Select "Identity."
- In the "Signature File" box, click the "Choose..." button to the right and navigate your way to the "My Documents" folder where the signature file that you just made is located.
- Double click on the file name of your signature (or single click and click "Open").
- Click "OK."
- Netscape 6.x, 7.x
- In a word processor such as Notepad (Start: Programs: Accessories: Notepad), create a new text document and call it signature.txt or any other name you prefer.
- Enter the text that you want to include in your signature.
- Save it in the "My Documents" folder on C: drive.
- In Netscape, go to the "Window" menu and select "Mail & Newsgroups" or type "Ctrl+2" (the CTRL key and the number 2).
- In the "Edit" menu, select "Mail & Newsgroup Account Settings..."
- From the menu on the left, click on the name of your email account.
- In the box on your right, check the box that says "Attach this signature."
- Click the "Choose..." button to the right and navigate your way to the "My Documents" folder where the signature file that you just made is located.
- Double click on the file name of your signature (or single click and click "Open").
- Click "OK."
- Outlook
- In the "Tools" menu, select "Options."
- Click the "Mail Format" tab and click on "Signatures."
- Click on the "New..." button, enter a name for your signature and click "Next>."
- Type the text of your signature file in the box, click on "Finish" and click on "OK."
- Under "Signature for new messages," make sure the signature file you just made is selected from the pull-down menu.
- Click "OK."
- Outlook Express
- In the "Tools" menu, select "Options."
- Click on the "Signature" tab and click the "New" button.
- Under "Edit Signature," type the text of your signature file.
- Click "OK."
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