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Using Multiple Email Signatures to Save Your Time

Do you have an email signature? Of course, who doesn’t – it would be absurd to type in all that information every time you wanted to send an email.

But do you have more than one email signature?  If not then this article and video will definitely improve your productivity and save you time every day.

This article was inspired as a result of talking to business owners during a time management workshop with Rob Carter and Jo Richings of Action Coach.  For more tips on improving your time management then take a look at Rob’s blog.

To summarise the video:

  1. In Outlook 2010 (very similar for Outlook 2007 and 2013) open a new email
  2. Click Insert from the ribbon menu
  3. Click Signature then Signatures
  4. Select the New button
  5. Type a meaningful description
  6. Enter your new email signature*
  7. Click OK to save your changes
  8. Now from any new email you can insert your new email signature

*  The key to saving the most time using this technique is:

  • Identify email responses that you are sending out on a regular basis – focus on getting these sorted first.
  • Make the email signatures as generic as possible.
  • Customise small sections of the email to make them personal.
  • Let your imagination run wild – email signatures can be as complex as you want.  Why not include tables, hyperlinks or anything else you need in them.  The more that is in the email signature the more time you are saving.

An added advantage of using this method is consistency for your clients.  Clients want to get the same experience time after time and so the more consistency that can be added to your processes the more confidence they will have in your business.  Why not develop your email signatures and then roll them out throughout your office.

It would be great to hear how you are using multiple email signatures in your business, how much time this is saving you? How many signatures are you using? What is the most complex email signature you have developed?

Other Microsoft Office tips are continually added, check back soon or subscribe to my newsletter to get weekly updates.

Finally if you have found this article useful please spread the word…


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