How To Create Several Email Signatures In Outlook

how to create several email signatures in outlook

how to create email signature outlook

Outlook for business has several different useful features, one of them being the ability to create multiple email signatures. The steps on how to create email signatures in Outlook are pretty easy, just follow this quick guide and you will have several signatures for different situations in no time.

Creating Your First Signature

Open Outlook. Click on File, on the upper left hand corner. Follow the menu on the left-hand side and click on Options. If you have the latest version of Outlook, it should be the 7th option right before Exit.

A dialog box will open. On the left-hand side, click on Mail, then click on Signatures… along the right-hand side. It’ll be the third option down.

Once you click on Signatures…, another box will open called Signatures and Stationary. To create a new signature, click on New. Another box will open asking you to name this new signature. Name it, and then click OK. This will bring you back to the previous screen, where the box at the bottom will be blank.

Create a signature to your liking, and then click Save. If this is the first time you are creating a signature, it is recommended to create a standard one that will be automatically attached to all new emails. On the right-hand side, you will have the option to choose a default signature for all new messages, replies and forwarded messages.

To create different signatures for different occasions or recipients, repeat the same process.

It should look like this:

  • Click New
  • Name the signature
  • Click OK
  • Write signature
  • Click Save
  • Once you’ve created your signatures, click OK and exit out of the dialog boxes.

To test, create a new email by clicking New Email on the Outlook main screen. If a signature does not automatically populate the new email, make sure you’ve set the settings on a standard signature by going back to the Signature and Stationary screen. Otherwise, you’re good to go.

Contact us if you want to learn more.

Getting Ahead with a Hosted Email Solution

getting ahead with a hosted email solution

Email hosting is one of the most valuable and important resource these days, which operates email servers. There is an increase in the demand for email services because of the large number of people sending as well as receiving emails daily. Getting a hosted email solution is seen to be an important and attractive option to many companies. This is because it is one of the ways of getting new customers.

Email hosting means that the hosting company performs all the email functions for its clients. Such functions include basic functions such as sending and receiving email messages as well as complex functions such as global searching and database processing. Once a company agrees to provide a hosted email solution to its clients, it must also agree to maintain the privacy as well as the security of the client’s email accounts. The servers on which the email accounts of the clients are stored need to be reliable.

According to PCWorld, hosted email solutions provide you with extra features for your email, which are going to give your business a great boost. Such features can include IMAP support, which ensures that you can download offline email client. In addition, you have the chance of getting additional cloud storage for your email messages and get support for you custom email addresses. With email hosting services, you have access to collaboration tools that will integrate with email.

Email hosting offers premium email, which is usually at a cost compared to the free webmail or email that is advertisement supported. These services are offered at low costs. Small and medium sized companies require hosted email solutions to help them get ahead in their business. It is possible for a business to get email hosting solutions that are specific to their needs to make sure that the solutions work effectively.

Small businesses are advised to give their businesses a chance to grow before paying for any hosted email solution. This ensures that they get to pay for the email hosting services once they have several employees and are in need of the different types of features such as collaboration tools and shared calendars, which come with email hosting. This is because transition from one email hosting solution to another can be hard once your business experiences rapid growth. Contact us for more information on email hosting and to get the email hosting solutions that will suit your business best.

Why Microsoft Exchange No Longer Has a Lock on Business Email

why microsoft exchange no longer has a lock on business email

One interesting thing about Microsoft’s recent communications regarding its public beta of Office 2013 is that the emphasis has been entirely on the client-side and cloud-based aspects. To learn anything more about the new Microsoft Exchange server requires more digging.

This is a sign of how Microsoft is shifting focus, and though it is keeping and adapting most of its legacy office programs, it is starting to recognize that its models are becoming less viable in the face of Microsoft Exchange alternative providers.

Organizations Are Losing Fear of Hosted and Cloud-Based Solutions

Email has been one of the prime vectors of malicious attack, and in fact the combination of “Microsoft Outlook + VBScript” used to be almost synonymous with basic hacking. Companies have been forced to stay guarded when it comes to email content as it contains the core of all internal communications and is also a powerful resource for attackers. This has been enough to justify the overhead associated with storage, licensing, and upkeep of email systems.

However, things have changed in recent years. Enterprise organizations are willing to trust their email exchange to hosted/cloud-based third parties, finding that security is often more than adequate and that the ability to leverage web access and mobility creates returns in productivity that more than justify the risks of giving up control.

Competitors Have Established Viability

Microsoft Exchange market share has dropped accordingly. Gmail as a business solution may have not been a widely-embraced idea when Google first launched its services, but nowadays email as part of Google Apps for Business has become the go to solution for countless successful organizations.

In addition, open source exchange alternatives such as Zarafa have allowed businesses to build an entirely Exchange-compatible email stack on top of a Linux-based solution. This allows them to leverage the advantages of local control yet also sidestep massive ongoing licensing costs and easily implement mobile and web-based access.

If you are evaluating your long term email strategies and considering migration, contact a trusted Exchange alternative provider.

What alternative email solution is better than Microsoft Exchange?

Microsoft Exchange and its associated Outlook client have been the face of enterprise communications for many years and are pretty much synonymous with the idea of work email. That does not mean, however, that there are not open source alternatives. There is a slate of clients/email servers that replicate the functions of Microsoft’s email solutions and not only have transparent code but plug into Linux server backends. One of the most well-known is Zarafa.

Zarafa released its email client/server technology as open source in 2008. Its distinguishing feature is that it is offered as a full-fledged, transparent replacement for Exchange, giving all its benefits as well as some additional features not available on the proprietary system:


Zarafa has maintained an almost identical look and feel compared to Outlook, which is good news for any organization that decides to switch over as users can easily adjust. It not only is familiar in layout but carries similar features such as the address book, calendar, and public folders to which Outlook users have become accustomed. It also provides connectivity with Outlook by means of a plugin. Microsoft uses the proprietary Messaging API (MAPI) for communication between Exchange and Outlook. Zafara has implemented its own version (Mapi4Linux) for compatibility. Like Exchange it can also perform authentication through LDAP and Active Directory.


Linux is the platform of choice for Zafara, as you would expect, and it plugs into a MySQL database for added security. In addition to the difference in OS, the email client for Zafara is an AJAX-based web-app as opposed to being a stand-alone application like Outlook, giving it high accessibility as well as ease of use from mobile devices. As with all open-source solutions, it is cheaper than Exchange to license but not entirely free, as it comes in Standard, Professional, and Enterprise editions at different price points.