HOW  TO  CREATE  A  SIGNATURE  FOR  YOUR  E-MAIL  ACCOUNT


In this section I will show you how to create a Text Signature, as opposed to a HTML (web page styled) Signature, that is automatically inserted into any new e-mail you create or reply to for example. The text signature will be very simple - It will contain business card type of information only and acts as a 'contact details' signature. You will see what I mean in a minute. For now though open the e-mail application (e-mail client) called MAIL, click on its MAIL menu from the menu bar and then click on its PREFERENCES menu-item.



Fig 1.0  Click on the MAIL menu and then select its PREFERENCES menu-item to continue

Clicking on the PREFERENCES menu-item will then open the GENERAL Tab (window) of the Mail Preferences (settings) whereby you then need to click on the SIGNATURES Tab (window) to open the Signatures window (Fig 1.2).



Fig 1.1  Click on the SIGNATURES Tab (window) to proceed

Once the Signature window has opened you will see three window panes within it - The left window pane contains your e-mail accounts, the middle window pane contains the signatures you have created (currently empty) and the right window pane contains the selected signature's text (currently empty). To create a signature you fist need to select (click on) the e-mail account you want to create the signature for. In this example the ClickWiseCS e-mail account. After selecting an e-mail account the next step is to click on the PLUS (+) button which means: Add a signature to the selected e-mmail account.



Fig 1.2  Click on the e-mail account you want to create a signature for and then click on the PLUS (+) button

Clicking on the PLUS (+) button creates a new signature, for the selected e-mail account, called Signature #1 with a default text message (signature) made up of the selected e-mail account's associated Name and E-mail Address. In this case with the name John Cairns and the e-mail address john@click-wise.net.


By default, when you create a new signature its title (Signature #1) is ready to be edited (Fig 1.3) - You can change its name from Signature #1 to something more meaningful like Business, if you wish, as I have done in the example below (Fig 1.4). If you make a mistake with the renaming simply click inside the SIGNATURE NAME edit box and then rename the signature, just as you would when renaming a folder or file. To set the name just press the ENTER keyboard key or click anywhere outside of the SIGNATURE NAME edit box.



Fig 1.3  The new signature called Signature #1 can be renamed into something more meaningful, if you wish.




Fig 1.4  Signature #1 has been renamed into Business

Regardless if you want to rename the signature or not, you will more than likely want to rename its actual text message (the signature itself). If so, click inside the SIGNATURE edit box, delete the current text message and then type in a new text message. In this example I have typed in my Click Wise Computer Services business contact details. When you have typed in your text message (actual signature) click on the red X (exit/close) button of the SIGNATURE Tab window to close the Mail PREFERENCES window and apply the new signature settings.



Fig 1.5  Type in your new text message (actual signature) and then click on the red X button to apply your new signature

Now whenever you create a new e-mail your new signature will be placed at the top of that new e-mail's MESSAGE edit box (Fig 1.7). And the same applies when you reply to an e-mail - Your new signature will be placed above its reply message within the e-mail MESSAGE edit box (Fig 1.9).



Fig 1.6  Click on the NEW MESSAGE button to create a new e-mail




Fig 1.7  Your new signature is placed at the top of your new e-mail's MESSAGE edit box




Fig 1.8  Click on the REPLY button to reply to an existing e-mail




Fig 1.9  Your new signature is placed above the reply e-mail message(s)

The reason why your new signature is placed above reply e-mail messages and at the top of new e-mail messages is because the setting called PLACE SIGNATURE ABOVE QUOTED TEXT is ticked (enabled/switched on). If you wanted the new signature placed at the bottom of reply e-mail messages for example you would untick (disable/switch off) that setting. With new e-mails, even though the signature is initially at the top of the e-mail MESSAGE edit box the new signature will actually move downwards as you type your e-mail message above it of course.

RANDOM  SEQUENTIAL  SIGNATURES

If you want to create more signatures just follow the above steps again. You can choose whether to have them appear In Sequential Order (in Sequence - first, second, third, etc) or At Random (Randomized - two, three, one, one, three, three, two, etc). In the following example I have created two more signatures for my Click Wise Computer Services business whereby I have then selected the AT RANDOM menu-item from the CHOOSE SIGNATURE drop-down menu. This means whenever I create a new e-mail for example the signature shown in that new e-mail's MESSAGE edit box might be my Business signature, Promotion signature or Services signature. Any one of them might be the chosen one simply because I have chosen to have a 'lucky dip' randomized signature.



Fig 1.10  Click on the AT RANDOM menu-item if you wish to have a random signature inserted into the MESSAGE edit box

If I had selected the IN SEQUENTIAL ORDER option (drop-down menu-item) my first new e-mail would use the Business signature, my second new e-mail would use the Promotion signature and my third new e-mail would use the Services signature before rotating back round to the Business signature. Either way, when you have made your choice click on the red X (exit/close) button to apply that choice (setting).



Fig 1.11  Click on the red X (exit/close) button to apply your choice of signature (AT RANDOM or IN SEQUENTIAL ORDER)

In the example below the new e-mail is going to use my Services signature, but this does not mean I have to use it. If I click on the SIGNATURE drop-down menu to the right, and underneath, of the SUBJECT edit box (Fig 1.13) I can then select another signature to use or NONE.



Fig 1.12  This new e-mail is going to use my Services signature inside its MESSAGE edit box




Fig 1.13  I can change which signature is used, if any, by clicking on the SIGNATURE drop-down menu.

Going back to the actual creation of the signatures; Make sure you are creating a signature for the selected e-mail account. If I create a signature with the ALL SIGNATURES option selected in the left window pane I will only be creating a generic signature that is unusable until I drag and drop it over a valid e-mail account. I would not be creating a signature for the ClickWiseCS e-mail account for example - I would either need to click on the ClickWiseCS e-mail account and create a signature for it or create a generic signature (with the ALL SIGNATURES option selected) and then drag and drop that generic signature onto the ClickWiseCS e-mail account.

Creating generic signatures has the advantage that they can stay generic (stay inside the ALL SIGNATURES option) whilst a copy of them can be dragged and dropped onto individual e-mail accounts. This means even if you delete a generic signature from a valid e-mail account, the generic signature will stay inside the ALL SIGNATURES option until you delete it from there.


In this last example ALL SIGNATURES has 5 Signatures and ClickWiseCS has 3 Signatures. I will now drag the signature called IMPORTANT NOTICE from ALL SIGNATURES into the ClickWiseCS e-mail account, as it is a signature that only needs to be used during the Holiday Seasons; hence I can delete it from the ClickWiseCS e-mail account when this particular holiday season is over whereby a copy of that signature will still be inside ALL SIGNATURES ready for reuse when the next holiday season begins.



Fig 1.14  I am now going to drag the IMPORTANT NOTICE signature away from ALL SIGNATURES.....




Fig 1.15  .....and drop it into the ClickWiseCS e-mail account.

If you want to delete a signature simply click on its title and then click on the MINUS (-) button. You can also create signatures for your iCloud account so that your other Apple Mac devices can utilize them. So on an iPad, instead of "Sent from my iPad" you could use one of your Mail signatures. Although it might be easier to just create signatures on your iPad, the idea here is that by creating them in Mail for your iCloud account you then don't need to create them on every apple mac devices because they are simply imported from the cloud. That's probably one reason why you shouldn't be without an Apple Mac device!!