Outlook signatures: A Backdoor approach for Productivity

In technology, the term "backdoor" originally meant a "hidden code" or "secret sequence". It has come to also mean "A unique way of getting something done by going through a different door."  I was in a seminar recently and saw the speaker use the Outlook signature feature as a quick autofill of text to eliminate redundancy. I could not believe my eyes. A backdoor use of signatures. Brilliant!  Here's how it's done...

Disclaimer: Each email account in your Outlook can have a variety of signatures available. This particular use of signatures works best with Outlook 2007 because you can choose them at will. In Outlook 2003 you have to "pre-choose" the signature and it's not very efficient - but it will work if you want it badly enough.

1. Open Outlook 2007
2. Click Tools, Options, Mail Format, Signatures
3. Click New and Type a name, (i.e. Employee Timesheet Link)
4. In the "Edit signature" box, type the information containing the redundant data you're always sending out.

Ex: A new employee cannot find the timesheets on the network, so you generally reply with "In the future you will find the timesheets at this network location, G:blahblahblah. Your timesheet must be submitted by the 15th and 30th/31st of each month. It is your responsibility blah blah blah..."

5. After you are finished typing the redundant data (for the last time),
Click OK, OK

6. Test it - Open a new email
7. On the Message ribbon, in the group name "Include", choose the Signature button
8. On the list, click the one you just created and then SMILE.
(FYI - you can also right click over the existing signature to get this same list.)

Never again will you have to redundantly type information.
Just set up typical replies as signatures!