How to create a signature in Outlook to make your emails look more professional

Create and add email signatures in Outlook 2007

Using Outlook's Signature feature will add a personal signature to all your emails so you don't have to re-enter the same information in all your emails. The following steps will help you do this.

Create a signature

1. From the Tools menu , select Options. The Options dialog box will appear.

2. Select the Mail Format tab .

3. In the Signatures section , click SIGNATURES. The Signatures and Stationery dialog box will appear.

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4. To create a new signature, click NEW. The New Signature dialog box will appear.

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5. In the Type a name for this signature text box , enter a short descriptive name for the signature.

6. Click OK.

7. In the Edit signature section, enter your signature.

8. (Optional) To format text in Signature , from the pull-down menu, make any desired changes

NOTE : You can add a photo and link to your signature by clicking the ADD PICTURE or ADD HYPERLINK button located on the far right of the Edit signatures section .

9. Click Save to save. Your signature will be saved.

NOTE : If there is only one signature, nso becomes the default signature for new emails.

10. Click OK. You are returned to the Options dialog box.

11. Click OK. The Options dialog box closes.

Assign a default signature

If you used the Signature feature to create multiple signatures, use the following instructions to set a default signature. A default signature is added to all your new outgoing messages. Signatures placed in the Replies/forwards drop-down list will be added to your outgoing and forwarded emails instead of the default signature. You can also apply any signature you created to just one message.

1. From the Tools menu , select Options. The Options dialog box will appear.

2. Select the Mail Format tab.

3. In the Signatures section , click Signatures. The Signatures and Stationery dialog box will appear.

4. In the Choose default signature section, from the New messages drop-down list , select the signature you want to put on your newly sent messages

5. From the Replies/forwards drop-down list , select the signature you want to place on your outgoing and forwarded replies

NOTE : If you do not select a signature from the Replies/forwards drop-down list , it will not automatically add any signatures to your outgoing or forwarded replies.

6. Click OK. The Signatures and Stationery dialog box closes.

7. Click OK. The Options dialog box closes.

Add a signature to a specific email

Although the default signature can be used, it is also quite simple to add a specific signature to a specific email without changing the default signature. You may want to do this if a signature is only required in rare cases.

1. Create email.

2. If you need to delete an existing signature:

1. Select Signature text .
2. Press [Delete]

3. Place the insertion point where you want the new signature to appear

4. On the Insert tab , select Signature , and then select the desired signature

OR

On the Message tab , in the Include group , click Signature and select the desired
Signature Signature to be inserted.

5. When ready to send the email, click SEND. Your email will be sent.

Create and add email signatures in Outlook 2010 - 2019

The way to create a signature in Outlook below can be applied to Outlook 2010, 2013, 2016, 2019 versions.

To add a signature to emails in Outlook, follow these steps:

Step 1: Click Home on the toolbar.

Step 2: Click New Email in the top left corner of the screen.

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Step 3: A new mailbox appears, click Message and select Signature in the Include section .

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Step 4: In Email signature , click New .

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Step 5: In the Type a name for this signature section , enter the name of the signature.

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Step 6: Click OK

Step 7: On the next screen, highlight the signature name in the Select Signature to Edit section .

Step 8: In the large blank box below Edit Signaute, enter your name, title, company name, email address, social network information or other personal information you want to appear in the new signature.

1. Below Edit signature, there are different font options and format customization. You can create rich patterns and borders to create uniqueness.

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Step 9: Add a custom image such as a company logo, determine the location where you want to insert the image and click the Insert picture icon .

Step 10: Select the image in your computer's file browser and select Insert .

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Step 11: To insert the website link into the image or logo, or any text in your signature. First, highlight the image or text you want to insert.

Step 12: With the image selected, click the Insert Hyperlink icon .

Step 13: A new window appears, enter the full URL of the website in the last box. Then press OK .

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Step 14: Set customizations for New messages and Replies/Forward .

1. If you want to apply the signature to all new messages, select the signature name from the New messages drop-down menu .
2. If you want to use it for reply or forward messages, in the drop-down menu select the signature name of Replies/Forward .
3. Furthermore, if you do not want to apply the signature to new messages, replies or forwards, select (none) for the appropriate menu.

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Step 15: After setting up, press the Save button below.

Step 16: Finally, select OK in the Signatures and Stationary box to save the changes.

When you open a new mailbox, reply, or other forward, the signature automatically appears at the bottom of the page.

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How to add a signature in the Outlook 365 web app

1. Click the gear icon in the top right corner of Outlook 365.

2. Enter 'signature' in the search box at the top of the Settings panel.

3. Select the "Email signature" result .

4. Create a new signature using the in-app signature editor.

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5. Click 'Save' when you're done.

How to add a signature on the Outlook mobile app

1. Start your Outlook mobile app on Android or iOS.

2. Tap your account image in the top left corner.

3. Tap the gear icon at the bottom left to open Outlook settings.

4. Click Signature to open the signature settings.

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5. Enter your information in an organized manner.

6. Tap the check mark at the top right to complete setup.

So you have finished creating a signature in Outlook. You can add many different signatures to use for different partners with the same operations as above.

How to edit signature in Outlook

Whether you're using the desktop version of Outlook or Outlook.com, it's easy to update your signature. Here's how to change the signature in Outlook:

Change email signature in Outlook for Windows

If you're using Outlook for Windows:

1. Open Outlook and click the File tab.
2. Click Options then select Mail.
3. Scroll down to the Signatures section and click the Edit button.
4. Make your changes in the Signature Editor and then click OK.
5. Your changes will be saved automatically.

Update signatures in Outlook for Mac

If you're using Outlook for Mac:

1. Open Outlook and go to the Preferences menu.

2. Click the Signatures tab and then select the signature you want to edit under signature name.

3. Click Edit and make your changes

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4. Click the Save icon to save your changes and then close the window.

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Change your signature in Outlook 365

1. Sign in to your Outlook account and click the gear icon in the upper right corner.

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2. Select View all Outlook settings from the drop-down menu.

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3. Click Email in the left sidebar, then click Compose and Reply .

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4. Under Signature , enter changes to your signature in the text box provided.

5. Scroll to the bottom of the page and click Save to save your changes.

Updating your signature in Outlook is a quick and easy process that takes only a few minutes to complete. Whether you're using the desktop version, Outlook.com, or Outlook on the web, you can easily update your signature to reflect any changes.

Jessica Tanner

Update 30 June 2024