How To Create A New Email Signature In Outlook

How To Create An Email Signature In Outlook 2016

How to Create an Email Signature in Outlook

If youre here, youre no stranger to the Outlook email signature. Its probably been around since the first Outlook itself. It is a part of your identity, especially in a corporate or tech environment. You want your Outlook email signature to be useful for the recipient but also represent you in a professional manner. When you work for a company and begin to use your email to do business with outsiders it is important to keep the signature simple, professional, and contain the correct information.

How To Add An Email Signature In Outlook

Contents

  • How to Add a Signature in Outlook for Mac
  • Adding a signature to your emails gives them a professional touch. Setting up your signature also saves you time since you dont need to type in your contact details every time you send a new email. Fortunately, learning how to add an email signature in Outlook is a pretty straightforward process.

    Shorter Is Better Than Longer

    In general, 3 4 lines of signature text should suffice. Depending on what you include, you may have to make some choices about what information takes priority. In general, aim to allow enough space for your name, job title, company, and phone number. Its okay to get creative some of these things can fit together on a single line of text.

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    How To Create Edit And Apply Signatures In Microsoft Outlook

    Rob Woodgate

    Rob Woodgate is a writer and IT consultant with nearly 20 years of experience across the private and public sectors. He’s also worked as a trainer, technical support person, delivery manager, system administrator, and in other roles that involve getting people and technology to work together. Read more…

    Outlook lets you apply a default signature to new messages, replies, and forwardsyou can even have different default signatures for new messages and replies/forwards. You can also create additional signatures that you can apply to any message on the fly. Heres how they work.

    A mail signature is a useful way of including information about who you are, what you do, and how to contact you. In a lot of companies, its a requirement, and your signature might have been set up for you before you joined.

    However, Outlook doesnt provide a default signature out of the box, so if your company hasnt created one for you, or youve installed Outlook on your home machine, youve got to create one yourself. To do this, click over to File > Options > Mail and then hit the Signatures button.

    This opens up the Signatures and Stationery window, where you can add, edit and delete signatures. To add a new signature, click New.

    Give your new signature a name and then click OK.

    Your new signature will be displayed in the list of signatures, and you can add the content of the signature in the Edit signature area.

    Manually Add Your Signature To A New Message

    How To Add Picture To Outlook Signature

    If you’ve created a signature, but didn’t choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

  • Go to your mailbox and choose New message.

  • Type your message, and then choose > Insert signature at the bottom of the compose pane.

  • When your email message is ready, choose Send.

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    How To Add Signature In Outlook Email

    Create An Email Signature From A Template

    You can create a signature for your email messages using a readily available signature gallery template. All you have to do is get the template, copy the signature you like into your email message and personalize it to make your own Outlook signature.

  • After you have downloaded the template, open it in Word.

  • Choose any signature you like, select all the elements in the signature and click Copy.

  • Open Outlook and select New Email.

  • Paste the copied signature in the email message body.

  • Personalize your signature by editing the text, changing the photo/logo, adding hyperlinks to your website/social.

  • Note: At times, when you download and open the signature template it opens in Protected View in Word, to edit the template you’ll need to select Enable Editing.

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    Create Your Signature And Choose When Outlook Adds A Signature To Your Messages

    Important: If you have a Microsoft Microsoft 365 account, and you use Outlook and Outlook on the web or Outlook on the web for business, you need to create a signature in both products. To create and use email signatures in Outlook on the web, see Create and add an email signature in Outlook.com or Outlook on the web.

    If you want to see how it’s done, go directly to the video below.

  • Open a new email message.

  • On the Message menu, select Signature > Signatures.Depending on the size of your Outlook window and whether you’re composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations.

  • Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.

  • Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit signature box. You can also use one of our pre-designed templates for your signature. Download the templates in Word, customize them with your personal information, and then copy and paste them into the Edit signature box.

    Notes:

  • You can add links and images to your email signature, change fonts and colors, and justify the text using the mini formatting bar under Edit signature.

  • Creating Using And Managing Signatures

    Creating an Email Signature for Outlook 2013

    Creating and selecting a signature is not that difficult in Outlook. However creating the signature you want with for example a company logo in it can be quite of a hassle.

    This guide will cover both the basics and advanced examples for creating, using and managing signatures in Outlook.

    It also contains lots of tips about dos and donts and how to overcome some common signature issues.

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    Customize The Plain Text Version Of Outlook Html Email Signature

    When creating an HTML email signature with your custom colors, images and links, be aware that it may not appear the way you designed it for everyone.

    For instance, some of your email recipients may have the Read all standard mail in plain text option selected in their Outlook’s Trust Center settings, and as the result all formatting, pictures, and links will be turned off in your email signature as well as in the entire message body. For example, in a plan text message, my lovely html Outlook signature turns into this:

    While you can do nothing about formatting, your brand logo or personal photo because the plain text format doesn’t support any of this, you can at least fix your hyperlinks containing the relevant information. When I say “fix”, I mean make the full URL appear in the plain text version of your html Outlook signature.

    To edit just a plain text signature, open the corresponding .txt file directly in the Signatures folder, and make the required changes. The detailed steps follow below.

  • Open your Signatures folder as explained here.
  • Find the .txt file with the name corresponding to your Outlook signature name. In this example, I’m going to fix a link in the signature named “Formal“, so I look for the Formal.txt file:
  • Double-click the .txt file to open it in your default text editor and make the changes you want. In this example, I’ve removed extra line breaks and replaced “AbleBits.com” with the full URL:
  • Save the modified file , and you are done!
  • Tip.

    Email Signature Do’s And Don’ts

    • Keep it simple and use the minimal amount of characters need to get across what you need to say. For example:Website:
    • Add quick links to your social channels and company website
    • Add an image your company logo, a professional picture of you or major accreditation. Be cautious not to make the image irrelevant or too large – it can start to become overwhelming and annoy the recipient
    • If you add an image, consider that some people’s emails automatically block images. Your email signature still needs to make sense without the image
    • Keep any call to action brief, but do to your latest blog post or something similar. Just make sure you update it regularly

    Dont’:

    • It’s not a necessity to include your email address in your signature. People can already see it!
    • Keep consistent across your business. Have someone own it in your business and stick to that format. You can quickly lose your company tone of voice and branding consistency.
    • Don’t make it into an essay making it complicated and difficult to navigate because it takes up half of the email!

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    How To Create And Add An Outlook Email Signature

  • Click the Home tab in the horizontal navigation bar that runs along the top of the Outlook screen.
  • Click the New Email box at the top-left corner of the screen, just below the horizontal navigation bar atop the screen.

  • In the new message box that appears, click the Signature box within the Include tab.
  • ClickSignatures in the drop-down that appears below the *Signature** box.
  • On the Email signature tab, click New.

  • In the Type a name for this signature field, enter some text to help remember the signature you create.

  • Click OK to confirm the name.
  • On the following screen, highlight the name of the signature you created in the Select Signature to Edit box.
  • In the large, empty box below Edit signature, enter in your name, title, company name, email address, social network information or any other personal details you want to appear in your new signature.

  • Use the various font and format controls below Edit signature but above the large text field to customize and modify your signature’s appearance. There are controls for font style, size, color and spacing, and you can apply different styles to different lines to make them stand out.
  • If you want to add a custom image, such as a company logo, navigate to where you want to insert the image, and with the cursor in place, hit the Insert picture icon.
  • Navigate to the image you want to insert using your computer’s file browser and click Insert.

  • With the image selected, click the Insert Hyperlink icon.
  • Creating A Signature From A Html Template

    Outlook 2016: How To Create and Use a Signature

    You may already have a html-file of your signature or designed your signature in a HTML editor as the Signature Editor did not support your design . To get that signature into Outlook, you can either open it in a browser and copy it from there and paste it in the Signature Editor in Outlook or directly copy the html-file in the Signatures folder just like a restoring a backup.

    When youve copied the file directly into the Signature folder but did not create a Plain Text or RTF version of it, you can open the Signature Editor and re-save signature to automatically create these file.

    Note:Emails arent webpages so not all HTML tags and properties are supported. For instance, scrolling text isnt supported and neither are various new HTML5 tags and CSS3 formatting styles. For an overview of what is supported see Word HTML and CSS Rendering Capabilities in Outlook.

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    Why Doesn’t My Email Signature Look As Expected

    If your signature doesn’t look as expected, here are some solutions to try:

  • On mobile: Almost every email signature template will display as expected on both mobile and desktop, with the exception of template 3. If you’re using template 3, remove any images to ensure an optimized mobile display.
  • Try using a different web browser to create your signature. Some web browsers don’t copy the formatting along with the text and this changes with each update of the browsers.
  • Some email clients require you to copy the source code vs. the email signature itself for uploading. If your signature isn’t displaying properly, try copying and uploading the source code instead.
  • Add Signature To New Emails & Replies/forwards In Outlook On The Web

    You can also add your signature manually to new email messages and to replies or forwards. Simply follow the steps written below:

  • Log in to your Outlook account in your web browser.
  • Click on the New Message button to compose a new email or open an email to reply and forward it.
  • Now, click on the three horizontal dots at the bottom and then click on the Insert signature option.
  • Select the email signature that you want to insert into your message.
  • Read: How to create and insert a Table in Gmail and Outlook email messages.

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    Create An Outlook Signature Based On Business Card

    Another quick way to create a signature in Outlook is to include a business card that contains your contact information.

    Because business cards are created by Outlook automatically based on contacts stored in your address book, be sure to create your own contact first. For this, click People at the bottom of the screen in Outlook 2013 and later , go to the Home tab > New group, and click New Contact. The major part of the work is done!

    And now, create a new Outlook signature, and click the Business Card button on the mini toolbar as shown in the below screenshot. This will display your list of Outlook contacts, where you choose your own contact and click OK.

    Note.

    Add A Logo Or Image To Your Signature

    How to Create an Email Signature in Outlook (2010)

    If you have a company logo or an image to add to your signature, use the following steps.

  • Open a new message and then select Signature> Signatures.

  • In the Select signature to edit box, choose the signature you want to add a logo or image to.

  • Select the Image icon , locate your image file, and select Insert.

  • To resize your image, right-click the image, then choose Picture. Select the Size tab and use the options to resize your image. To keep the image proportions, make sure to keep the Lock aspect ratio checkbox checked.

  • When you’re done, select OK, then select OK again to save the changes to your signature.

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