How To Set Up Email Signature On Outlook

How To Set Up Your Outlook Email Signature On Desktop

How to Set up an Email Signature in Outlook

There are a couple of different ways to get to the signature section in Outlook, but this is the one I find easiest:

1. Open and sign into Outlook in your browser.

2. Click the settings gear in the top right corner.

3. Type in “email signature” in the search bar, and click that option from the drop-down menu.

4. In the Email signature box, type the signature you want to appear in your emails. This can be just your name, or can also include your contact information, company logo and any other information you’d like to share.

5. Optional: You can choose to automatically include your signature in new messages and/or messages you forward and reply to by checking those boxes underneath the signature box.

While this is the quickest way to add a signature, you can also click View All Outlook Settings instead of searching for “email signature.” From there, click Compose and Reply to get to the signature editing section of Outlook.

Once you’ve composed a signature, you can exit and click New Message to see what it looks like.

You can adjust the message, font and style and add images to your signature in Outlook.

Add Your Signature Details

To begin with, well create the simplest form of Outlook email signature a simple text signature. This may be enough for you. But, in case you want something more professional, later on Ill show you ways to create a much richer and effective email signature.

  • To create your text signature click in the signature editors text field, and type in your full name, your job title, and your contact information.
  • If youre satisfied with this signature layout you can stop here. Simply click OK, and youre good to go. For more advanced signature features, keep reading.

A good Outlook signature would include the following:

John L. Due301 Park Ave, New York, NY


You can use the editors toolbar to add a table and organize your personal information in other ways. But tables can break in different device sizes, so make sure to keep your signature under 360px in width.

Professional Outlook email signature | See more Outlook signature templates >

Limitations Of The Native Email Signatures Solution

The native methods of central email signature management can help you unify email signatures in your organization. Sadly, this approach is still not perfect, as it lacks some significant features. To mention a few:

  • Placing the signature directly under the latest reply or forward,
  • Including inline images in email signatures ,
  • Viewing email signatures in the Sent Items folder,
  • Including individual users photos,
  • Removing empty lines from signatures

If you are looking for a solution which overcomes all those limitations, you have to use a third party tool, like CodeTwo Email Signatures for Office 365 and CodeTwo Exchange Rules .

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Changing Your Signature In Outlook

If any of the details included in your signature changes, you want to make sure that your signature reflects that. Changing a signature in Outlook for any platform is totally possible to do and you can do it as below.

  • In Outlook for Windows, click on New Email, select Signature, and click on Signatures. You can then select your signature and edit it.
  • In Outlook for Mac, click on Outlook > Preferences > Signatures, choose your signature, and click on Edit.
  • On the Outlook for Web version, click on the settings icon, select View all Outlook settings, choose Compose and reply, and you can edit your signature.

Its a good idea to include a signature in your Outlook emails and let us know what you think about it in the comments below.

Mahesh has been obsessed with technology since he got his first gadget a decade or so ago. Over the last few years, he’s written a number of tech articles on various online publications including but not limited to MakeTechEasier and Android AppStorm. Read Mahesh’s Full Bio

Insert Outlook Email Signature Into Messages Manually

How to Set up a Signature in Outlook 2007

If you don’t want to auto sign your email messages, the alternative is to add the signature to each message manually. In this case, you set the default signature to :

And then, when composing a new message or replying to an email, click the Signature button on the Message tab > Include group, and select the desired signature:

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Create A Signature In Outlook Web

In the web version of Outlook, you can have only one signature per account. You can include your signature automatically on new messages and messages you forward or reply to. Learn how to add a signature in your Office 365 Outlook email by following the next steps:

1. Go to Settings on the right side of the top bar.

2. Select View all Outlook settings.

Under Mail settings:

3. Select Compose and reply.

4. Inthe Email signature section, add your new signature and use the available formatting options.

  • If you want your signature to appear automatically at the bottom of every new email message, select the Automatically include my signature on new messages I compose check box.
  • If you want your signature to appear on messages that you forward or reply to, select the Automatically include my signature on messages I forward or reply to check box.

5. Select Save when youre done.

If youve created a signature but didnt choose to add it to all outgoing messages automatically, you can add it later by following the next steps:

1. In your web mailbox, choose New message.

2. After typing your message, select the More options icon.

3. Click on Insert signature on the compose pane.

Adding Your Signature In Outlook 365

Adding your signature in Outlook 365 is a fast and easy process. Begin with opening up your Outlook 365, by either going to, or by clicking the Waffle .

Once you have signed into your Outlook 365, you then click on the gear in the top right-hand corner and then select the View all Outlook Settings.

The mail setting will already be selected. You will then select Compose and Reply. You will then see all of your Email Signature settings. You can either create your signature or create it from a Microsoft Template.

An important thing to note is below the Email signature box, there is an option to include your signature in all the messages you compose, or to include it on all messages your forward or reply to. Make sure to select the options that best suit you. Another thing to note is that in Outlook 365, you cannot have more than one signature. When your signature looks exactly how you want it to, click on save.

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Drive Your Sharepoint From Vision To Launch

In a time where most of our communication is in digital form, your Outlook signature is your new business card. This can be a quick and easy way to provide your information to the recipients of the email. Your signature should include ways to contact you, and something like a company logo to set you apart from the large number of emails people receive every day.

At this time, Microsoft does not have signature syncing across Online and your local version of Outlook . I will be showing you how to add your signatures to both your Outlook 365 and your local version.

Add A Logo Or Image To Your Signature

How to Setup an Email Signature in Outlook 2019

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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    Outlook Email Signature Generators

    The good news is that there exist plenty of online email signature generators that offer a selection of beautifully designed email signature templates. The bad news is that very few of those generators allow exporting their email signatures to Outlook for free.

    In our previous article, you can find a quick overview of 4 most popular email signature generators, and 3 of them let you export your custom html signatures to any email client, including Microsoft Outlook, free of charge.

    For example, to copy your email signature created with the Newoldstamp generator to Outlook, simply click the Outlook icon, and will see the detailed step-by-step instructions:

    In addition, there are a number of specialized tools to create and manage Outlook email signatures, for example:

    • Exclaimer Signature Manager – email signature software solution for Microsoft Outlook 2016, 2013, 2010, 2007, 2003 and OWA. It provides a number of email signature templates that let you create professional Outlook signatures that combine static text with images and dynamic data.
    • Xink – makes it easy to update your email signatures across different email clients such as Outlook, Office 365, Google Apps for Work, Salesforce and others.
    • Signature-Switch – an Outlook add-on that improves use of HTML-based signatures.

    All three are paid tools, though trial versions are available.

    Creating A Signature In Outlook On The Web

    To create a signature in Outlook for the web, you’ll first need to go to Settings in the top right corner of the screen. After that, you’ll need to click in View all Outlook Settings and choose Compose and reply. You should then see an email signature option. From here, you can type the signature and use the formatting options to change its appearance.

    The options should be similar to Outlook on the desktop. You’ll be able to insert pictures, change font size and color, insert links, and much more. However, you do have some additional options.

    If you want your signature to appear at the bottom of all new email messages that you compose, you can select the Automatically include my signature on new messages I compose check box. And, if you want your signature to appear on messages that you forward or reply to, select the Automatically include my signature on messages I forward or reply to check box. Once you’re done, you can press save. Again, these options are similar to the Outlook desktop experience.

    In the event that you didn’t choose to add your signature to all outgoing messages, you can still do so manually. You can check this by going to your mailbox and choosing New Message. You can then type out your message and choose Insert Signature at the bottom of the compose page.

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    Modify The Professional Email Signature Template

    Onceyou’ve downloaded your email signature template, it’s time to modify it toinclude your own contact information.

    Ifthe email signature template you’ve selected includes more than one template,choose the one you’ll use with Microsoft Outlook.

    Next,gather the contact information you want to include in your signature template.The information needed will be very similar to the information you wouldinclude on a business card, such as:

    • First and last name
    • Corporate logo

    Onceyou’ve gathered what you need, replace the template’s default information withyour contact information. To customize your email signature temple, open the.psd file in AdobePhotoshop. Usethe Type tool to enter yourdetails:

    Youcan also change the email signature colors, add a picture or logo, and makeother changes to the email signatureallfrom within Photoshop. When you’ve finished making changes, save your emailsignature as a .png file.

    Toadd hyperlinks to the online components of your contact information such asyour social media contact information and email address use a tool like AdobeDreamweaver to modify the .htm file.

    How To Create Signature In Outlook 2010 2016 And 2019

    How To Set Up Email Signatures In Outlook
  • Open the Outlook app.
  • .
  • Then click Options.
  • .
  • Then click on Signatures. This will cause the Signatures and Stationery menu to appear.

    Note: Mobile signatures are text-only and do not give you the option to format text nor insert hyperlinks or images.

  • In the Email Signature tab, click on New.
  • Type in a name for your signature in the pop-up box, and click OK.
  • Type your signature in the Edit Signature box. This is where you put your name, title, company, contact number, and email address, or anything that you want to add to your signature.

    Then you can use the standard editing options in the Edit Signature box to format your signature.

  • You can choose a font type, text size, text effects, text color, and text alignment.

  • You can insert a company logo, social media buttons, or other images by clicking on the Image icon. This will let you import a photo from your computer or hard drive.

  • You can insert a link by clicking on the Hyperlink icon .

  • You can insert a business card that youve set up in Outlook contacts by clicking on the Business Card icon.

  • In the Email Account dropdown, choose which email account you would like to associate your signature with.

    • In the New Messages dropdown, you can choose which email signature to attach to all new messages. Outlook will then automatically add the selected signature every time you create a new message.

    • In the Replies/Forwards dropdown, you can also choose which email signature to attach to emails that you reply to or forward to others.

  • .
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    Add A Signature In Outlook For Mac

    You can add a signature in Outlook for Mac as well but the option to do so is located in another menu than where it is in Windows. Other than that, it pretty much gives you the same number of options and features to add and format your signature in the app.

    • Click on Launchpad in the Dock, search for Outlook, and open it.
    • Click on the Outlook menu at the top and select Preferences.
    • On the following screen, click on Signatures in the Email section. Itll let you manage your email signatures.
    • Click on the + sign in the Edit signature box to add a new signature to Outlook for Mac.
    • Itll instantly open a new window letting you type and format your signature. As you can see, there are options to style your signature the way you want.
    • In the Choose default signature section, you can specify options like what email account to use the signature in, if youd like to use it for your new emails, and also if it should be included in your replies and forwards.

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