How to Create an Email Signature in Outlook

Written by: Jay H.

Creating a professional email signature can leave a lasting impression on clients, colleagues, and partners. An Outlook email signature can include your contact details, job title, social media links, and even your company logo, making your emails look polished and complete.

In this guide, we’ll show you step-by-step how to create a custom email signature in Outlook.

How to Set an Email Signature in Outlook

Step 1: Open Outlook Signature Settings

1. Open Outlook and click on File in the top-left corner.
2. Select Options from the menu to open the Outlook Options dialog box.
3. In the dialog, select Mail from the left sidebar.
4. Look for the Create or modify signatures for messages setting and click on the Signatures… button.

Step 2: Create Your Signature

Now that you’re in the signature editor, you can create your custom email signature.

1. Select “New” to create a new signature if you’re using the desktop app. Give your signature a name for easy identification.
2. In the text box, start entering the information you’d like to include in your signature, such as:
   • Full Name
   • Job Title
   • Company Name
   • Phone Number
   • Email Address
   • Website URL
   • Social Media Links
   • Company Logo or Profile Picture

Step 3: Format Your Signature

Outlook allows you to format your signature to make it look professional. Here’s how you can style it:

1. Change Font and Size: Highlight the text you’d like to change, then use the formatting toolbar to select the desired font, font size, and colour.
2. Add Links: To add hyperlinks (e.g., your website or social media profiles), select the text you want to link, click the Link (chain icon) in the editor, and enter the URL.
3. Insert an Image: Click on the Image icon in the editor (if available) to upload an image, like your company’s logo. Resize the image if needed for a balanced look.

Pro Tip: Stick to one or two colours that match your company’s branding for a cohesive look.

Step 4: Set Signature Defaults

After designing your signature, you can set when and where it appears automatically in your emails.

1. Choose Default Signature Settings:
   • In the desktop app, use the Choose default signature section to set when your signature is applied. You can select it for New messages and Replies/forwards.
   • In the web app, under Automatically include my signature on new messages that I compose and Automatically include my signature on messages I forward or reply to, check the boxes to apply your signature to all messages.
2. Manually Insert a Signature (Optional): If you prefer not to include your signature automatically, you can manually insert it. Simply click on Insert > Signature (desktop) or Insert signature in the message toolbar (web) to add it whenever needed.

Step 5: Save and Test Your Signature

1. Click OK in the desktop app or Save in the web app to apply your signature settings.
2. Send a Test Email: Open a new email, and check that your signature appears correctly. Send a test email to yourself to confirm that links and formatting are displaying properly.

Get Expert Help for Outlook

Creating an email signature in Outlook is a quick and easy way to add a professional touch to every email you send. With these simple steps, you can design a signature that reflects your brand and provides important contact information to clients and colleagues. An effective signature not only enhances your email’s appearance but also reinforces your personal and company branding.

If you’re having difficulties setting an email signature in Outlook or need assistance with your Outlook or other technology issue, please contact us today. Our expert support technicians can help you resolve IT issues and help your work flow smoothly.