How to Add and Change a Signature in Microsoft Outlook

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How to Add and Change a Signature in Microsoft Outlook

A signature at the end of an Outlook or Gmail message may improve the appearance of your communications. Email signatures may be used for networking and advertising. Even a basic signature with your name, contact information, and, possibly, your website and company location may communicate a lot.

If you use Outlook for your email, adding a signature is a breeze. It is quick, flexible, and may give you with many signatures for professional and personal conversations.

How to Add a Signature in Outlook

You must first reach the setup page if you are unclear how to generate a signature in Outlook. In the Outlook desktop program, you may access this area in two ways.

  • The first is to go to File > Options > Mail. You should see the option for Signatures and just click it.
  • The configuration window may also be accessed from the email composing screen. Choose Signatures from the dropdown box under the Insert tab.

Both approaches will take you to the Signatures and Stationery page. This is where you will design and customize your signature.

How to Create a Signature in Outlook

To begin, make sure you’re on the E-mail Signature tab in the setup window for your initial signature creation. Then, proceed as follows.

  1. If you have more than one email address, choose the one you wish to use on the right. Remember that you may have numerous signatures for different accounts.
  2. If there are no other signatures, click New, which should be the only option available.
  3. Give your signature a unique name. If you want to set up more than one signature, this is as vital as it is convenient. For example, you may have distinct signatures for new messages and responses, or for messages sent in and out of the office. So, try to select a meaningful name that you can remember at a look.
  4. Click OK when you finish.

How to Format a Signature

Now comes the exciting part: making a unique email signature in the text editor. You may, of course, keep it easy by just entering your name and contact information. However, you may adjust the font style and size, format the text, change its color, and align it to the left, right, or center using the options supplied.

If you wish to make such changes, you may do so before or after entering your signature. However, it’s best to begin by putting your signature in the Email Signature text box and then making the adjustments.

Spruce Up the Text

Simply select the text in the signature after typing it and make changes to the font style, size, formatting, or color. For example, maybe you want your name to be bigger and in a more beautiful typeface. Or maybe you want your company name and phone number to be displayed in your corporate colors.

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Add a Link

One convenient aspect of generating your signature in Outlook desktop is that the program automatically adds a link to a website. For example, if you start entering “www.” and then the remainder of the URL, when you press the Enter key, the text is automatically connected to the site.

Alternatively, you can use the Hyperlink button to connect the content yourself and choose a different language. This enables you to create and connect whatever text you want. For example, you could wish to keep your business name yet connect it to the firm’s website.

To do this, follow these steps:

  1. Select the text and then, at the top of the editor, click the Hyperlink button.
  2. Make sure that Existing File or Web Page is chosen under Link To.
  3. Confirm the top-level text, and then put the URL in the Address box.
  4. Click OK and you’re set.

You’ll see that you may also link to an email in the same field, which is an additional useful approach to structure your email address. You may also put a subject line so you know the message is from someone who clicked on your email address. Just keep in mind that the user may probably change that topic line for their own application.

Insert an Image

Inserting a picture is another wonderful method to make your signature stand out. The most popular use is for your corporate logo. Many firms even want their logo to be included in your signature. In any case, adding this is as simple as adding a link.

Move your mouse to the desired location in your signature and click the Image button. In the popup window, locate your file, select it, and press Insert. That’s all there is to it; Outlook will integrate your picture into your signature.

You may also do this if you notice after adding the picture that it might benefit from additional formatting. To open the formatting window, just double-click on the picture. You may then change the size, colors, and lines, as well as input substitute text and crop the picture.

A great approach to format a picture in your signature is to link to it. This way, the receiver may just click the emblem and be sent directly to your company’s website. To do this, follow the steps outlined above to add the picture and input the URL.

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Include a Business Card

The ability to add a business card is accessible, albeit it may not be as frequent as the other formatting options. Simply place your mouse where you want it, click the Business Card button, choose the area from the Look in dropdown box, and click OK.

If you have a business card with your name, job title, and company name stored, this is an easy method to add those data.

How to Configure a Signature

All that remains is to determine when it should be employed. You’ve already picked the email address to which you’ll attach it, but there’s more. The signature may be used for new messages, replies and forwards, or both. You may even make separate ones for each.

For example, if you have a signature that contains a lot of information in addition to your name, you may not want all of it included when you are merely responding to or forwarding an email to someone. You could prefer a simple “thank you” with your first name at that point.

So, maintain the name of your new email signature in the New messages section, and then create another new signature and pick its name in the Replies/forwards box. Outlook will automatically incorporate them into your emails, but you may edit them before you send them.

How to Use a Different Signature in Outlook

You no longer need to bother about inputting your default signatures when you create, reply, or forward a message. But what if you wish to use a different email signature?

Click the Insert tab in the new message box. Then, from the Signatures dropdown menu, choose the signature you wish to use. Your selection will subsequently appear in place of the default in your email.

How to Change a Signature in Outlook

You may have all of your signatures in place right now, but you realize you need to make a change. How do you make changes to an existing signature? This is as easy as making one.

Return to the signature setup window by selecting File > Options > Mail. Alternatively, on the email composition screen, go to the Insert tab, then to the Signatures drop-down box, and finally to Signatures.

Then, in the Select signature to modify box, type the name of the signature. Make your changes in the editor, then hit the Save button.

If necessary, you may also rename your signature from this section. Click Rename, enter a new name, and then click Save.

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Signatures Are for More Than Business Emails

You could work for a firm that has specific regulations about email signatures and layout. For professional reasons, you may wish to keep your signatures minimal. However, email signatures are not only for business, and using the tools provided by Outlook, you can make your personal emails more fun and unique.

Here are just a few suggestions.

Make your communications to friends and family more festive. You may include a charming holiday graphic, a happy closure, and festive colors in your signature.

A quotation may provide encouragement, inspiration, or just plain old humour. With Outlook’s formatting features, you can make any word appear elegant or hilarious.

Show your support for your favorite team during football, basketball, or baseball season. For a nice look, put a picture of your favorite team, connect it to their official website, and utilize the team colors.

Check out these email signature generators for additional ideas on how to make your emails stand out.

Your Online Outlook Signature

If you visit your Outlook account through the web on a regular basis, you may also create a default signature there. Yes, Outlook on the web isn’t exactly the same as Outlook on PCs, but they do have one feature in common. Discover the distinctions between Outlook, Hotmail, and Microsoft’s email services.

  1. To access your settings, click the gear symbol in the upper right corner.
  2. At the bottom, click View All Outlook Settings.
  3. Select Mail on the left, followed by Compose and respond.

While the Outlook site now only allows you to create and use one signature, you can still style it, add photos and links, and customise it to the message type.

Take the Time to Create Your Outlook Email Signature

Signatures for business emails may be simple, appealing, and helpful all at the same time. They make it simple for your receivers to find your contact information and visit your company’s website. Signatures for personal emails may be distinctive, engaging, and amusing. They may demonstrate individuality and spirit.

As a result, spending the effort to develop an Outlook email signature is always worthwhile.

Check out our ideas for building the ideal professional email signature if you need more assistance with your company signature.

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