Introduction

Email signatures in Microsoft Outlook allow users to automatically append important contact information, branding, or disclaimers to their messages. Creating a professional email signature helps maintain consistency and professionalism across your organization or personal communications.

Requirements

• Microsoft Outlook Desktop App (Windows or macOS) or Outlook Web App (OWA)
• An active Outlook account
• Desired content for your email signature (name, title, phone number, logo, etc.)

Step-by-Step Instructions

For Microsoft Outlook Desktop (Windows)

Open Outlook

• Launch the Microsoft Outlook desktop application.

Access Signature Settings

• Click on File in the top menu bar.
• Select Options at the bottom of the left panel.
• In the Outlook Options window, click Mail from the left sidebar.
• Click the Signatures... button next to "Create or modify signatures for messages."

Create a New Signature

• In the "Signatures and Stationery" window, click New.
• Enter a name for your signature and click OK.

Compose Your Signature

• Use the formatting toolbar to style your signature.
• You can include:
• Your full name
• Job title
• Company name
• Phone number and email
• Website and social media links
• Company logo (insert image using the picture icon)

Set Signature Defaults

Under Choose default signature, select your new signature for:

• New messages
• Replies/forwards (optional)

Save and Close

• Click OK to save the signature.
• Click OK again to exit the Options menu.

For Microsoft Outlook Web (Outlook on the Web/OWA)

Open Outlook Web App

• Navigate to https://outlook.office.com and log in.

Access Signature Settings

• Click the Settings (gear) icon in the top-right corner.
• Select Mail > Compose and reply from the menu.

Create or Edit Your Signature

• In the Email signature section, type and format your desired signature.
• Use the editor to add text, links, and images.

Choose When to Use the Signature

Check the boxes to:

• Automatically include a signature on new messages
• Automatically include a signature on replies and forwards

Save Changes

• Click Save at the bottom of the page.

Tips and Best Practices

• Keep it concise and professional.
• Use your company's signature template.
• Use your company’s official logo and contact details.
• Test your signature by sending a message to yourself.
• Ensure mobile compatibility by keeping formatting simple.

Additional Resources

• Create an email signature - Microsoft Support