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How to Add an Email Signature in Outlook

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Your emails will look professional if you add a signature. Your signature saves time as you no longer have to enter your contact information each time you send an email. It is easy to learn how to add an Outlook email signature.

How to add your signature in Outlook for Windows

It is simple to create a signature in Outlook. Outlook 2016, 2010, and 2019 users can click on File > Option > Mail > Signatures. For Outlook 2007, click on Tools > Options > Email Format > Signatures. You can also set it up in Outlook for Mac and the Outlook web app. There are many ways to add a signature in Outlook.

How to create a signature in Outlook 2016, 2019, and 2020

  1. Open the Outlook App.
  2. Click File in the Outlook menubar.
  3. Click Options.
  4. Click Mail in the Outlook Options Dialog Box.
  5. Next, click Signatures. The Signatures and Stationery menu will then appear.
    Notice: Mobile signatures only allow you to enter text and not insert hyperlinks.
  6. Click on New in the Email Signature tab.
  7. Enter a name to be your signature in the popup box and click OK.
  8. In the Edit Signature box, type your signature. Here you can add your name, title, and company information, as well as your email address.

    To format your signature, you can then use the standard editing options available in the Edit Signature Box.

    • You can select a font type, font size, text effects, and alignment.
    • Click on the Image icon to insert your company logo, social media buttons or other images. This allows you to import a photo from your computer.
    • Click on the Hyperlink icon to insert a link (the one that looks like an umbrella with a chain).
    • Click on the Business Card icon to insert a business card you have created in Outlook contacts.
    • Select the Email Account dropdown to choose which email address you’d like to associate your signature.
    • You can select which email signature you want to attach to new messages from the New Messages dropdown. Outlook will automatically add the signature to each new message you create.
    • You can choose which signature you want to attach to replies or forwarded emails from the Replies/Forwards dropdown.
  9. When you’re done, click on OK.

Your signature can be viewed by opening a new email. You can also manually insert your signature by going to Insert > Signature.

How to create a signature in Outlook on the Web

  1. Sign up at office.com. Enter your Microsoft username.
  2. Next, open the Outlook tab.
  3. Click the gear icon at the top-right corner.
  4. Click on View All Outlook Setting. This will appear in the lower-right corner.
  5. Select Reply and Compose. This information is located in the left-side column.
    Notice: Mobile signatures only allow you to enter text and not insert hyperlinks.
  6. Type your signature in the Compose-and-Reply window. Use the standard editing tools in the box to format your signature.
  7. Click on Save after you have completed the process.

Click on New Message to see your signature. Outlook will add your signature to the bottom of every message. To manually add your signature, click the ellipsis symbol at the top to compose a message, and then click Insert Signature.

How to add a signature in Outlook for Mac

  1. Open Outlook.
  2. Navigate to the Preferences menu. This menu can be accessed by clicking File > Preferences or hitting the Command + Comma keys.
  3. Click here to Sign up.
  4. Click the + sign next to the Edit Signature window.
  5. Modify the Signature name. By default, the signature will be called Untitled. Click on the Untitled Signature Name to rename it however you wish.
  6. Enter your signature details in the Signature Box.
  7. You can customize your signature settings under the Choose default signature section. You have the option to associate your signature with an email account or to have it appear in any new messages, or emails that you reply to or forwarded to others.
  8. Click on the X button.
  9. Compose a new email.
  10. You should place your new signature at the bottom of any new message. You can manually add your signature if it does not appear. Click on Signatures in the New email window’s Message tab, and then enter the signature.

Outlook can be a great tool to keep track of tasks and emails, but it is also susceptible to security problems. These top security tips will help you to improve your Microsoft Outlook account.

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