A Signature in Outlook is a text that is automatically added at end of an email to provide the recipient with your contact information. It is an excellent way to convey professionalism and improve brand recognition.
In this article, we will go through the following topics in order to understand how to set up a signature in Outlook:
- What is a Signature?
- Where Is the Signature Setting Located?
- Editing a Signature in Outlook
- Signatures for Different Email Accounts
- Signatures for New Messages vs Replies/Forwards
- Another Way to Access Signature Settings
- Creating a Signature in Outlook.com
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Use this feature of Microsoft Outlook to do away with the pain of adding your basic information while sending emails. It is generally added at the bottom of your email to let the recipient know basic details like email address, phone number, website, hours of operation, etc.
Below is a screenshot of how a signature is displayed in an email –
Where Is the Signature Setting Located?
To create or modify signatures in Outlook, follow the steps mentioned below –
- Go to File
- Click on Options
- In the Outlook Options windows, select Mail from the left panel
- Click on the Signatures button
- Select New to add a new signature
- Or, click on the existing signature and edit it
Editing a Signature in Outlook
You can edit the signature using different formatting options available –
- Add your last name, your company name, and your position in the company
- Add website
- Click on the image icon
- Select the logo and select Insert
- Select the text and click on the middle align icon
- You can bold or italicize the text by clicking on the icons below
- You can change the font by clicking on the dropdown
Signatures for Different Email Accounts
You can have different signatures for different email accounts. Follow the steps below to assign a new signature for a different account in Outlook:
- Click on the New signature button
- A pop-up box will appear, then type in the name of the new signature and click on “OK”
- Type in the new signature
- Choose a signature from the dropdown with the label E-mail account
- Click Save
Signatures for New Messages vs Replies/Forwards
Add different signatures for replies / forwards.
- Click on the New signature button
- A pop-up box will appear, then type in the name of the new signature and click on “OK”
- Type in the new signature
- Select a signature from the dropdown with the label New Messages. Choose the signature you want to send on every new message.
- Select a signature from the dropdown with the label Replies/Forward. Choose the signature you want to send on every reply or forward.
- Click Save
Now, go to New Email and you will find your New Message signature automatically added to your email.
When you try to reply or forward an email, you will find your Replies/Forward signature automatically added.
Another Way to Access Signature Settings
Follow the steps below to quickly find any settings using the search tool:
- Click on the search bar at the top
- Type in Signature
- A dropdown will appear with search results and then click on the signature
- The signature setting dialog box will show up
Now you can easily make any change or create a new signature using the signature setting dialog box.
Creating a Signature in Outlook.com
You can follow the steps below to easily add a signature to Outlook.com –
- Go to Outlook.com
- Click on the settings cog-wheel on the top right of the screen
- A sidebar will open, search by typing in Signature and clicking on the search result
- A signature menu will open, click on Add signature
- Type in your signature and format it
- Add a logo to your signature by clicking the button below
- Choose a signature for new message, replies / forwards option as shown before
- Click on Save
In this article, we have covered what a signature in Outlook is, how to set the settings for Outlook, how to edit an Outlook signature, how to set up different Outlook signatures for different email accounts, how to use an Outlook signature online, and MORE!
Click Here to learn more about Microsoft Outlook!
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John Michaloudis is a former accountant and finance analyst at General Electric, a Microsoft MVP since 2020, an Amazon #1 bestselling author of 4 Microsoft Excel books and teacher of Microsoft Excel & Office over at his flagship Academy Online Course.
