How To Add a Signature In Outlook

If you want your emails to look professional, here’s how to add an Outlook signature quickly and effectively.

It’s good business practice for your emails to include a signature. This usually contains, at the bare minimum, the sender’s name, and may include other details, such as their position in the organisation, their email address and their phone/mobile number.

As you’ll see in this guide, it’s easy to add an Outlook signature, whether you use Outlook for Windows, Mac or Web. I should just point out though, that their interfaces have changed over the years, and I’ve used the latest versions here.

Afterwards, I’ll tell you about something that will transform your Outlook experience.

How to Add a Signature In Outlook For Windows

If you use the Windows platform, that’s good; Outlook was designed for it, and adding an Outlook signature is super easy. Just follow these 10 simple steps:

Step 1: Open Outlook on your device.

Step 2: Go to the ‘File’ tab in the top-left corner of your screen, and open the menu.

Step 3: Tap on ‘Options’ in the side-bar on the left of your screen.

Step 4: When the Options window opens, tap on ‘Mail’ in the left sidebar to access your email   settings.

Step 5: In the right-hand pane, you’ll see a section headed ‘Compose messages’. Inside this, go to the ‘Signatures’ button and tap to open it.

Step 6: In the box that appears, tap on ‘New’ to create a new signature.

Step 7: When a ‘New Signature’ box appears, type in a name for your signature. Then tap OK.

Step 8: Your signature will appear in the list under ‘Select signature to edit’. When you select it, you can edit it in the ‘Edit Signature’ box below. In the box, type your signature in normal text. You can then use style it with the formatting options. You can also add images, such as a photo of your handwritten signature, to your Outlook signature if you like.

Step 9: In the ‘Choose default signature’ section, choose which email account you’d like to use your new signature for. Select your signature from the ‘New messages’ menu; then each of your new emails will contain this signature. You can also choose which signature you’d like to use in your replies and forwarded emails.

Step 10: When you’re happy with the Outlook signature you’ve created, just tap ‘OK’. Congratulations on your new signature.

How to Add a Signature In Outlook For Web

Outlook for Web is simpler than the other Outlook versions, and it’s easy to create a signature. Here’s how to do it:

Step 1: Go to Outlook for Web and log in to your account.

Step 2: In the top-right corner, tap on the settings icon, and choose ‘View all Outlook settings’.

Step 3: In the Settings box that appears, tap ‘Compose and reply’ in the options.

Step 4: A big white box will appear on the right-hand side. You can add your signature here. Type in your signature, and use the tools to format it how you’d like. Then, choose from the options when you want to include the signature in your emails. Finally, tap ‘Save’ at the bottom. Congratulations on your new Outlook signature.

How To Improve Your Outlook Experience

Want to find emails you’ve sent and received in seconds? And free up masses of storage space on your mail server? Then make sure your Outlook is connected to Cryoserver email archiving. Independent of your mail server, Cryoserver:

• Integrates seamlessly with Outlook
• Stores every email sent and received by your organisation
• Makes archived emails available to all users via Outlook
• Replicates your Outlook email folders within the Cryoserver interface
• Searches faster and more accurately for emails in Outlook