How to Add or Change your Signature in Outlook? A Step-by-Step Guide
(Note: This guide on how to set out of Office in Outlook App is suitable for Outlook versions 2013 and later including Office 365.)
Most people prefer to receive their information from authentic and authoritative sources. That is why, a professional email signature at the end of your message has become essential nowadays.
They are widely used in professional and marketing emails to build a sense of trust and authority in the message. Email signatures are an easy way to reinforce your brand. Besides, they provide important contact information such as phone number and address.
Now, you might be wondering how to add create an email signature for all your emails. The thing is, if you are using Outlook, it is incredibly easy to create and manage signatures of your emails. Moreover, you can switch between different signatures based on your purpose.
In this article, I will show you how to add an email signature to your emails and how to change your signature in Outlook, the easy way.
You’ll Learn
How to Add Signature in Outlook ?
In Outlook, you can add signatures to your emails easily. These signatures will automatically be added at the end of each mail you send. You can create one or more signatures to add validation to your emails based on your preferences.
To create a signature in Outlook, first open Outlook.
Go to File and click on Options. In the Outlook Options dialog box, click on Mail and select Signatures.
Or, you can open and add an email signature while composing an e-mail. Click on Home and click on New Mail. This opens up a new compose mail window. Go to Message > and click on Signature.
Clicking on Signature opens up a new “Signatures and Stationery” dialog box. If you have any existing signatures, they will be shown in this dialog box.
In the Signatures and Stationery dialog box, click on New to create a new signature.
This opens up a small dialog box. Type a name for your signature in the text box and click OK.
In the Edit Signature text box below, you can enter the details of the signature. Signatures contain details like name, contact number, company name, address, etc.
Click OK.
Note: You can change the font, color, size, and alignment using the options available above the text box. Additionally, you can also add your business card, images, or even hyperlinks to your website using the options above.
You can also choose the default signature for a specific mail account. If you want to add signatures to all the mail you send, then select the default signature using the dropdown in New Messages and Replies/Forwards.
If you don’t want outlook to add your signature automatically, select (none) from the dropdown.
However, you can also add a signature to specific emails.
Open a New Mail to compose. Go to Message > Signature, and in the drop-down select the signature you want to add.
How to Change Signature in Outlook ?
Changing your signature is necessary. Sometimes you might have to change the content of the old signature or even change the default signature.
You can have different signatures for different mail accounts. Also, you can have multiple signatures for the same account. For example, mail sent for professional purposes might bear a different signature, whereas mail sent for personal purposes might bear a different signature.
Changing your email signature is similar to creating an email signature.
Open Outlook. Click on File > Options. This opens up a dialog box. Go to Mail > and click on Signatures.
Or, open a New Mail. In Message, click on the drop-down in Signature and select Signatures…
This opens up the “Signatures and Stationery” dialog box.
If you want to edit or change any signature, edit them in the Edit Signature text box. You can add, delete, or update content to the signature.
You can also select the default signature for the designated mail account. Choosing the signature for personal or professional use depends on your preferences.
If you select any preference from the dropdown, they will automatically appear when you compose a new message or while replying/forwarding. If you select none from the dropdown, then the signatures won’t appear automatically.
You can also add signatures to only certain emails. Just go to Messages, under the Signature drop-down select the signature you want to add.
If you choose a different signature from the dropdown, the old signature will get automatically replaced.
Closing Thoughts
Signatures at the end of your emails help you build trust and authenticity to your messages. Including them in all professionals emails is definitely a good practice.
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Simon Calder
Chris “Simon” Calder was working as a Project Manager in IT for one of Los Angeles’ most prestigious cultural institutions, LACMA. He taught himself to use Microsoft Project from a giant textbook and hated every moment of it. Online learning was in its infancy then, but he spotted an opportunity and made an online MS Project course - the rest, as they say, is history!