Outlook Signatures are basically your digital business card. They contain all your contact information, so your recipient knows how or when to reach you. If you even add your company logo in your signature, then it also helps people with recognizing your email when they search through their full inbox.
In this article, I will explain how you can create and add a signature in Outlook. Both the online, Microsoft 365, and local versions of Outlook. I will also give you some tips on creating an Outlook Signature.
Good to know is that signatures in Outlook will soon sync between Outlook for Windows and Outlook Online (Microsoft 365 and Office 365). The feature is called “Outlook for Windows: Signature cloud settings” and is planned to roll out in August 2020.
Adding a Signature in Outlook 365
To add a signature to your messages in Outlook Online you will have to open Outlook in your web browser, simply visit outlook.office.com.
- Select the gear icon on the right side in the top bar.
- Add the bottom of the settings pane, select View all Outlook settings
In the settings screen is Mail on the left side already selected.
- Select Compose and reply
You will now see the Email signature settings. You can create or paste your signature in the text area.
- If you want to include your signature automatically to your emails, then make sure you select the two checkboxes below the text area.
- When you are done, click Save at the bottom and simply close the settings screen. Your signature should now be active in your Outlook Online.
In Outlook Online you can’t create multiple sigantures. If you need to use different signatures in the same email account, then you will need to use the Outlook app.
Using the Signature in Outlook Online
You can also manually add the signature to a message. You will first need to create the signature as describered above, but leave the two checkboxes below the text area unchecked.
After you have created the signature, you can simply add it to an message as follows:
- Open a New Message in Outlook Online
- Select the More options icon
- Choose Insert Signature
Add Signature in Outlook
In the Outlook App, you can use multiple Email Signatures within the same account. You can set a default signature for your emails, but also easily switch it to another one if necessary.
Adding a signature in Outlook goes pretty much the same way as in Outlook Online.
- Create a New Email in Outlook
- Select Signature in the toolbar
- In the dropdown menu, select Signatures…
- Click on New to add a new signature
- Give your signature a name. Make sure you use a recognizable name so you can easily select the correct signature in your emails later. You can create a separate signature for your reply emails for example.
- Create or paste your signature in the Edit Signature text area.
- If you want to apply the signature automatically to your emails, then select the E-mail account you want to use
- You can set different signatures for new messages and replies.
- When you are done, click Ok
Your new siganture should now be available in your Email Messages. If you have set a default signature (step 8), then you should see the new signature in the body of your new messages.
Using the signature in Outlook
You can add a signature to your messages manually if you didn’t set a default signature. Simply open a new email and click or Signature in the toolbar. Your signatures will appear in the dropdown menu. Simply select one to apply it to your email message.
To change your signature you will have two options. You can either use the toolbar or simply right click on the signature in the email message and select another one.
Transfering your signature to another computer
If you want to use your signature(s) on another computer, you can simple copy a folder with the signatures.
The signatures from Outlook are stored in a folder in the following location:
- Simply open your Explorer
- Paste the path in the address bar and press enter
- Copy the contents of the folder to your new computer
You can also use this method to copy your signature as a template to your co-workers.
Creating an Email Signature
An email signature should be simple and short. Only a couple of lines is most of the time more then sufficient. For example, if you don’t receive a lot of visitors, then there is no need to add your company address to all your emails.
Most of the time is a simple signature with a company logo, your name (and function maybe), phone number and company website more then enough.
Adding a logo or profile picture to your signature really helps people regonizing and finding back your emails. We are better with rembering visuals then we are with text.
Email Signature Templates
You can create a signature your self simply in Outlook, but sometimes is it easier to start with a template. Online are a couple of good free email signature template generators that you can use to get started.
Hubspot offers a free email signature generator that you can use to create your signature. It comes with 6 free templates that you choose from. By default it will show a link below your signature “Created with HubSpot”, but you can easily turn it off at the top of the first tab where you can select your template.
Exclaimer is a professional signature manager that you can use to set a signature for all your employees. But they also offer a free signature generator.
It comes with a signature created by line, but you can simply remove it in Outlook after you paste your signature.