How to Create an Email Signature in Outlook


An email signature is a great way to convey important information about yourself, your business, or your brand to recipients. It’s also an opportunity to add a professional touch to your emails. Outlook is a popular email client used by many professionals, and creating an email signature in Outlook is a straightforward process. In this article, we’ll guide you through the steps to create an email signature in Outlook.

Step 1: Open Outlook and Go to Settings

The first step in creating an email signature in Outlook is to open the application and go to settings. In Outlook 2016, 2019, or Office 365, click on “File” in the top left corner, and then select “Options.” In Outlook 2010 and 2013, click on “File,” and then select “Options.”

Step 2: Click on Mail and Then Signatures

Once you are in the Outlook options menu, click on “Mail” and then “Signatures.” This will take you to the signature creation page.

Step 3: Create a New Signature

To create a new signature, click on “New” and then type a name for your signature in the “New Signature” dialog box. This name will help you identify the signature later if you have multiple signatures. You can also choose to apply the signature to a specific email account or leave it as the default signature.

Step 4: Enter Your Signature Information

After creating the new signature, you can begin entering your signature information. In the text box, you can add your name, title, phone number, email address, website, and any other relevant information. You can also format the text using the available formatting options, such as font, size, and color.

Step 5: Add Images and Links

Outlook allows you to add images and links to your signature to make it more visually appealing and informative. To add an image, click on the “Insert Picture” icon and select the image you want to use. To add a link, type in the text you want to use as the link, such as “My Website,” and then select the text and click on the “Insert Hyperlink” icon. You can then enter the URL for the link.

Step 6: Save Your Signature

Once you have finished creating your signature, click on “OK” to save it. You can then choose whether to set the signature as the default signature for new emails, replies, or forwards. You can also choose to apply the signature to specific email accounts if you have multiple accounts.

Step 7: Test Your Signature

After creating and saving your signature, it’s important to test it to make sure it looks and functions as intended. Send a test email to yourself or a colleague to see how the signature appears in the email. Check that all the links work and that any images display correctly.

Tips for Creating an Effective Email Signature

Now that you know how to create an email signature in Outlook, here are some tips for creating an effective signature that will help you stand out and make a professional impression:

  1. Keep it concise: Your signature should be concise and to the point, highlighting only the most important information.
  2. Use a professional font: Choose a professional font, such as Arial or Times New Roman, and stick to a consistent font size.
  3. Include your contact information: Your signature should include your name, job title, email address, and phone number. You can also add links to your social media accounts or website if relevant.
  4. Add a call-to-action: Encourage recipients to take action by adding a call-to-action, such as “Get in touch” or “Visit my website.”
  5. Keep it visually appealing: Use images and formatting to make your signature visually appealing, but make sure it’s not too busy or distracting.
  1. Consider mobile compatibility: Keep in mind that many people access their emails on their mobile devices, so make sure your signature is mobile-friendly and not too large or difficult to read on a small screen.
  2. Test and update regularly: It’s important to test your signature and make any necessary updates or changes regularly to ensure it remains current and effective.

Common Outlook Signature Formatting Problems

While creating an email signature in Outlook is a relatively simple process, there are some common formatting problems that can arise. Here are a few of the most common issues and how to fix them:

  1. Inconsistent font and formatting: One of the most common issues with Outlook signatures is inconsistent font and formatting. To fix this, make sure you select a consistent font and font size for all elements of your signature. You should also avoid using too many different formatting options, such as bold or italics, as this can make the signature look cluttered and difficult to read.
  2. Image not displaying: If you add an image to your signature and it’s not displaying, there could be a few reasons for this. First, make sure the image is in a compatible format, such as JPEG or PNG. You should also check that the image file size isn’t too large, as this can cause issues with display. If the issue persists, you may need to host the image on a web server and link to it in your signature.
  3. Signature not appearing in replies or forwards: By default, Outlook only applies your signature to new emails. To apply your signature to replies and forwards, go to the signature settings and select “Automatically include my signature on messages I forward or reply to.”
  4. Signature appearing as an attachment: If your signature appears as an attachment instead of in the body of the email, this is likely due to the formatting of the email. To fix this, go to the signature settings and select “Don’t attach signatures to replies and forwards.”
  5. Signature appearing too small or large: If your signature appears too small or large, this could be due to the font size or formatting settings. Make sure you select an appropriate font size and avoid using too many formatting options that can alter the size of the signature.

In conclusion, creating an email signature in Outlook is a quick and easy process that can add a professional touch to your emails. By following the steps outlined in this article and keeping in mind some of the common formatting problems, you can create an effective signature that highlights your important information and makes a positive impression on your recipients.