Create & Add Signature In Outlook

Microsoft Outlook

A signature represents the identity and profile of an individual. A professional email signature is your digital business card — a quick reminder of your identity and organizational role.

Key Elements for Professional Email Signature

1. Name and Position
2. Company Details
3. Company Logo (optional)
4. Links to Social Networks & the corporate website
5. Important Legal or Additional Details

Things to Avoid in a Professional Email Signature

1. Be careful not to include irrelevant or redundant information
2. Avoid using fonts that are too small, illegible, or unprofessional
3. A signature must be in line with your company's graphic charter and reflect your professional identity
4. Be sure to respect the standard signature format to avoid display problems depending on the device resolution

Create & Add an Email Signature in Outlook

1. Open a new email message
2. On the Message menu, select Signature > Signatures: Depending on the size of your classic Outlook window and whether you’re composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations.

3. Under Select signature to edit, choose New, and in the New Signature dialog box, provide a name for the signature

4. Under Edit Signature, compose the desired signature. One can use pre-designed templates to create signatures

5. Select an email account to associate the signature under Choose default signature. One can have different signatures for each email account. One can have a signature automatically added to all new messages. Go to the New Messages drop-down box and select one of the signatures. This option does not add a signature to any messages replied to or forwarded

6. One can select to have the signature automatically appear in reply and forward messages. In the Replies/forwards drop-down, select one of the signatures. Otherwise, accept the default option of (none)

7. Select OK to save the new signature. One has to add the signature manually to the current message. All future messages will have the signature added automatically

Conclusion

In addition, being an effective way of sharing contact details, the professional email signature can become a real communication tool. A professional email signature has the power to reinforce brand image, facilitate contact, and even serve as a marketing tool.

Remember that in many cases, the signature gives the first impression of the person. By fine-tuning the signature, one can better control their first impression.

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