Guide: How to Create, Edit, and Set an Image as Your Signature in Outlook

Vũ Khôi

Author at Wotech Electronics Blog

Outlook, part of the Microsoft Office suite, is a great application that helps you send and receive email and schedule your work effectively, and it is now widely used by many businesses and individuals. Like Gmail, Outlook offers plenty of interesting email-related features — one of which is creating a signature.

A signature in Outlook is a signature placed after your Outlook emails, used to convey your identity, job title, and contact information. You can also add an optional email signature with linked images or your company logo. You can choose colors, fonts, and styling as you like by following the detailed steps below. The instructions for creating a signature in Outlook below apply to Outlook versions 2010, 2013, 2016, and 2019.

Why should you set up a signature in Outlook?

Creating a signature in Outlook brings the following great benefits:

• If you are a Blogger building your personal brand, or you run an online business, an email signature plays a very important role. An Outlook signature acts like a business card, letting email recipients clearly see your key personal information such as your address, phone number, website, and the services you offer.

• You can create an advertising banner right in your email signature to introduce new products or services — users simply click on the image or link to go to the page you want to promote.

• It makes your emails look more professional in the eyes of partners and customers.

How to create a signature in Outlook

Here is a quick, extremely simple way to add a signature in Outlook:

Step 1: Click the Home tab on the toolbar.

Step 2: Click New Email in the top-left corner of the screen.

Step 3: When the new message window appears, click Message, then select Signature under Include.

Step 4: Under Email signature, click New.

Step 5: Under Type a name for this signature, enter a name for your signature, then press OK.

Step 7: On the screen, mark your signature's name under Select Signature to Edit.

Step 8: In the large empty box under Edit Signature, enter your name, job title, company name, phone number, email address, social media handles, or any other personal details you want to appear in your new signature.

Below Edit Signature are options for customizing formatting, font colors, and different typefaces. You can create styles and add rich borders to give your signature a distinctive look.

Step 9: Set preferences for New messages and Replies/Forward.

• If you want to apply this signature to all new emails, select it from the New messages drop-down menu.

• If you want to use the signature on replies or forwards, choose the signature in the Replies/Forward drop-down menu.

• If you don't want to apply this signature to new messages, replies, or forwards, simply select (none) in the appropriate menu.

Step 10: Once you've finished setting everything up, click the Save button below.

Step 11: Finally, press OK in Signatures and Stationery to save the changes above.

When you open a new message, reply, or forward, the signature will automatically appear at the bottom.

How to insert an image into your signature in Outlook

To add an image to your signature in Outlook, simply follow these steps:

Step 1: Click Message on the Home tab, select Signature, then choose Signatures.

Step 2: Choose Select Signature and pick the signature where you need to insert a logo or image.

Step 3: Select the image you want to add, such as your company logo, position the cursor where the image should go, and click the Insert picture icon.

Step 4: Choose the image from a file on your computer and click Insert.

Step 5: To insert a website link into the image or logo — or into any text in your signature — highlight the image or text you want to link.

Step 6: With the image or text selected, click the Insert Hyperlink icon.

Step 7: When the new window appears, enter the full URL of the website in the last field. Then press OK.

How to change your signature in Outlook

While using Outlook, you may need to change your signature to suit different purposes. Here is a quick, extremely simple way to change your signature in Outlook!

Step 1: To go to Outlook's signature settings, click File on the toolbar.

Step 2: Once Outlook has switched to the File view, click Options in the File menu list.

Step 3: When the Options window appears over the Outlook interface, switch to the Mail section of that window.

Step 4: Click the Signatures button next to Create or modify signatures for messages in this section.

The Signatures and Stationery window will open, containing the settings for editing your signature.

Step 5: In the Select signature to edit list, you'll see all the signatures you've added to your Outlook account. Now select the signature you want to change.

Step 6: You'll see the contents of that signature displayed in the Edit signature section.

Now you can easily edit your signature. For example, you can change its characters, colors, or formatting, or insert additional images, logos, and links into it.

Step 7: Press OK after you finish editing to save the changes.

Step 8: Finally, click OK in the Outlook Options window to confirm the settings.

Conclusion

That was a detailed guide to setting up a signature in Outlook — you can easily follow the steps at home. If you have any questions, leave a comment below this article and SimERP will help you out quickly!

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