Outlook signature: how to make, add and change

This comprehensive guide provides step-by-step instructions for creating and managing professional email signatures in Microsoft Outlook. Learn how to craft compelling signatures with images, clickable links, and more, across all Outlook versions (including Outlook 365, 2021, 2019, 2016, 2013, and earlier).

This tutorial focuses on practical application, offering clear guidance for creating, using, and modifying Outlook signatures. Discover tips for personalized, informative, and eye-catching email signatures that make a lasting impression.

Key Topics Covered:

• Creating Outlook Signatures
• Automating Signature Inclusion
• Manual Signature Insertion
• Editing Existing Signatures
• Adding Images (Logos, Photos, Social Icons)
• Incorporating Clickable Links
• Making Images Clickable
• Creating Signatures from Business Cards
• Designing Professional HTML Signatures
• Locating and Managing Signature Files

Note: This guide covers classic desktop Outlook. For the new Outlook app or web version, please consult separate documentation.

Creating an Outlook Signature:

Creating a signature is straightforward. Multiple email accounts can each have a unique signature. Signatures can be automatically added to all outgoing emails, or different auto-signatures can be set for new messages versus replies/forwards.

1. Access the signature settings via the Home tab (New Email) > Message tab (Signature > Signatures…) or File > Options > Mail > Signatures….
2. Add a new signature using the New button. Name your signature and select the associated email account.
3. Compose your signature text, formatting it as desired.
4. Choose default signature settings for new messages and replies/forwards in the Choose default signature section.
5. Save your signature.

You can create multiple signatures for different accounts or occasions (e.g., a longer signature for new messages, a shorter one for replies).

Automating Signature Addition:

To set up automatic signatures, configure the Default signature settings:

1. Create or edit a signature.
2. In the Choose default signature section, select the desired signature for new messages and replies/forwards. (none) disables auto-signatures.

Manual Signature Insertion:

For manual signature insertion (when automatic signatures are disabled), use the Signature button on the Message tab to select a signature for each email.

Changing Signatures:

Modifying existing signatures is easy:

1. Open signature settings (File > Options > Mail > Signatures…).
2. Rename, update text, change formatting, and adjust auto-signature settings.
3. Save changes.

Adding Images:

Insert images (.png, .jpg, .bmp, .gif) using the Insert Picture button in the signature editor.

Adding Hyperlinks:

Use the Hyperlink button to create clickable links from text or images.

Creating Signatures from Business Cards:

Insert business cards (vCards) via the Business Card button. Note that this adds a .vcf attachment. Alternatively, copy the business card image and paste it directly into the signature.

Creating Professional HTML Signatures:

For advanced design, create your signature in a new email or Word, then copy and paste it into the Outlook signature editor. This allows for precise control over layout and formatting. Examples are provided showing the process and resulting signatures.

Quick HTML Signature Creation (Add-on):

Consider using a visual editor (like the one mentioned in the original text, though not directly linked here) for quicker HTML signature creation.

Locating Signature Files:

Outlook signature files are typically stored in:

• Windows 11/7: C:\Users\%username%\AppData\Roaming\Microsoft\Signatures
• Windows XP: C:\Documents and Settings\%username%\Application Data\Microsoft\Signatures

Access this folder directly by holding Ctrl while clicking Signatures… in Outlook's Mail options.

This guide empowers you to create professional, effective email signatures in Outlook. Remember to maintain readability, balance colors, and keep graphics simple for optimal impact.

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