How to Add Signature in Outlook: A Step-by-Step Guide

Learn how to add a signature in Outlook step-by-step for desktop, web, and mobile. Includes a business email signature example and easy tips for all users.

Adding a signature to your email in Outlook will help make the message appear more professional. You can be a student, a teacher or a business owner but by including a signature, other people will know by whom, what, and how they can communicate with you. This article will reveal to you the easy steps of adding a signature in Outlook.  We’ll also show you a business email signature example and tips on how to make your email signature look great.

Let’s get started!

What is an Email Signature?

An email signature is a block of text or image added at the bottom of your email message. It usually includes your name, job title, phone number, website, and sometimes your company logo or social media links.

For example:

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Best regards, Ananya Sharma Marketing Manager | BrightTech Pvt. Ltd. +91-9876543210  www.brighttech.in

This saves time and shows professionalism. You don’t have to type your information every time you send an email.

Why You Should Add a Signature in Outlook

Here are some good reasons to add a signature in Outlook:

• Makes your emails look professional
• Shows your job title and contact details
• Helps people know how to reach you
• Great for branding and marketing
• Saves time when sending multiple emails

How to Add Signature in Outlook Desktop App (Windows or Mac)

Follow these simple steps to add your signature in the desktop version:

Step 1: Open Outlook

Open your Outlook application on your computer.

Step 2: Go to File > Options

Click on File in the top-left corner, then click on Options.

Step 3: Select Mail

In the Options window, click on Mail from the left menu.

Step 4: Click on “Signatures…”

Under the section Create or modify signatures for messages, click on the Signatures button.

Step 5: Create Your Signature

Click New, give your signature a name (e.g., “Work Signature”), and then type your signature in the box.

Here’s a business email signature example you can use:

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Thanks, Rajiv Mehta Sales Executive | Elite Electronics+91-9871234567  [email protected] www.eliteelectronics.com LinkedIn: linkedin.com/in/rajivmehta

You can also format the text using bold, colors, and add images like your logo.

Step 6: Set Signature Defaults

Choose your new signature as the default for New Messages and Replies/Forwards.

Step 7: Save and Close

Click OK, then again OK to exit.

That’s it! Your signature will now appear automatically in your emails.

How to Add Signature in Outlook Web App (Outlook.com or Office 365)

If you use Outlook in your browser, follow these steps:

Step 1: Open Outlook Web

Go to https://outlook.live.com or your Office 365 email.

Step 2: Click the Settings Icon (⚙️)

It’s on the top-right corner.

Step 3: Click “View all Outlook settings”

Scroll to the bottom of the menu and click this option.

Step 4: Go to Mail > Compose and Reply

Under Mail settings, choose Compose and reply.

Step 5: Create Your Signature

Type your signature in the text box. You can use the toolbar to format text, add links, or insert an image.

Here’s a simple business email signature example:

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Warm regards, Ayesha Khan Content Writer | Spark Media +91-9812345678 ✉️ [email protected] www.sparkmedia.in

Step 6: Set Default Signature Options

Check the boxes to:

• Automatically include my signature on new messages
• Automatically include my signature on replies and forwards

Step 7: Save Changes

Click the Save button at the bottom.

Now your signature will be added to all your emails automatically.

Tips to Make Your Email Signature Look Great

Here are a few simple tips to make your email signature effective:

• Keep it short – Don’t include too much information.
• Use your full name – It looks more professional.
• Add your job title – So people know what you do.
• Include contact info – Phone, email, website, etc.
• Use one or two colors – Don’t make it too colorful.
• Add a logo or image – Only if it looks clean and neat.

Final Thoughts

Incorporation of signature in Outlook is an intelligent move and a straightforward way of boosting your communication via email. It helps your mail to look more professional and it is time-saving. Either you send messages at work, school, or for personal use, a helpful and clean signature may make a big difference.

Wish to respond to mails quicker and more effectively? It is also possible to save time using clever tools. Discover more about Extract Mails to get automation in your email handling.

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