How To Add a Signature in Outlook: A Step-by-Step Guide

Learn how to add a signature in Outlook with this guide.

Despite the many communication and marketing strategies available, email remains one of the most reliable and effective ways to reach your target audience. Having an Outlook signature can do wonders for your business and brand.

Email marketing delivers an average ROI of 4200%, so it's no wonder four out of five marketers would rather ditch social media than email. However, it's a channel that requires careful planning and polishing.^[1]

Learning how to add a signature in Outlook is a quick and easy way to level up your email content, keeping it professional-looking and authentic to your brand.

What is a signature in Outlook?

An Outlook email signature is an email sign-off that tells readers what you do and where you work. While your signature can be as simple as your company name and title/position, Outlook offers many customization options.

Your signature can include any or all of the following:

• Text

• Images

• Logo 

• Electronic business card

Once you create the signature, you can add it automatically to all emails or include it on a case-by-case basis.^[2]

Why create a signature in Outlook?

A signature in Outlook can be much more than a sign-off. Taking this step will instantly elevate the look of your emails, in addition to the following benefits:

• Signatures can be as functional as they are visually appealing. When you include your signature, it can act as a call-to-action (CTA) without involving any sales language. 

• Adding details about your social media accounts allows you to gain followers without additional effort. This approach can be a powerful way to find new leads.

• Email signatures are an excellent branding tool, making your logo more recognizable. This personalized touch can help you improve brand awareness.

How to add a signature in Outlook

Once you learn how to create a signature in Outlook, you can automate this process to create professional-looking emails with a few clicks. You can make slight alterations depending on your objectives. 

How to add a signature to a new email 

Step one: Open a new email message and select "Signatures" from the signature dropdown menu.

Select “Signatures…” from the dropdown menu showcased above

Step two: Create your Outlook email signature. Change fonts, texts, colors, and other features according to your tastes or company requirements. If you'd like a more robust signature with tables, bullets, or borders, use Microsoft Word to format the text. Then, copy and paste it into the signature editor box. Microsoft also offers pre-designed templates that let you add social media icons and links.

Create your Outlook signature based on your style and company requirements

Step three: Save your work. Once you create a new email, select your signature from the signature dropdown menu. 

Please note: You can create and save multiple signatures. This option is ideal if you have varying business roles or work with different organizations.

Select your saved signature when creating a new email

How to add a signature to all emails 

Adjust the settings below the editor box to ensure all emails automatically include your Outlook signature.

Step one: Navigate to the "For New Messages" dropdown menu and select your signature. Repeat this step within the "For Replies/Forwards" dropdown menu. 

Select your signature from the “For New Messages” dropdown menu

Step two: Save your changes. When you open a new email, your signature will appear automatically.  

How to edit a signature in Outlook 

Editing your signature is easy. 

Step one: Select "Signatures" from the dropdown menu to open your previously created signature details (or to create a new signature).

Step two: Add any additional details or images. Save your changes.

Customize with additional details, such as images or contact info

How to delete a signature in Outlook 

To delete a signature, follow a simple two-step process. 

Step one: Select "Signatures" from the dropdown menu.

Step two: Click "Delete."

Select the desired signature and press the “Delete” button

Get the most out of Outlook's features

Outlook offers many features to help you streamline and optimize everyday operations as an SMB—including your marketing and communication efforts. 

Creating a signature in Outlook is a quick and easy way to automate your sign-off details. This step will help you save time and ensure professional-looking emails.