outlook signature for outlook 2019, 2016 and 2013

How to add a professional email signature in Outlook

Create a signature in Outlook with an image/logo, hyperlink,  and social media icons in 2 minutes (more or less) with this step-by-step guide

Create Outlook signature

Adding a professional signature in Outlook can be hard and frustrating work, but it doesn’t have to be.

By the end of this guide, you can have a beautiful Outlook signature like in the example below. I’ll show you how you can create it and set it up A-Z, in a few short steps. I will also introduce you to concepts and tools that will make your job much easier than the alternatives in most Youtube guides or the formal Office help center guide.

Add email signature in Outlook – video guide

In case you prefer to watch rather than read, we’ve prepared a video guide for you.

How to add a signature in Outlook 2016-2019 (desktop)

This guide showcases setting up a signature in Outlook versions for desktop: 2013, 2016, and 2019, but don’t worry if you’re using another version. We have guides for those too. It’s here if you missed it.

Ready to start? Let’s go.

Step

Open Outlook’s in-app editor

how to add Outlook 2019 and 2016 and 2013 email signature - search settings
  • Go to the search box at the top-left side of your Outlook screen and type in “signature
  • Click on the “Signature” result that appears
  • Click on “Signature” from the dropdown menu and you’ll be prompted to set a signature in Outlook using the in-app signature editor.
Step

Create a new Outlook signature

Create new signature in Outlook
  • Click on the “New” button to create a new signature for your email
  • Give your new signature a name (use a name that describes this specific signature well, in case you create multiples signatures in the future)

NOTE: If you already know you’ll need multiple Outlook signatures, go see our guide on how to create multiple Outlook signatures and how to manage them.

Step

Add your signature details

set up outlook signature - create new signature

To begin with, we’ll create the simplest form of Outlook email signature – a simple text signature. This may be enough for you. But, in case you want something more professional, later on I’ll show you ways to create a much richer and effective email signature.

  • To create your text signature click in the signature editor’s text field, and type in your full name, your job title, and your contact information.
  • If you’re satisfied with this signature layout you can stop here. Simply click OK, and you’re good to go. For more advanced signature features, keep reading.

A good Outlook signature would include the following:

John L. Due
Associate Partner at Astoria Law Firm NY
1-800-800-800
301 Park Ave, New York, NY 10022
www.astoria-law-nyc.com

Note:

You can use the editor’s toolbar to add a table and organize your personal information in other ways. But tables can break in different device sizes, so make sure to keep your signature under 360px in width.

Professional Outlook email signature | See more Outlook signature templates >

Step

Edit signature design

Edit signature in Outlook - change design color, fornt size and font type

You can edit your Outlook signature to make it look more organized and give it a clear visual hierarchy, by setting different colors and font sizes for the most important information.

  • To change the color of any text in your signature, all you need to do is select it with you cursor and click the Color dropdown menu > then pick your color, or click More colors (at the bottom of the panel) to choose a custom color.
  • To change the text size – select the text then click the Font Size dropdown menu and try different sizes till you feel you’ve reached the best balance.
  • To change font type – select any text and click the Font type dropdown, try some options till you find your fit.

TIPS:

  1. Choose 1 color from (preferably one of the colors you use for your brand).
  2. Use 1 font size for your contact details (12-14px is good), and use 1 bigger font size for your name and job title (2-3px greater than the text for your contact details). Set your name in Bold and your job title in Regular, to give slightly more importance to your name.
  3. Use only 1 font for your entire signature, otherwise it will look messy.
Step

Add a hyperlink to your Outlook signature

add-Outlook-signature- add hyperlink
  • To add a hyperlink to your Outlook signature, select any text with your cursor(when text is selected it should have a grey background)
  • Then click the link icon in the right hand side of the tool strip.
  • Now enter the URL you want the text to link to, and hit OK.

Make your telephone number clickable:

In the example image I made the telephone number clickable by adding a special kind of hyperlink.

  • Instead of adding a URL, like before, I entered the phone number with the prefix “tel:”, like this – “tel:1-800-800-800”.

Make your local address clickable:

If you run a brick and mortar business you can also gain from making your address clickable. You can set it up so when clicked on, it brings up Google maps navigation.

  • To add a clickable local address – find your business on Google Maps and hit the “Directions” button > then copy the URL from the address box.
  • Select the address in your Outlook signature and click the link icon like before. Now add the URL you took from Google Maps, and click OK.
Step

Add an image

add a signature in Outlook-2013-and-2016-and-2019-edit-signature with an image
  • Click your cursor where you want to place your signature image
  • Click the image icon in the right hand side of the tool strip
  • Upload the image from your computer

Resize the image:

  • To resize your image according to your prefered signature design – click on the image and drag any of the black squares on the image corners.

Make your image clickable:

  • Select your image with your cursor > then click the link icon from the tool strip > insert the URL you wish the image to link to and hit OK.

Add social media icons and links:

  • To add your social media icons – follow the same steps as adding an image with a link as stated above
  • Simply add them as images > drag them to the desired position > select the icon and click the link button from the tool strip to assign it the link to your social media page.
  • For more professional look – see our more advanced guide on how to add social icons to your Outlook signature

Note:

You may have noticed that the signature in my example above is much richer than the simple Outlook signature we made during this guide. That’s because it’s structured in HTML, with some complex code.

But that wasn’t a problem, because I didn’t code it myself. I made it with WiseStamp signature creator. To get a beautiful professional signature in your Outlook in 2-5 minutes try our free Outlook Signature Creator.

If you like doing things yourself, and you’re not daunted by HTML, you can follow our guide for manually adding an HTML signature in Outlook.

But, you’ll be hard-pressed to make a signature like the one in the example using only the Outlook in-app signature editor.

Step

Set auto Outlook signatures

Microsoft Office Outlook auto signature

In order to add a signature to Outlook automatically, you are given a choice whether or not you want your signature to appear in your New messages and/or in your Forward and Reply messages. Doing this is fairly straightforward.

I) Go to the top-right corner of your Outlook editor

There you’ll find 2 dropdown menus, one for setting an auto signature for your New messages and one for your Forward/Reply messages. Each menu should house all your available signatures.

II) Choose the signature you wish to appear for each message type

If you feel that your Outlook signature is done, click “OK” to save your work. To see your new signature in Outlook, simply open a new message. Your new signature will appear at the bottom.

III) Manage your signatures directly from the Message window by clicking on the “Signature” button in the top ribbon. From there you will be able to choose the signature you required for any given email.

NOTE: This guide doesn’t end here. If you want to learn how to add special features to your signature like, images, links, and videos, keep reading.

Easily generate a rich HTML signature with our Outlook Signature Creator

To take your signature to the next level, you’ll have to create your signature in HTML. Unlike a text signature a rich HTML signature can include cool features and more beautiful designs and layouts.

A basic Outlook HTML signature would have these elements (but there are lots more):

Email signature anatomy - by wisestamp

Top 10 features you can add to your Outlook HTML signature:

  1. Youtube video thumbnail
  2. Quote of the day
  3. Custom button
  4. Banner
  5. Instagram gallery
  6. Scheduler
  7. Email disclaimer
  8. Green footer
  9. Sales even link
  10. Hand signature sign off
  11. Online payment button

To create an HTML signature by yourself requires understanding HTML coding as well as a basic understanding in design. But the good news is that you don’t need to do this manually. You can use an Outlook email signature generator.

How to generate your Outlook signature with WiseStamp

  1. Go to WiseStamp’s free Outlook Signature Creator
  2. Add your professional details.
  3. Go to the Templates tab > Choose a designed template.
  4. Go to the Social tab > add social media icons and links.
  5. Go to the Design tab > refine the design for your signature dividers, icons, and photo.
  6. Go to the Add-ons tab > add buttons, banners, legal disclaimer, Instagram gallery, and more useful features. You can add an image or a logo and a lot more.
  7. Click “OK I’m done”, and you’re set.
WiseStamp online email signature creator

FAQs

How can I create multiple signatures in Outlook?

Adding multiple signatures in Outlook is different for web and desktop apps. For Outlook 365 and OWA, it is not possible to add multiple signatures but you can bypass this using the “My templates” feature – learn how

For the Outlook desktop versions you can add as many signatures as you’d like from the integrated app editor – learn how. But the best and easiest way is to use the Wisestamp free Outlook signature creator.

Try it >

How can I add an image or logo to my Outlook signature?

You have 2 main options for adding an image in Outlook. The first (more complicated and less rewarding) option is to access your Outlook app signature editor and upload an image from your computer- learn how.

Note: to do this well, you’ll need to know HTML and understand design.

How can I make my Outlook mobile signature the same as my desktop?

The short answer is – you can’t. Outlook mobile apps for Android and iOS don’t permit making an HTML signature. They don’t even permit adding images. Your best option is to make a simple text signature.

How can I manage my company-wide Outlook signatures?

For managing your team’s Outlook signatures you’ll need special software for Office 365 email signature management. Wisestamp has the world’s leading signature manager for Office 365. It’s the only one with an extension that auto-syncs your Outlook desktop and web app signatures for your entire organization with 1 click and no manual copy-paste set up

Read more about our office 365 signature management tool >

How do I make a cool Outlook signature?

The easiest way for making a cool Outlook signature is by using an Outlook signature maker. The best signature maker for this is Wisestamp since it has over 20 different add-on and features that allow you to customize your signature to fit your needs. You can add GIF banners, custom buttons, a handwritten signature, and much more – see some cool examples here.

How to design my signature in Outlook?

There are 3 ways to design your Outlook email signature:

  1. By using your Outlook app’s integrated editor, this may not be the best-looking signature.
  2. By using an Outlook email signature generator like WiseStamp. This will be the prettiest and simplest option.
  3. Create a design in Photoshop or Figma and use your design in image format or code your design in HTML. This option is for professionals.

How do I customize my signature in Outlook?

Outlook allows you to customize your signature through the signature editor integrated into their app (both web and desktop). This editor is not very dynamic so your ability to create a good looking or functional signature is quite limited. 

To learn how to do this for Outlook web, for Outlook 2013-2019, and for Outlook 2007-2010. If you’re looking for a less tech-savvy way, consider trying Wisestamp’s Outlook signature generator – it does much more in much less effort.

How to change my Outlook signature?

  1. Open Outlook and Click on FIle from the top menu.
  2. Select Options from the side menu that opens
  3. Click on Mail at the left corner of the Options window
  4. Click on “Signatures” where is says “Create or modify signatures for messages”
  5. In the signature settings window, select a signature and make your changes

Where do I find the Outlook signature settings?

  1. Open your Outlook Desktop app.
  2. Open a new message window.
  3. Click the Signature option in the top ribbon > Then click Signatures.
  4. The Signature settings window will open.

What size and dimensions should my Outlook signature be?

The best Outlook signature size should change with the size of the screen your reader is using. To be sure that your signature fonts into most screens, make it no more than 650 pixels wide and 80-150 pixels high. All WiseStamp signature templates conform to these dimensions.

Where can I get an Outlook signature sample?

You can get access to lots of free Outlook signature templates and samples by browsing WiseStamp’s Outlook template gallery. You can find inspiration for your signature there. Another place for virtually limitless options is within the WiseStamp Outlook signature creator

Browse signature gallery

How do I update my Outlook signature?

Update signature from Outlook settings:

  1. Type “Signature” in your in-app search box > Click on “Signature”
  2. In the signature setting window, select the signature you wish to update and make your desired changes

Update signature with WiseStamp:

  1. Open WiseStamp > Select the signature you wish to update (if you have more than one)
  2. Flip though the tabs to update anything from your personal info to social icons or rich addons.

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