How to add a signature in Outlook

Open Outlook’s in-app editor

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.

Create a new Outlook signature

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.

Add your Outlook signature

Type in your full name, your job title and your contact information.

A good Outlook signature structure would be something like this:

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

Add a hyperlink:

To add a hyperlink, select any text (for example, the website address from my example above) and click the link icon from 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.

All you need to do is 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.

Add an image

1. Click your cursor where you want to place your signature image
2. Click the image icon in the right hand side of the tool strip
3. Upload the image from your computer

Resize the image:

To resize your image according to your prefered signature design, simply 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 and click the link icon from the tool strip > insert the URL you wish the image to link to and hit OK.

Set auto Outlook signatures

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.

Create a rich signature with social icons, buttons and more

To enrich your Outlook email signature further – continue to any of our 1-minute guides for adding special features.

Adding the right components to your signature can help you expose more information about yourself and showcase your professionalism.

You can add a personal touch by adding a nice picture of yourself, or a more serious business touch by adding your company logo.

You can pull people into engaging with you on other platforms by offering your corresponding links to your social media channels.

You can add a funny quote to end your email or automatically add “regards” in Outlook below your email signature, to make sure you sing off respectfully every time.

Whatever you decide to add, we’re here to help you make the most of your email signoff