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How to Set Up an Automatic Email Signature in Microsoft Outlook

Written by, Ljubica Gjorgievska

Updated September, 13, 2022

Since email is still the preferred channel for business correspondence, modern employees with professional-looking emails will surely stand out from the crowd.

The biggest change you can make towards that goal is to compose an email signature that provides valuable information like your job position, contact info, and more.

Below, we show you how to add an automatic signature in Outlook.

Setting Up Your Outlook Email Signature

Setting up your Outlook signature is a quick process that can be completed in a few steps:

  1. Open your Outlook app and navigate to the ‘New email’ window from the ‘Home’ tab;
  2. Access the ‘Signatures’ window from the ‘Include’ group;
  3. Select the email account you intend to change and click on ‘New’ before giving a name to your signature;
  4. Compose your new signature in the empty field and use the formatting tools to:
    1. Change the font and its colour, size, and style;
    2. Align the paragraphs, provide quotes, insert links, images, and more;
    3. You can also copy over bulleted and numbered lists.
  5. Choose whether to use your new signature for both new emails and replies.

Note: If you cannot think of a good email signature, you can always adapt one of the countless signature templates found via Google.

Adding an Image to Your Email Signature on Outlook

You can easily add your organisation’s logo or a different image to your signature as well:

  1. Re-open the ‘Signatures’ window;
  2. Click on the ‘Insert image’ button found on the formatting toolbar;
    1. To resize your image, right-click it, select ‘Picture’, navigate to the ‘Size’ tab and use the options found within.
  3. Once you are satisfied with the changes, click ‘OK’ to save the changes.

Note: Pick a high-quality image in a lossless format such as .png to ensure your signature looks good on every platform and background.

Inserting a Signature on Your Outlook Email Manually

If you are not a fan of incorporated signatures in all your new messages and replies, you can compose one, two, or more signatures and add one manually before sending your email.

To do that, start a new email as usual and click the ‘Signature’ drop-down list to see all the signatures you have created. Then, simply click on one of them to insert it into your message.

Adding a Signature in Outlook for Web

You can add and edit an email signature even if you are using the Outlook web service instead of the desktop app by following these steps:

  1. Navigate to the ‘Compose and reply’ tab under the Outlook settings page;
  2. Click on ‘New signature’ and rename your template;
  3. Compose your signature in the empty field below and format it as needed with the tools found in the ribbon bar below it.
    1. At this point, you can insert images, links, tables, and more.

Note: If you are using outlook.live.com, you can add a signature only to your Microsoft emails.

Bottom Line

Now that you know how to add an automatic signature in Outlook, go ahead and create professional-looking email signatures that convey an air of confidence and expertise. That way, you will present yourself and your business in the best light possible.

As a writer for Don’t Disappoint Me, my job is to collect relevant key information and interpret it into a wide range of content. I also have an MSc in Marketing, so I am always trying to expand my knowledge and discover new and exciting areas of digital marketing, SEO and web traffic building. I am a nature enthusiast, so when I’m not researching and analyzing, I love to go hiking with my dogs, camping, or snowboarding. I am a bookaholic as well and have an ongoing obsession with crime TV shows and movies.