How to Set Up Signature in Outlook: A Step-by-Step Guide


Michael Collins

Setting up a signature in Outlook is a quick and easy way to add a personal touch to your emails. In just a few simple steps, you can create a signature that includes your contact information, a favorite quote, or even your company logo. Once set up, your signature will automatically be added to the end of every email you send, saving you time and ensuring a consistent look for your correspondence.

Step by Step Tutorial: How to Set Up Signature in Outlook

Before we dive into the steps, let’s understand what we’re aiming for. A signature in Outlook is a block of text that is automatically added to the end of your email messages. It can include text, images, your electronic business card, a logo, or even an image of your handwritten signature.

Step 1: Open the Signature Menu

Open Outlook and click on ‘File’, then ‘Options’, and select ‘Mail’. Click on ‘Signatures’.

This will open a new window where you can create and edit signatures.

Step 2: Create a New Signature

In the Email Signature tab, click on ‘New’, and type a name for your signature.

This name is just for your reference, it won’t be included in your signature.

Step 3: Edit Your Signature

In the Edit Signature box, enter the text that you want to include in your signature.

You can format your text using the mini formatting toolbar above the text box. To add a hyperlink or an image, use the icons on the right side of the toolbar.

Step 4: Set Default Signatures

Choose your email account and set your new signature as the default for new messages and/or replies/forwards.

If you have multiple email accounts, you can have different signatures for each.

Step 5: Save Your Signature

Click ‘OK’ to save your new signature and again to close the Options window.

Your signature is now set up and will appear at the end of your emails.

After completing these steps, your emails will now include your personalized signature. It’s a small detail that can make a big difference in how you communicate professionally.

Tips: Enhancing Your Signature in Outlook

  • Keep your signature simple and professional; avoid cluttering it with too many elements.
  • Regularly update your signature to include current information.
  • If you include an image, make sure it’s appropriately sized and doesn’t take too long to download.
  • Use standard fonts and colors that are easy to read and professional.
  • Test your signature by sending an email to yourself first, to make sure it looks exactly how you want it.

Frequently Asked Questions

Can I have different signatures for different email accounts?

Yes, you can have a unique signature for each email account you have set up in Outlook.

Can I include an image in my signature?

Yes, you can include images such as your company logo or a small profile picture.

How do I make my signature appear on replies and forwards?

In the Signatures and Stationery window, you can set your signature for new messages, replies, and forwards separately.

Why is my image not showing up in my signature?

Make sure the image is properly linked and not too large in file size, as this might prevent it from displaying correctly.

Can I use an HTML signature in Outlook?

Yes, if you are familiar with HTML, you can create a more customized signature by clicking on the ‘Insert Picture’ or ‘Insert Hyperlink’ buttons.


  1. Open the Signature Menu
  2. Create a New Signature
  3. Edit Your Signature
  4. Set Default Signatures
  5. Save Your Signature


A well-crafted email signature is an essential part of professional electronic communication. It lends credibility to your messages and provides recipients with pertinent information or additional ways to connect with you. Setting up a signature in Outlook is a simple process that can be completed in just a few steps, but the impact it can have on your email correspondence is significant. By following the tips provided, you can ensure that your signature is not only stylish and professional but also effective. So, if you haven’t yet set up your email signature in Outlook, now is the perfect time to do so. It’s a small task that can greatly enhance your communication efforts. Happy emailing!