How to Create Outlook Email Signature

Introduction

Creating a professional email signature in Outlook enhances your email communication, making it look polished and organized. This tutorial will guide you through the process of creating and managing email signatures in both the Outlook desktop app and Outlook on the web. You will also learn how to utilize Microsoft Copilot to generate a signature quickly, format images, and add hyperlinks.

Step 1: Getting Started on the Desktop App

1. Open Outlook
   Launch the Outlook desktop application.

2. Access Signature Settings

   • Go to "File" in the top left corner.
   • Select "Options" from the menu.
   • In the Outlook Options window, choose "Mail" from the sidebar.
   • Click on the "Signatures" button.

3. Create a New Signature

   • In the Signatures and Stationery window, click "New."
   • Enter a name for your signature and click "OK."

Step 2: Editing a Signature

1. Edit Your Signature

   • Select your new signature from the list.
   • Use the editing box to add text and format it to your preference (font, size, color).

2. Format Text

   • Utilize the formatting tools to style your text as needed.

Step 3: Adding Hyperlinks

1. Insert Hyperlinks
   • Highlight the text you want to turn into a link.
   • Click the hyperlink icon or right-click and select "Hyperlink."
   • Enter the URL and click "OK."

Step 4: Adding a Picture

1. Insert an Image

   • In the signature editing area, click the picture icon.
   • Choose an image file from your computer and click "Insert."

2. Resize and Format the Image

   • Click on the image to resize or reposition it within your signature.

Step 5: Creating a Signature with Copilot

1. Use Microsoft Copilot
   • Open Copilot within Outlook.
   • Follow prompts to generate a signature, including options to add a photo.
   • Customize the generated signature as needed.

Step 6: Uploading a Signature to Outlook

1. Set Default Signatures
   • In the Signatures and Stationery window, choose the signature you want to use as default for new emails and replies/forwards.
   • Click "OK" to save your settings.

Step 7: Getting Started in Outlook on the Web

1. Open Outlook on the Web
   Access your Outlook account through your web browser.

2. Access Signature Settings

   • Click on the gear icon in the top right corner.
   • Select "View all Outlook settings."
   • Navigate to "Mail" and then "Compose and reply."

3. Create and Edit Signature

   • Type your signature in the text box.
   • Format it using the available tools.

Step 8: Adding Multiple Signatures

1. Create Additional Signatures

   • Repeat the steps to create multiple signatures in both the desktop app and web version.

2. Select Signature for Different Emails

   • When composing an email, choose the desired signature from the options available.

Step 9: Inserting Signature into Emails

1. Send Emails with Signature
   • Ensure the correct signature is set as default or manually select it before sending your email.

Conclusion

Creating an email signature in Outlook is an essential skill for maintaining a professional appearance in your communications. By following these steps, you can easily create, format, and manage multiple signatures, ensuring every email you send reflects your personal or business brand. Explore further customization options using Microsoft Copilot to streamline the signature creation process. Now you're ready to enhance your email signature game!