Email signature in Outlook


Why Include a Signature With Every Email You Send?

There are many reasons to add an email signature in Outlook.
1. Contact information should go with every note you send, to help remind people who you are and how they can get in touch.
2. If you work for or own your own company, this is a way to look more professional. It’s like attaching a business card to every e-mail, so you can do some very light selling in your signature and make it look impressive to prospective clients.
3. If you add an email signature in Outlook, then you don’t have to remember to type in details like phone numbers, addresses, titles, etc.

How to create an Email Signature in Outlook (prior to Outlook 2003):

  • Select Tools | Options… from the menu in Outlook.
  • Go to the Mail Format tab.
  • Click Signatures… under Signatures.
  • Go to the E-mail Signature tab.
  • Click New.
  • Type the new signature’s desired name.
  • If you have more than one signature for different purposes, name them accordingly. (for instance, if you work for more than one company, or wish to use different signatures for work or personal use)
  • Click OK.
  • Type the desired text of your signature under Edit signature.
  • It is best to keep your signature to no more than 5 or 6 lines of text.
  • Include the standard signature delimiter.
  • You can use the formatting toolbar to format your text, or insert an image in your signature.
  • To add your business card as a vCard file (with which recipients can import or update your contact details):
  • Move the cursor where your business card should appear in the signature.
  • Click Business Card in the formatting toolbar.
  • Locate and highlight yourself.
  • Click OK.
  • Click OK.
  • Click OK again.


To set up an email signature in Outlook (2003):

  • Select Tools | Options… from the menu in Outlook.
  • Go to the Mail Format tab.
  • Click Signatures… under Signatures.
  • Click New….
  • Give the new signature a name.
  • If you set up more than one signature for different purposes — work mail vis-à-vis personal chat, for example —, name them accordingly.
  • Click Next >.
  • Type the desired text of your email signature.
  • It is best to limit your signature to no more than 5 or 6 lines of text.
  • Include the standard signature delimiter (it does not count as a line of text).
  • You can use the Font… and Paragraph… buttons to format your text, but if you want to use links, fancy formatting and images even in your signature, you can do so more easily via a different route.
  • Additionally, select a business card to add under vCard options.
  • Click Finish.
  • Now click OK.

To create an e-mail signature in Outlook 2007 and Outlook 2010:

  • Click on “File” (top left) and choose Options from the list.
  • Now click on “Mail” on the left side and look for the “Signatures…” button on the right.
  • Click on that Signatures… button.
  • Click on “New” to create a new signature and give it a name (e.g., one signature for work, one for personal).
  • Now you can type your signature text into the box below “Edit Signature”.
  • It is best to keep your signature to no more than 5 or 6 lines of text.
  • To add your business card as a vCard file (with which recipients can import or update your contact details):
  • Move the cursor where your business card should appear in the signature.
  • Click Business Card in the formatting toolbar.
  • Locate and highlight yourself.
  • Note that you can also select which signature to use for New messages and Replies/forwards once you’ve saved at least one signature.
  • When done editing your signature, Click OK, then click OK again to return to your normal Outlook mail display.

If you have just created your first signature, Outlook may have automatically made it the default — automatically inserted — for new messages (depending on your version).
To use it for replies as well, which I recommend, select it under Signature for replies and forwards:.
Click OK again.

Enjoy!


HTML signatures in Outlook 2007


VIDEO Tutorial – adding e-mail signature in Outlook 2010



VIDEO Tutorial – adding e-mail signature in Outlook 2007