A Comprehensive Guide on How to Change Your Email Signature in Outlook

Your signature in your emails is an offline signature that also forms your business identity. It serves as your electronic business card with key information about you and your company.

Out of the 4.48 billion email users across the globe, Outlook holds approximately 4.38% of the market share. This may seem a small number; however, Outlook is used by professionals who want to boost their businesses and productivity.

You must learn about the relevance of having a professional Outlook email signature. Here is a step-by-step guide on how to change email signatures in Outlook using various applications.

Relevance of Email Signature in Outlook

Outlook continues to be an important communication tool for business as well as personal communication. Here’s why:

Assures Professionalism

The old email signature with previous job titles or contact information may be perceived as unprofessional. A clean and current signature proves credibility and attention to detail.

Assures Correct Contact Information

Updated office addresses, phone numbers, and email addresses allow recipients to easily reach you.

Enhances Branding and Recognition

An email signature should be compliant with your company branding standards.  A company logo, colour, and web link increases chances for extending your brand reach.

Increases Marketing and Engagement

Adding social media links, blog links, or promotional banners to email signatures increases engagement. You can also add call-to-action buttons such as “Schedule a Call” to drive engagement.

Leaves a Lasting Impression

A professional email signature leaves the client, partners, and prospective customers with a good impression.

Enforces Compliance and Legal Specifications

Some professions need regulatory compliance notices, confidentiality notices, or legal disclaimers. Adding them to your email signature makes you policy-compliant.

Streamlines Company Communications

Employing the same email signature template within an organisation keeps it branded as one. Consistency enables business partners and customers to identify emails coming from your company instantly.

Enhances Accessibility and Readability

Optimised Outlook email signature provides effortless readability on various devices and email clients. Ensure that your signatures have a responsive layout that can be delivered professionally on various devices.

Let us learn how to change email signature in Outlook!

How To Change Email Signature in Outlook for Windows

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Follow these steps to have your signature reflect your professional image:

Step 1: Open Outlook on your Windows computer and click the “File” button located on the top left side of the screen.

Step 2: Click on “Options” on the left menu to open the Outlook Options window settings.

Step 3: In the Outlook Options window, go to “Mail” and scroll down to the Compose Messages section. Click on the “Signatures” button to open the settings.

Step 4: Click on the “New” button to create a new signature or the “Edit” button to edit an existing signature.

Step 5: Type your preferred signature in the Edit signature field. You can add details like:

• Your Name
• Your Job Title
• Company Name
• Business Phone Number & Email Address
• Company Website URL
• Social Media Links

Step 6: Under the signature editor, locate the “Choose default signature” area. Under “Email account,” choose the email address and enter your default signature for:

• New Messages
• Replies/Forwards

Step 7: Click on “OK” to save your new or modified signature. Close the Outlook Options dialogue box. Test your signature by sending a new message so that it appears as desired.

How To Change Email Signature in Outlook for Mac

Below is the step-by-step guide to modify your Outlook signature on Mac:

Step 1: Launch Outlook on your Mac and choose “Preferences” from the menu list.

Step 2: In Preferences, search for the “Email” section and then click on “Signatures” to open the panel.

Step 3: Within the Signatures window, there would be a list of signatures if any. Click on “+ Add” to add a new one or “Edit” to modify an existing one.

Step 4: Personalise your signature using layout options. You can adjust text, font, colour, and alignment. Add a company logo or image, if necessary, by dragging and dropping the file into the signature editor.

Step 5: There’s an empty box below the signature editor where you can apply signatures to various email accounts. All you need to do is drag your new signature to the “Default Signature” box for the appropriate email account.

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Step 6: Close the Signatures window when you are pleased with your signature. Write a test message to verify the look of your signature on sent messages.

How To Change Email Signature in Outlook on the Web

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Below are the steps for creating or modifying your signature in Outlook’s web version:

Step 1: Open your default web browser and go to Outlook.com. Once you are signed in, you can access your Outlook inbox.

Step 2: Select the gear icon that is located on the top right side of the Outlook window and go to the settings pane. Scroll down and click “View all Outlook settings” at the end.

Step 3: Find “Mail” in the left bar and click on “Compose and reply” to change your email signature.

Step 4: In Email Signature Editor, there will be a blank text field or your previous configuration. Type in your preferred signature, and add specific details or any other applicable links.

Step 5: Move down to the signature settings portion at the end of the editor. Choose the way you would like Outlook to insert your signature:

Step 6: After you have finished your signature, save the settings panel by clicking the “Save” button at its bottom. Test your signature by sending yourself or a test email to a colleague.

Pro Tips on How to Create an Impressive Email Signature

Here’s how to create an effective Outlook email signature:

1. Keep It Simple and Professional

Don’t take up space. Your neatly formatted email signature must be readable, professional, and simple. Keep it with no more than one or two fonts, little colour, and avoid elaborate designs.

2. Make It Mobile-Friendly

Your signature should look great on all devices, from smart phones to tables. Avoid the use of oversized images or longer, multi-line text that wrap on smaller displays.

3. Include a Call-to-Action

Create interaction by incorporating a CTA into your signature. This may be:

• “Schedule a Demo”
• “Download Our Report”
• “Follow Us on Instagram”

A well-placed CTA stimulates website traffic, social media following, or direct response.

4. Use Social Media Links Wisely

If your business gains value from social media activity, include small click-to social media icons that open your LinkedIn, Twitter, or company pages.

5. Include a Legal Disclaimer Where Necessary

Certain professions, such as law, healthcare, and finance, may require a legal disclaimer at the footer of emails for compliance reasons. If so, add a clean, short disclaimer to the bottom of your signature.

Conclusion

Learning how to change email signature in Outlook ensures that all your emails look professional and branded.

Maintaining a uniform and properly formatted email signature clarifies communications and makes your brand stronger.

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