Email Signature is a collection of text and images containing your name, designation, mail address, signature, contact info, electronic business card, logo, etc that are attached automatically at the bottom of all your outgoing mail. This feature is available for almost all mail server providers like Gmail, Outlook, Yahoo, Hotmail, etc. In this article, we want to discuss and configuring outlook email signature.
Outlook is one of the favorite email providers used by a large group of people in small and large businesses. On outgoing mail, peoples want to attach an email signature at the end. However, there is no standard way of writing email signature templates. But you can somehow maintain legitimacy and professionalism through the mail.
Your signature to the mail should start from most specific to general. And you can follow the below order form a long-lasting positive impression to the recipient which is necessary for branding yourself.
Your Job Title
Your Company Name
Your Address, City, and Postal code
Your Contact Number
Your Fax and Email Address
Your Signature Logo
Suppose you are writing a mail to someone and you can follow above pattern and create template at the footer of outgoing messages like
Google Inc, USA
then you can do it in two ways. This actual text is a simple email signature.
Manually by adding those on every outgoing mail which seems to be irritated.
Automatically: by adding automatically on every outgoing mail by mail provider which most of the outlook friends may not know. In this article, we will discuss this outlook feature.
Let's first understand the importance of Email Signature templates:
1) Branding yourself
Email Signatures creation is a big market and there are many templates available online free as well as paid.
2) Make email professional
When you attach your business card and signature to your outgoing mail then others can contact you looking at the signature info.
3) Increase Social Media Follower
4) Develop trust in the receiver.
How to Create Signature in Outlook App?
Steps for Creating Signature in outlook App are as follows.
At the menu bar, click on the "Tell me what you want to do" label.
Type "Signature" and select the "Signature" option from the list
Under the Email Signature tab, click on "New", a popup will appear. There give a name for your template and click Ok.
Here, I have given Ourtechroom Blog.
Then under Choose Default Signature
- Select the Email Account with whom this signature you want to associate.
- If you want to send a signature on New messages then select the name that you have just created or none or any from the list.
- If you want to send a signature on Replies/Forwards mail then select the name that you have just created or none or any from the list.
Then Under Edit Signature, Create a signature as shown below and click on Ok.
By default it supports *.emf ,.wmf ,.jpg ,.jpeg,.jfif,.jpe,.png, .bmp,.dib, .rle, .gif ,.emz,.wmz,.tiff, .tiff, .pict,.wpg image file. If you like to use .webp image file then you have to convert first to any of above file. Hope outlook will include .webp file in future :)
You can resize the logo or add alternative text, set position to the logo by just double-clicking the logo/business card.
Now let's create new Mail to see this action into effect.
1. Select New Email.
2. Then you will find your signature at the bottom of the mail body.
Manually add your signature to a new message
For everyone mail, you do not like to automatically add a signature to it. Suppose you are writing to your friend and family for personal reasons then
you do not need to create a signature. You can enable it for business purposes. Then you can save the signature and you can manually add your signature to new mail. Follow the below steps to achieve this:
1 At the menu bar, click on the "Tell me what you want to do" label. And type "Signature" and press enter.
2. Select your email, then select (none) under New messages and also (none) under Replies/Forwards. If you want to completely disable automatic signature added to new messages or replies to the message.
3. Then click on the Ok button.
4. Next time create new mail, you will not get a signature on the body of the mail
5. Goto Insert and select your desire signature template. In my case "Ourtechroom Blog".
6. Now, a signature will appear at the bottom of the mail body.
How to Create an Office 365 Outlook Signature?
Login into Office 365 Outlook
Click on the gear icon in the top right corner.
At the bottom of the pop, click on "View all Outlook Settings"
Then navigate to Compose and reply tab
On the large text editor create your signature template.
If you like to automatically send a signature on every mail then select the check box " Automatically include my signature on new messages that I Compose".If you like to automatically send a signature on every reply or forwarding message then select the check box " Automatically include my signature on messages I forward or reply to" .
How to edit outlook signature in MS Word?
If you find it difficult to edit Signature details from outlook then you can even edit them from ms word and gives better look to them. Once you have created a signature then it will be store under %userprofile%\AppData\Roaming\Microsoft\Signatures path. Let's go step by step to edit the outlook signature in MS Word.
Open File Explorer and paste %userprofile%\AppData\Roaming\Microsoft\Signatures in the address bar and press Enter.
Here you will get a complete signature template in various formats like .htm, RTF, txt, and also it has a folder under which you will find your business logo, theme data, color scheme, etc. Here we are interested only in the .htm file because the outlook is using it to display on each mail
Right-click on .htm file and select open with then from the list select ms word.
This will open your signature in ms word.
. Just edit your signature, add style to the font, edit the logo, align it and save the word document.
. Then when you attached your signature to any mail you will find your updated signature which you have just updated via MSWord.
How to Create Outlook Signature using Third-Party Tools?
First and foremost your signature should be extremely simple and easy to read. Put proper balance between design and content. Better use signature generators for generating the perfect-looking signatures. Some of the popular signature generators are HubSpot, Designhill, Gimmio, Wisestamp, etc. Let's try to create a signature using HubSpot.