From its earlier versions, MS Outlook included the feature to graphically design sender signature. Email Signature is very important to let recipients know your contact details. The signature must be short without heavy images that causes delays when recipients attempt to download.

Below you can find these simple steps to set it up.

From the main screen of application, click on “File”

signature in OUTLOOK

Left Side and down to “Options”


In Outlook options click “Mail” and then “Signatures”

Mail Signature

On the Next Screen click on “New”

New Signature

type any name you like e.g. MyNewSignature

Give a name to signature


Write or Copy the text and images you want. Last but not Least don’t forget to set the signature as default for new messages and replies or to one of them.

assign signature


General Information about email signatures

It is a personalized block of text or images that is automatically appended to the bottom of an email message. It typically includes information such as the sender’s name, title, contact information, company logo, and any additional details the sender wishes to include, such as a quote or a disclaimer.

Users can create and customize signatures in order to add a professional touch to their email messages and provide recipients with essential contact information. They can be set up to appear automatically in every outgoing email, (new or reply) and added manually as needed. Signatures can include pictures, icons, various fonts, colors, and styles to match the sender’s preference or corporate branding.

They can serve multiple purposes, including providing a consistent and professional look to email communications, conveying important information such as phone numbers and website links, and promoting the sender’s brand or business. They can be a very useful tool for enhancing the visual appearance of emails, reinforcing the sender’s identity, and establishing a professional image in the recipient’s mind.

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