In the new-age world of the Internet, one of the most frequent methods of communication that people use is through email. Regardless of whom you are addressing and whether it is your teacher, client, or your boss, you want to present your e-mail and make it look professional. And the easiest of ways of doing that is through the use of an email signature. But what is email signature? How do you make one, especially in the Microsoft Outlook?
We will be describing, in this article, what an email signature on outlook is, its purpose, and how you may simply add one. We will also take you through step by step using the keyword, how to add signature in outlook. You will also see, at the end, a table with the various elements of an email signature and the meaning of each.
What is an Email Signature?
An email signature is a very short signature that gets attached at the end of your messages. This is akin to a business card on the web. It may have your name, contact details, job title, the name of the company where you work and at times a quote or company profile.
It is at the bottom of the email when it is used and it helps the recipient getting an idea of who you are as well as how they can contact you.
Why Use an Email Signature?
Here are a few simple reasons why email signatures are useful:
Reason
Explanation
Professional Appearance
It helps make your emails look more polished and official.
Easy Contact Info
People can quickly find your phone number, email, or website.
Branding
If you work for a company, it shows off your brand or logo.
Time Saving
You don’t have to type your details every time you write an email.
Trust & Identity
People feel more confident when they know who the email is from.
What Can Be Included in an Outlook Email Signature?
Your email signature can be short and simple, or a bit more detailed. Here’s what people usually include:
Full name
Job title
Company name
Phone number
Email address
Website or social media links
A logo or image
A favorite quote (optional)
How to Add Signature in Outlook?
Now let’s get to the most important part – how to add signature in Outlook. Below is a step-by-step guide you can follow:
For Outlook on Desktop (Microsoft 365 or Outlook 2019/2021):
Open Outlook on your computer.
Click on File in the top-left corner.
Select Options from the menu.
Click on Mail in the left sidebar.
Choose the Signatures… button.
Under Email Signature, click New.
Type a name for your signature (example: “Work Signature”).
In the editing box, type your details:
Name
Job Title
Phone number
Website
Format it using fonts, bold text, or colors as you like.
Under “Choose default signature”, pick your email account and choose the signature for:
New messages
Replies/forwards
Click OK.
Your signature will now appear at the bottom of every new email you send.
For Outlook Web (Outlook.com or Office 365):
Go to Outlook.com and sign in.
Click the Settings (gear icon) in the top-right corner.
Select View all Outlook settings.
Click on Mail > Compose and reply.
In the Email signature box, type your signature details.
Check the boxes:
Automatically include my signature on new messages.
Automatically include my signature on messages I forward or reply to.
Click Save.
For Outlook Mobile App (Android/iPhone):
Open the Outlook app.
Tap your profile icon in the top-left corner.
Go to Settings (gear icon).
Scroll down and tap Signature.
Enter your new signature.
Tap the check mark or back arrow to save.
Note: Outlook Mobile only supports text signatures – no images or formatting.
Table: Common Elements in a Professional Email Signature
Element
Description
Example
Full Name
Your real name
John Smith
Job Title
Your position
Sales Manager
Company Name
Where you work
Tech Innovations Inc.
Phone Number
Contact number
+1-123-456-7890
Email Address
Your email
john.smith@techinnov.com
Website
Company site
www.techinnov.com
Logo/Image
Company branding
(Insert Image)
Social Links
Optional social media
LinkedIn, Twitter
Quote
Personal or brand quote
“Excellence is not an act, but a habit.”
Common Mistakes to Avoid
When creating your email signature, be careful not to:
Add too much information (keep it simple and clean)
Use hard-to-read fonts or colors
Include broken links
Forget to update your info if it changes
Use too many images (they might not load properly on all devices)
Tips for a Great Outlook Signature
Keep it under 6 lines.
Use standard fonts like Arial or Calibri.
Add a professional image or company logo.
Include only the most important links.
Test it by sending yourself an email.
Why Outlook is a Great Place for Email Signatures
Microsoft Outlook is one of the most popular email platforms for businesses, schools, and professionals. It offers:
Easy-to-use signature settings
Ability to create multiple signatures
Automatic application to new emails or replies
Cloud-sync across devices (for Outlook.com and Office 365)
Whether you’re using it for school, work, or business, Outlook helps you maintain a consistent, professional look in your emails.
Also Read: Power of Digital Marketing
Final Thoughts
An email signature may seem like such a little thing but it’s a game changer. It doesn’t just make you look more professional it also allows people to get in touch with you easily. If you just begun sending emails or you already send dozens on a daily basis, sending a signature via Outlook is not a bad thing.
If you’re looking for some inspiration on where you can obtain professional signatures, visit to get signature block examples and get inspired today!
