How to Create and Manage Email Signatures in Outlook

An email signature is a great way to add your name, job title, contact details, and even a company logo to every email you send. Follow these simple steps to create and manage your signature in Outlook on Windows, Mac, and Mobile.

📌 Creating an Email Signature in Outlook (Windows)

1. Open Outlook
   • Click on File in the top left corner.
2. Go to Signature Settings
   • Select Options > Mail > Signatures.
3. Create a New Signature
   • Click New, type a name for your signature, and click OK.
4. Enter Your Signature Details
   • Type your name, job title, contact info, and anything else you’d like.
   • Use the toolbar to change fonts, add links, or insert an image (such as a company logo).
5. Set Default Signature (Optional)
   • Choose when to use this signature:
     • New messages – Applies to all new emails.
     • Replies/Forwards – Adds your signature to replies and forwarded emails.
6. Click OK to Save
   • Close the settings, and your signature will automatically appear in new emails.

✅ That’s it! You’ve successfully created your Outlook signature on Windows.

📌 Creating an Email Signature in Outlook (Mac)

1. Open Outlook
   • Click Outlook in the menu bar and select Settings.
2. Go to Signatures
   • Click Mail > Signatures.
3. Create a New Signature
   • Click the + (plus sign) to add a new signature.
   • Name your signature for easy reference.
4. Enter Your Signature Details
   • Type your information and format it using the toolbar.
   • Click Insert Image if you want to add a logo.
5. Set Default Signature (Optional)
   • Choose whether to apply the signature to new messages and replies.
6. Click Save and Close
   • Your signature is now ready to use!

✅ Done! Your email signature will now appear in your emails.

📌 Creating an Email Signature in Outlook (Mobile – iPhone & Android)

📱 iPhone & iPad:

1. Open the Outlook app.
2. Tap your profile icon in the top-left corner.
3. Go to Settings (gear icon).
4. Scroll down and tap Signature.
5. Enter your email signature.
6. Tap Save to apply it.

📱 Android:

1. Open the Outlook app.
2. Tap your profile icon in the top-left corner.
3. Select Settings (gear icon).
4. Tap Signature and enter your details.
5. Tap ✓ (checkmark) to save it.

✅ That’s it! Your signature will now be included in your mobile emails.

✏️ Managing & Editing Your Signature

• To edit your signature, go back to the Signatures section in Outlook and make changes.
• To remove a signature, delete the text in the signature box and save.
• On mobile, you can toggle signatures on or off if you don’t want them included in every email.

💡 Tips for a Professional Email Signature

✔ Keep it simple – Name, title, and contact info are usually enough.
✔ Use a consistent font and size (avoid fancy fonts).
✔ Add a company logo only if it’s necessary (images may not display on all devices).
✔ Include social media links (if relevant).
✔ Avoid too many colors – stick to a clean design.