How to Create an Email Signature in Outlook

What is an Email Signature?

An email signature is a block of text that automatically appears at the bottom of every email you send. It typically includes your name, job title, phone number, and company details.

Creating a Signature in Outlook Desktop

Step 1: Open Signature Settings

• Open Outlook
• Click File in the top menu
• Click Options
• Click Mail in the left sidebar
• Click the Signatures button

Step 2: Create a New Signature

• Click New
• Give your signature a name (e.g., "Work Signature")
• Click OK

Step 3: Design Your Signature

In the text box, type your signature. A good signature includes:

• Your full name
• Your job title
• Your phone number
• Your email address
• Company name

Example:

John Smith Office Manager Phone: 1300 521 162 Email: john@company.com.au Company Name Pty Ltd

Step 4: Format Your Signature

Use the formatting toolbar to:

• Make text bold or italic
• Change font size and colour
• Add your company logo (optional)

Step 5: Set as Default

• Under Choose default signature, select your new signature
• Set it for New messages and Replies/forwards
• Click OK

Creating a Signature in Outlook Web

Step 1: Open Settings

• Go to outlook.office.com
• Click the Settings gear icon
• Click View all Outlook settings

Step 2: Create Signature

• Click Mail then Compose and reply
• Type your signature in the text box
• Check Automatically include my signature on new messages
• Check Automatically include my signature on messages I forward or reply to
• Click Save

Tips for Professional Signatures

Do:

• Keep it simple and clean
• Use a readable font
• Include only essential contact information
• Make sure phone numbers are correct

Do not:

• Use too many colours or fonts
• Include inspirational quotes
• Make it too long
• Use large images that slow down emails

Need Help?

For signature setup assistance, contact helpdesk@netlumait.com.au or call 1300 521 162.