How to Set Up Email Signatures in Microsoft Outlook

Why Use an Email Signature?

A professional email signature:

• Makes your emails look more professional
• Provides contact information in every email
• Promotes your brand with consistent formatting
• Saves time by not typing details manually
• Meets compliance requirements (some industries require certain information)

Outlook Desktop (Windows)

Create a New Signature

• Open Outlook
• Click File > Options
• Click Mail in the left panel
• Click the Signatures button
• Click New
• Enter a name for your signature (e.g., "Work Signature")
• Click OK

Design Your Signature

In the signature editor:

• Type your signature content
• Use the formatting toolbar to:

- Change fonts and sizes - Add bold, italic, or colour - Insert links (highlight text, click the link icon) - Add images (click the image icon)

Recommended Signature Format

A professional signature typically includes:

``` John Smith Operations Manager ABC Company

Phone: 1300 521 162 Email: john@abccompany.com.au Website: www.abccompany.com.au ```

Add Your Company Logo

• In the signature editor, position your cursor where you want the logo
• Click the image icon in the toolbar
• Browse to your logo file (use PNG or JPG, keep it small - around 200px wide)
• Click Insert

Tip: Resize your logo before inserting. Large images increase email size and may display incorrectly.

Set Default Signatures

Below the editor, choose:

• New messages: Select your signature for new emails
• Replies/forwards: Select signature (or "none" to avoid repetition in email chains)

Save Your Signature

Click OK to save and close the signature window.

Outlook on the Web (Microsoft 365)

Create a Signature

• Click the Settings cog (top right)
• Click View all Outlook settings
• Go to Mail > Compose and reply
• Scroll to Email signature
• Type your signature in the text box
• Use the formatting toolbar to style your text

Set Defaults

• Tick Automatically include my signature on new messages I compose
• Tick Automatically include my signature on messages I forward or reply to (optional)

Save

Click Save at the bottom of the settings panel.

Outlook Mobile App (iPhone/Android)

Set Up Signature

• Open the Outlook app
• Tap your profile icon (top left)
• Tap the Settings cog (bottom left)
• Scroll down and tap Signature
• Type your signature (basic text only on mobile)
• Tap the back arrow to save

Note: Mobile signatures are simpler - formatting and images are limited. Keep mobile signatures brief.

Signature Best Practices

Keep It Professional

• Use your company's standard font and colours
• Avoid quotes, animations, or excessive graphics
• Keep it concise - 5-7 lines maximum

Consistent Sizing

• Name: 12-14pt, bold
• Title and details: 10-11pt, regular
• Logo: Maximum 200px wide, 50-80px tall

Include Essential Information

Always include:

• Full name
• Job title
• Company name
• Phone number
• Email address

Optional:

• Company website
• Physical address
• LinkedIn profile
• Legal disclaimer (if required)

Test Your Signature

Send a test email to yourself and a colleague to check:

• Formatting displays correctly
• Links work
• Logo appears properly
• Nothing looks broken on different devices

Multiple Signatures

You can create different signatures for different purposes:

• Formal: Full details for external emails
• Internal: Shorter version for colleagues
• Mobile: Brief version for phone replies

Switch between them when composing by clicking Signature in the ribbon and selecting the one you need.

Adding Legal Disclaimers

Some businesses need compliance disclaimers. Add these at the bottom of your signature in smaller, grey text. Check with your manager or legal team for required wording.

Company-Wide Signatures

If your organisation manages email signatures centrally, you may not be able to edit your own. Contact your IT department for changes to company-managed signatures.

Troubleshooting

Signature Not Appearing

• Check default signature settings are configured
• Restart Outlook
• Ensure you are using the correct email account

Logo Not Displaying for Recipients

• Use a publicly hosted image URL rather than embedded image
• Keep logo file size small (under 50KB)
• Use PNG or JPG format

Formatting Looks Wrong

• Avoid complex tables or layouts
• Use standard fonts (Arial, Calibri, Verdana)
• Test on multiple email clients

Need Help?

For help setting up email signatures or company-wide signature templates, contact helpdesk@netlumait.com.au or call 1300 521 162.