Outlook is a popular email client that allows users to send and receive emails, manage calendars, and schedule appointments. One of the many features of Outlook is the ability to create and attach a signature to emails. A signature can include your name, job title, company name, and other contact information. It can also include images, links, and legal disclaimers.
In this article, we will show you how to change your signature in Outlook. We will cover how to create a new signature, edit an existing signature, and add or remove a signature from an email.
Now that you know how to change your signature in Outlook, you can easily update your contact information, add or remove images and links, and create a professional-looking signature that will make your emails stand out.
How to Change Signature on Outlook
Follow these steps to easily update your signature in Outlook.
- Open Outlook.
- Click "File."
- Select "Options."
- Choose "Mail."
- Click "Signatures."
- Create or edit signature.
- Set default signature.
- Save changes.
With these simple steps, you can easily change your signature in Outlook and make your emails more professional and informative.
Open Outlook.
To change your signature in Outlook, the first step is to open the Outlook application on your computer. If you have a Microsoft 365 subscription, you can access Outlook through the web version or the desktop app. Simply type "Outlook" in the search bar on your computer and click on the Outlook icon to open the application.
Once Outlook is open, you will see your inbox or the main Outlook window. At the top left corner of the window, you will find the "File" tab. Click on the "File" tab to open the backstage view of Outlook.
In the backstage view, you will see a list of options on the left-hand side of the window. Click on the "Options" button to open the Outlook Options dialog box.
The Outlook Options dialog box contains a variety of settings and options for customizing Outlook. To change your signature, click on the "Mail" option in the left-hand pane of the dialog box.
Now that you have opened Outlook and navigated to the Mail options, you are ready to proceed to the next step of creating or editing your signature.
Click "File."
Once you have opened the Outlook application, the next step is to click on the "File" tab located at the top left corner of the main Outlook window.
- Open the Backstage View:
Clicking on the "File" tab will open the backstage view of Outlook. The backstage view is a full-screen menu that contains various options and settings for customizing Outlook.
- Access Outlook Options:
In the backstage view, you will see a list of options on the left-hand side of the window. Click on the "Options" button to open the Outlook Options dialog box.
- Customize Outlook Settings:
The Outlook Options dialog box contains a variety of settings and options for customizing Outlook. You can use this dialog box to change your signature, manage your email accounts, and adjust other settings.
- Navigate to Mail Options:
To change your signature, click on the "Mail" option in the left-hand pane of the Outlook Options dialog box. The "Mail" options contain settings related to sending and receiving emails, as well as creating and managing signatures.
Now that you have clicked on the "File" tab and navigated to the "Mail" options, you are ready to proceed to the next step of creating or editing your signature.
Select "Options."
After clicking on the "File" tab in Outlook, the next step is to select the "Options" button to open the Outlook Options dialog box.
- Open Outlook Options:
Clicking on the "Options" button will open the Outlook Options dialog box. This dialog box contains a variety of settings and options for customizing Outlook.
- Customize Outlook Settings:
The Outlook Options dialog box allows you to change various settings related to Outlook, such as your email account settings, calendar settings, and signature settings.
- Access Mail Options:
To change your signature, you need to access the "Mail" options in the Outlook Options dialog box. Click on the "Mail" option in the left-hand pane of the dialog box.
- Navigate to Signature Settings:
The "Mail" options contain settings related to sending and receiving emails, as well as creating and managing signatures. To change your signature, you will need to navigate to the signature settings in the "Mail" options.
Now that you have selected the "Options" button and navigated to the "Mail" options, you are ready to proceed to the next step of creating or editing your signature.
Choose "Mail."
After opening the Outlook Options dialog box and selecting the "Options" button, the next step is to choose the "Mail" option to access the mail settings.
- Access Mail Settings:
Clicking on the "Mail" option in the left-hand pane of the Outlook Options dialog box will open the mail settings.
- Manage Email Accounts:
The mail settings allow you to manage your email accounts, create new email accounts, and edit existing email accounts.
- Customize Email Options:
The mail settings also allow you to customize various email options, such as your sending and receiving settings, message format settings, and signature settings.
- Navigate to Signature Settings:
To change your signature, you need to navigate to the signature settings in the mail settings. Look for the "Signatures" section or button in the mail settings.
Now that you have chosen the "Mail" option and navigated to the signature settings, you are ready to proceed to the next step of creating or editing your signature.
Click "Signatures."
Once you have navigated to the signature settings in the Outlook Options dialog box, the next step is to click on the "Signatures" button to open the Signatures and Stationery dialog box.
The Signatures and Stationery dialog box allows you to create, edit, and manage your email signatures. You can have multiple signatures and choose which signature to use for different email accounts or messages.
To create a new signature, click on the "New" button in the Signatures and Stationery dialog box. This will open the Signature Editor dialog box, where you can enter your signature text and format it using the available options.
To edit an existing signature, select the signature from the list of signatures in the Signatures and Stationery dialog box and then click on the "Edit" button. This will also open the Signature Editor dialog box, where you can make changes to your signature text and formatting.
Once you have created or edited your signature, click on the "OK" button in the Signature Editor dialog box to save your changes. Then, click on the "OK" button in the Signatures and Stationery dialog box to close it.
Create or edit signature.
Once you have opened the Signatures and Stationery dialog box in Outlook, you can create or edit your signature.
- Create a New Signature:
To create a new signature, click on the "New" button in the Signatures and Stationery dialog box. This will open the Signature Editor dialog box.
- Edit an Existing Signature:
To edit an existing signature, select the signature from the list of signatures in the Signatures and Stationery dialog box and then click on the "Edit" button. This will also open the Signature Editor dialog box.
- Enter Signature Text:
In the Signature Editor dialog box, enter your signature text in the text box. You can include your name, job title, company name, contact information, and any other relevant information.
- Format Signature Text:
You can format your signature text using the formatting options in the Signature Editor dialog box. You can change the font, font size, font color, and text alignment. You can also add hyperlinks and images to your signature.
Once you have created or edited your signature, click on the "OK" button in the Signature Editor dialog box to save your changes. Then, click on the "OK" button in the Signatures and Stationery dialog box to close it.
Set default signature.
After you have created or edited your signature, you need to set it as the default signature for your email account. This will ensure that the signature is automatically added to all new emails that you send.
To set a default signature, follow these steps:
- Open the Signatures and Stationery dialog box by clicking on the "Signatures" button in the Outlook Options dialog box.
- Select the signature that you want to set as the default signature from the list of signatures.
- Click on the "Set as Default" button.
- Click on the "OK" button to save your changes and close the Signatures and Stationery dialog box.
Your default signature will now be automatically added to all new emails that you send from the selected email account.
You can also choose to have different default signatures for different email accounts. To do this, simply repeat the above steps for each email account that you want to set a default signature for.
Save changes.
Once you have created or edited your signature and set it as the default signature, you need to save your changes to Outlook.
To save your changes, simply click on the "OK" button in the Outlook Options dialog box. This will save all of the changes that you have made to your Outlook settings, including your signature settings.
You can also save your changes by clicking on the "Apply" button in the Outlook Options dialog box. This will save your changes immediately, but you will still be able to make further changes to your Outlook settings before clicking on the "OK" button to close the dialog box.
It is important to save your changes before closing the Outlook Options dialog box. If you do not save your changes, any changes that you have made to your Outlook settings, including your signature settings, will be lost.
FAQ
If you have any further questions about how to change your signature in Outlook, check out these frequently asked questions:
Question 1: How do I create a new signature?
Answer 1: To create a new signature, open the Signatures and Stationery dialog box, click on the "New" button, and enter your signature text and formatting. Then, click on the "OK" button to save your changes.
Question 2: How do I edit an existing signature?
Answer 2: To edit an existing signature, open the Signatures and Stationery dialog box, select the signature that you want to edit, and click on the "Edit" button. Then, make your changes to the signature text and formatting, and click on the "OK" button to save your changes.
Question 3: How do I set a default signature?
Answer 3: To set a default signature, open the Signatures and Stationery dialog box, select the signature that you want to set as the default signature, and click on the "Set as Default" button. Then, click on the "OK" button to save your changes.
Question 4: How do I save my changes?
Answer 4: To save your changes, click on the "OK" button in the Outlook Options dialog box. This will save all of the changes that you have made to your Outlook settings, including your signature settings.
Question 5: Can I have different default signatures for different email accounts?
Answer 5: Yes, you can have different default signatures for different email accounts. To do this, repeat the steps above for each email account that you want to set a default signature for.
Question 6: How do I insert an image or hyperlink into my signature?
Answer 6: To insert an image or hyperlink into your signature, open the Signature Editor dialog box, place the cursor in the desired location, and click on the "Insert Image" or "Insert Hyperlink" button. Then, select the image or hyperlink that you want to insert and click on the "OK" button.
Question 7: Where can I find more help with changing my signature in Outlook?
Answer 7: If you need more help with changing your signature in Outlook, you can consult the Microsoft support website or contact Microsoft support directly.
If you follow these steps, you will be able to easily change your signature in Outlook and make your emails more professional and informative.
In addition to the information provided in the FAQ section, here are a few additional tips for changing your signature in Outlook:
Tips
Here are a few additional tips for changing your signature in Outlook:
Tip 1: Keep your signature concise and professional.
Your signature should be easy to read and understand. Avoid using excessive formatting or images, as this can make your signature look cluttered and unprofessional.
Tip 2: Use a consistent signature across all of your email accounts.
This will help to create a professional and cohesive image for your brand. You can easily set different default signatures for different email accounts in Outlook.
Tip 3: Update your signature regularly.
As your contact information or job title changes, you should update your signature accordingly. This will ensure that your recipients always have the most up-to-date information.
Tip 4: Use a digital signature to add an extra layer of security to your emails.
A digital signature is an electronic signature that helps to verify the authenticity of an email message. Digital signatures can be created using a variety of methods, such as a digital certificate or a one-time password.
By following these tips, you can create a professional and effective signature that will make your emails stand out from the crowd.
Now that you know how to change your signature in Outlook, you can easily update your contact information, add or remove images and links, and create a professional-looking signature that will make your emails stand out.
Conclusion
In this article, we have shown you how to change your signature in Outlook. We covered how to create a new signature, edit an existing signature, set a default signature, and save your changes.
By following the steps in this article, you can easily create a professional and effective signature that will make your emails stand out from the crowd. Here are some key points to remember:
- Keep your signature concise and professional.
- Use a consistent signature across all of your email accounts.
- Update your signature regularly.
- Consider using a digital signature to add an extra layer of security to your emails.
With a little effort, you can create a signature that will make your emails more professional, informative, and secure.
We hope this article has been helpful. If you have any further questions, please consult the Microsoft support website or contact Microsoft support directly.