Tired of manually typing your name, title, and contact information at the end of every email? Outlook’s signature feature is here to save the day! It’s a quick and easy way to add a professional touch to all your outgoing messages.
In this guide, we’ll walk you through the simple steps of how to change signature in Outlook, ensuring your emails always look polished and professional. Let’s dive in and customize your email experience!
1. Effortlessly Accessing Outlook How to Change Signature Options
First things first, you need to find the signature settings within Outlook. Open Outlook and click on “File” in the top left corner. Then, select “Options” at the bottom of the menu.
A new window will pop up. In the Outlook Options window, click on “Mail” in the left-hand menu. You’re getting closer! Now, look for the “Signatures…” button in the “Compose messages” section and click it.
Clicking that Signatures button is the key! This will open the Signatures and Stationery window, where all the magic happens for changing or creating new signatures.
2. Creating a New Signature
In the Signatures and Stationery window, you’ll see a list of your current signatures (if you have any). To create a brand new one, click the “New” button on the right side of the window.
Outlook will prompt you to enter a name for your new signature. Choose something descriptive so you can easily identify it later, like “Work Signature” or “Personal Signature.”
Now comes the fun part! In the text box below, type in the information you want to include in your signature. This could be your name, job title, company, phone number, website, or even a motivational quote.
You can format your signature using the available options above the text box. Change the font, size, color, and alignment to make your signature look exactly how you want it.
3. Editing an Existing Signature for Updates
Need to update your current signature with new contact info or a fresh title? No problem! In the Signatures and Stationery window, simply select the signature you want to edit from the list.
The contents of the selected signature will appear in the text box below. Make any changes you need, such as updating your phone number or adding a new line of text.
Don’t forget to save your changes! Once you’re happy with your edits, click the “Save” button at the bottom of the window to update your signature.
4. Setting Your Default Signature for Automatic Inclusion
Now that you’ve created or edited your signature, you need to tell Outlook when to use it. In the Signatures and Stationery window, look for the “Choose default signature” section.
Here, you can specify which signature you want to use for new messages and replies/forwards. Simply select your desired signature from the drop-down menus for each option.
If you don’t want to automatically include a signature, you can select “(none)” from the drop-down menus. This means you’ll have to manually insert a signature each time you compose an email.
5. Manually Inserting a Signature When Needed
Even if you have a default signature set, you can always manually insert a different signature into an email. When composing a new email, go to the “Insert” tab.
In the “Include” group, click the “Signature” button. A drop-down menu will appear, listing all your available signatures. Simply select the signature you want to insert into your email.
This is useful if you want to use a different signature for a specific email or if you don’t have a default signature set. It gives you the flexibility to choose the right signature for each situation.
6. Outlook How to Change Signature
Mastering the steps of the outlook how to change signature process is a small change that can make a big impact on your email professionalism. Taking a few moments to set up a professional signature can save you time and ensure that you always present a polished image.
Now that you know how to create and customize your email signatures in Outlook, take some time to create a signature that truly reflects your personal or professional brand. Experiment with different fonts, colors, and layouts to create a signature that stands out and leaves a lasting impression. Your emails will thank you!