How to Add a Signature in Outlook: A Step-by-Step Guide 2023

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How to Add a Signature in Outlook


At, our mission is to empower individuals with practical knowledge and step-by-step instructions to master a wide array of skills and tasks. In this article, we will guide you through the process of adding a signature to your Outlook email. A signature is a great way to personalize your emails and provide essential contact information. Whether you’re using Outlook for personal or professional purposes, adding a signature can enhance your communication. Let’s get started!


In this digital age, email communication plays a pivotal role in our personal and professional lives. Adding a signature to your Outlook emails can make a significant impact by conveying professionalism and providing vital information in a convenient manner.

Accessing Outlook Settings

  1. Open Microsoft Outlook.
  2. Click on the “File” tab in the upper-left corner.
  3. Select “Options” from the left sidebar.
  4. In the Outlook Options window, choose “Mail” from the list.
image via zapier

Creating a New Signature

  1. Within the Mail section, click on “Signatures.”
  2. In the Signatures and Stationery window, click “New.”
  3. Enter a name for your signature and click “OK.”
image via zapier
image via zapier

Customizing Your Signature

  1. Choose your newly created signature from the drop-down menu.
  2. In the Edit Signature box, you can customize the text and formatting of your signature.
image via zapier

Adding Contact Information

  1. Include your name, job title, and company.
  2. Add your phone number and email address for easy contact.
image via zapier
  1. If desired, add links to your social media profiles.
  2. Use icons to make the links visually appealing.

Adding an Image to Your Signature

  1. Click on the image icon in the Edit Signature box.
  2. Select an image file from your computer.
  3. Resize the image if necessary.

Formatting and Styling

  1. Use bold and italics to highlight important details.
  2. Choose an appropriate font and text size.
  3. Consider using a consistent color scheme.

Adding a Disclaimer

  1. If needed, add a legal disclaimer to your signature.
  2. Clearly state any confidentiality or legal notices.

Mobile Signature Setup

  1. To create a separate mobile signature, click the “Mobile” tab in the Signatures and Stationery window.
  2. Follow similar steps as before to customize your mobile signature.

Preview and Testing

  1. Click “OK” to save your signature.
  2. Compose a test email to ensure your signature appears correctly.

Finalizing Your Signature

  1. Click “OK” in the Signatures and Stationery window to finalize your signature.
  2. Your signature is now ready to be automatically added to your emails.

Frequently Asked Questions (FAQs)

Q1: Can I have multiple signatures in Outlook?
A: Yes, Outlook allows you to create and manage multiple signatures for different purposes.

Q2: Is it possible to change my signature’s font and color?
A: Absolutely, you can personalize your signature’s font, color, and style according to your preferences.

Q3: Will my signature appear on emails sent from my mobile device?
A: Yes, if you set up a mobile signature following the steps provided, it will be added to your mobile emails as well.

Q4: Can I edit my signature later?
A: Of course, you can always go back to the Signatures and Stationery settings to edit or update your signature.

Q5: Is there a character limit for the signature?
A: While there’s no strict character limit, it’s best to keep your signature concise and relevant.


Incorporating a signature into your Outlook emails can greatly enhance your professional image and improve your email communication. By following the step-by-step guide outlined above, you’ll be able to create a personalized and informative signature that leaves a lasting impression. Start utilizing this powerful feature today and streamline your email correspondence like a pro.

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