Insert a signature in Outlook

Create a professional and brand-strong impression by creating a personalized signature for your emails in Outlook. The signature can include text, images, and links. You can create different signatures for standard emails and reply emails, where the reply email signature is often shorter. It is also possible to create a specific signature for, for example, holiday greetings or marketing.

1. The easiest way to create a new signature is to click on New Email. You can find the new email button in the menu under the Home tab. The button has an envelope with a plus sign on it.
2. Select Insert from the menu.
3. Click on the Signature button, which is located in the menu under Insert. You can recognize the button by its appearance; paper and a pen.
4. In the dropdown menu, select Signatures.
5. Click on the New button on the right side of the box, labeled Signatures and Stationery, to create a new signature.
6. You can create a Default Signature. You can either paste the signature or write it directly in the text field. Format the text using the options above the text field. For example, consider if your organization uses a specific font or text color. The signature is a great way to strengthen the organization's brand.
7. In the dropdown menu below the text field, set which emails your signature should be used for. The option is called Choose default signature. You can use your default signature for new emails. Click on the upper dropdown and select, in this case, the Default option.
8. To create another email signature, click on New again.
9. For instance, you can create a Reply Signature. Reply signatures are often shorter than default signatures because they can be repeated many times in an email thread.
10. Paste or write the text you want as a Reply Signature in the text field.
11. Set your signature to be used as a reply signature by clicking on the lower dropdown under the heading Choose default signature. Where it says Replies/forwards, select the Reply option.
12. If you want to create another signature: Click on New.
13. In the text field, enter the name of the new signature, such as the name of a marketing campaign you want to associate with your signature.
14. Click Ok.
15. Paste or write the text you want in your signature. Remember that, in addition to text, you can also insert images and links. Images attract the reader's attention to your signature, and the link is useful when you want to refer the recipient to, for example, your website.
16. Click Ok to save your signatures. The next time you write a new email, your Default signature will automatically appear at the bottom of the email. If you want to switch the signature to one of your other options, click on Include and then Signature.