Email Signature in Outlook

An email signature is a personalized block of text added automatically at the bottom of the email which includes professional contacts details and company branding. Adding signature in business email add up the opportunity to brand every email that helps the recipient to familiarize who the who the sender is. Below are the steps on how to add the email signature in Outlook Web and Desktop Application.

 Outlook Web

In the settings (gear) click on “View all Outlook Settings”

"Email signature" is available on the "compose and reply" of the "Mail" tab.

You can now design the signature that you want to add in every emails. You can also add the company logo for branding from “Insert picture inline”Example:

Best Regards,

Prakash Chhetry | Education Consultant

Chhetrys Blog Pvt. Ltd.

A: Kathmandu,Nepal P:+977-98400---99 

W:www.prakashchhetry.com.np

Please consider the environment before printing this email.

This email including attachment(s) and other information is confidential and intended solely for its recipient(s).Any disclosure of information to individuals, group or company, internal or external, is prohibited. Should you receive this communication by error, please notify us immediately by responding to the sender of this email.

Company logo is now added. You can now minimize or maximize the company logo as per your requirement. Also, you can add your name, designation, company information etc.

Change color,style etc. with all the available options.You can also add URL for certain texts.In this demonstration, we will add the URL www.prakashchhetry.com to the text www.prakashchhetry.com.np . When the recipient clicks the URL then he or she will be redirected to the URL.

Select the text on which you want to add the URL and Click attach option available as highlighted in the picture.

Type the URL in the “Web address” field.

Now when you hover around the text www.prakashchhetry.com.np it will show up with the URL.

Similarly, you can also add up the URL on the logo as well. If the recipient, click on the logo then he/she will get redirected to the URL inserted.

Select the picture and click on the 3 dots as shown below. You will see the insert attachment tab available. Click on it.

Type the URL.

After the signature is ready up to your satisfaction, click on save.

You can now see that the signature has been saved. You can rename or delete the signature with the available options below.

Now we will test on how the email signature work. For that click on “New email”.

We can see that the email signature is not available automatically. In this case you need to go settings and insert the signature by yourself.

To insert the signature, click on the 3 dots and you will see the options “Insert Signature”. Click on the signature that you have recently created.

After clicking on insert signature you will now be able to see the signature that you have made on your new email but what if you want the email signature to be automatically added in each and all new emails and replies. For that you have to go to the settings and make certain changes. Follow the steps below

Go back to the settings, you will see that by default, the signature is not selected for new messages, replies and forwards.

Choose the signature that we have created for both new messages and replies/forwards. Now click on Save.

Now when you try to send a new email, the signature will automatically be added at the bottom of the email.

Desktop Application

We have already created the signature in the outlook web app but when I tried to send the email from desktop application it did not show the email signature rather it showed the email signature which was created earlier in the desktop application. Now let’s check on how the email signature created will work on the desktop application or how you can add the email signature directly in the desktop application.

Similar to web application you can insert the signature on each of your emails by yourself by going through the signature options. Go to the signature option and choose the signature that you want to add on every new emails and replies.

The signature is inserted in the new email by choosing the signature that was created earlier in the web application, from the signature tab from desktop application but what if the user wants to add the signature from the outlook desktop application itself. For that follow the steps below:

Click on the file menu

Click on “Options”.

On the “Mail” tab click on “Signature”.

You will see that the email signature that we have created from the outlook web application.You can also rename, delete, or add new signature. If you outlook desktop application is logged in with two or more accounts, then you can add more then one email signature choosing the email accounts.

Choose default signature for your account and click ok.

Click “OK”

Now when you try to send a new email then the signature will add on to your email automatically.