How to Complete Outlook Signature Setup: A Step-by-Step Guide

Adding a personalized signature to your Outlook emails can give them a professional touch and save you time. It’s a pretty straightforward process that anyone can do. Let’s dive into the steps you’ll need to follow to get your Outlook signature set up and ready to go.

Step by Step Tutorial for Outlook Signature Setup

Setting up an email signature in Outlook is a simple way to ensure that every email you send out has a professional touch, complete with your contact information, job title, and any other important details you want to include. Here’s how to do it:

Step 1: Open the Outlook Signature Settings

Open your Outlook email client and click on the File tab at the top left corner.

Once you’re in the File tab, you’ll see a bunch of options, but the one you’re looking for is “Options.” Click on that, then in the Mail category, click on “Signatures.” This will open a new window where you can create and manage your email signatures.

Step 2: Create a New Signature

Click on the “New” button to create a new signature.

You’ll be prompted to name your new signature. Choose something that makes sense to you, like “Work” or “Personal.” Once named, you can start crafting your signature in the editing area. You can format your text, add images or links, and even include social media icons.

Step 3: Set Default Signatures for Different Email Accounts

Choose your default signature for new messages and replies/forwards from the drop-down menus.

If you have multiple email accounts set up in Outlook, you can assign a different signature to each one for new emails and replies. This is especially handy if you want a more formal signature for work emails and a casual one for personal messages.

Step 4: Format Your Signature

Use the formatting toolbar to add style and personality to your signature.

The sky’s the limit when it comes to formatting your signature. You can change the font, size, color, and alignment of your text. You can also add images, such as your company logo or a professional headshot, and hyperlinks to your website or social media profiles.

Step 5: Save Your Signature

Click “OK” to save your signature and again on the Outlook Options window to apply the changes.

After you’ve put the finishing touches on your signature, make sure to save it. You’ll be brought back to the main Outlook options window, where you’ll need to click “OK” once more to make sure everything is set.

Once you complete these steps, your new email signature will automatically be added to all outgoing messages, saving you the hassle of typing out your contact information each time you send an email.

Tips for a Better Outlook Signature Setup

  • Keep your signature simple and professional; avoid cluttering it with too many elements.
  • Make sure to include essential information like your name, position, company, and contact details.
  • Use a small, web-friendly image if you’re adding a logo or photo to ensure quick loading times.
  • Test your signature by sending an email to yourself to see how it looks on different devices and email clients.
  • Update your signature regularly to reflect any changes in your job title or contact information.

Frequently Asked Questions

What is the ideal size for images in an Outlook signature?

Images in an Outlook signature should be no larger than 650 pixels wide and 150 pixels high to ensure they display correctly across different devices.

Can I add social media icons to my Outlook signature?

Yes, you can add social media icons to your Outlook signature. Make sure to use small, web-friendly images and hyperlink them to your profiles.

How do I add hyperlinks to my Outlook signature?

Highlight the text or image you want to link, click the hyperlink button in the formatting toolbar, and enter the URL you want to link to.

Can I use different signatures for replies and new emails?

Yes, Outlook allows you to set different signatures for new emails and replies/forwards. Just choose the appropriate signature from the drop-down menus in the Signatures settings.

How often should I update my Outlook signature?

You should update your Outlook signature whenever your contact information or job title changes, or whenever you want to refresh the look of your signature.


  1. Open the Outlook Signature Settings
  2. Create a New Signature
  3. Set Default Signatures for Different Email Accounts
  4. Format Your Signature
  5. Save Your Signature


Creating an Outlook signature is an easy way to add a personal and professional touch to your emails. It’s a small detail that can make a big difference in how your recipients perceive you and your messages. With a well-crafted signature, every email you send out can effectively communicate who you are and what you do. As we’ve gone over, setting up your signature in Outlook is a breeze, and with a little creativity, you can make it truly yours.

Remember to keep your signature concise and relevant. It’s tempting to throw in a bunch of information, but less is often more. Your signature should complement your message, not distract from it. And don’t forget to update it as needed—keeping your information current is key to maintaining your professional image.

Whether you’re a seasoned Outlook user or just getting started, take a moment to set up or refresh your email signature. It’s a simple step that can enhance your daily communications and leave a lasting impression on your contacts. So, go ahead and give your emails the signature touch they deserve!

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