How to Add Signature in Outlook? Set Default Outlook Email Signature

Outlook is a desktop-based email application which is frequently used by many users both for official and personal use. Further email signature which is an integral part official use, is a feature provided by Microsoft Outlook. How to add signature in Outlook in different ways, is still the question for many users. Many Outlook users search for solutions for how to create the professional email signature in Outlook with a hyperlink in it. There are times when there is a requirement of short-to the point signature for bulk replies. The signature should be formal and official looking one. In Outlook a user can create more than one personalized signature for all the email messages. The signature can include text, images, electronic business card, hyperlink, a logo and an image of the handwritten signature etc. Now, let us see how to set default email signature in Outlook 2016, 2013, 2010, 2007 and lower versions.

Why Professional Users Prefer Email Signature?

The email signature is like handling a personal business card every time the user sends the email. So if a user wants to know how to add signature in Outlook emails, then it is one of the most efficient decision. See the reason why email signature is important in this era:

1. Professionalism: Having an email signature makes the email look more official, and further it makes the company look more established.
2. Branding: Signature helps in branding who you are as a company. It is a perfect opportunity to brand every message that a person is sending.
3. Recognition of Brand: By creating the email signature in Outlook for each employee of the team, it creates brand recognition for each person from whom the mail is going.
4. Business Card: If the signature is the digital business card, it is a way to connect with customers and convey openness to communication.
5. Association: Adding the picture to your signature in email messages in Outlook is like an icing on the cake. It will establish the personal association between one who is receiving email and one who is sending.
6. Quick links: Allows to mention company’s phone or address in default email signature in Outlook email. This way customers can be connected at more personal level. With the mentioning of the phone or address, a customer can quickly connect to the person or company.

How to Add Signature in Outlook Email Message?

Office 2007-2010

• Open a new message. On the Message tab, in the Include group, click Signature and then click Signatures.

• Then, click on the New in the Email signature tab

• Type a name for the signature and click OK

• In the Edit signature box, type the text you want to include in the signature.

• In order to format the text, select text and then use style and formatting button to select the option that you want.
• To add elements besides text, click where you want the element to appear. Then do any of the following:
• To add an electronic business card– Click business card and then click a contact in the filed as the list. Then Click OK

• To add the picture– Click a picture, browse to a picture, click to select it and then click OK.
• To finish creating the signature, click OK

How to Add Signature in Outlook 2013-2016 Emails?

• Open a new email message
• Select Signatures >Signatures from the message menu

Depending on the size of Outlook window, the Message menu and Signature button might be in two different locations.

• Under select signature to edit, choose New and in the New Signature dialog box, type a name for the signature
• Under Edit Signature, compose your signature. The user can change font, font colors and sizes as well as text alignment. In case of a stronger signature with bullets, tables or borders, use a word to format the text, then copy paste the signature into the Edit signature box.

• Choose OK to save your new signature and return to your message

Under Choose Default Signatures Option

In case of you need to set up default email signature in Outlook, following option have to be set. After you have created a signature, then add the signature in Outlook emails. Now to set default signatures, follow the steps given below:

• In the email account drop-down box, choose an email account to be associated with the signature. For each email account, there could be the different signature.
• If the user wants the signature to be added to all the New Messages by default, in the new messages drop down box, select one of your signatures
• If the user wants the signature to appear in messages that the user replies to and forwards drop-down, select one of your signatures.

Adding Logo or Image to the Signature

• Open a new message and then select Signature > Signature
• In the Select signature to edit box, choose the signature the user wants to add, this includes logo or image.
• Select the image icon Locate your image file and select Insert

• To resize the image, right click image and then choose Picture. Select the Size tab and use the option to resize an image. To keep image proportions, make sure to check the Lock aspect ratio check box.
• When the user is done, select OK and then select OK again to save the changes to the signature.

Insertion of Signature Manually

To add signature in Outlook email message manually, follow the simple steps below:

• In the email message, on the Message tab, select Signature
• Choose your signature from fly-out menu that appears. If the user has more than one signature, he can choose more than one signature.

Conclusion

The above article is all about how to set default email signature in Outlook 2016 2013, 2010, 2007, 2003. The reason for creating, inserting and setting up the email signature in Outlook shows professionalism and establishes an identity of the person and also where the person works. There are many ways to add the signature in Outlook which includes text, images, business card and so on. It is not necessary that the all email signature will be just in form of text. There are various ways of creation of email signature in Outlook account. A user can add any type of signature based on their requirement.