How to Edit Your Outlook Signature Quickly

Sending emails with a customised Outlook signature is a great way to add professionalism to your communications. With this guide, you’ll be able to easily set up, or edit your Outlook email signature to ensure it reflects your brand image, makes a lasting impression on the recipient and informs viewers of any new updates within your business


Access Outlook Signature Tool

To create a customised Outlook signature, you’ll first need to open the Office Outlook app. From the Home tab, click on the ‘Signatures’ button. A new window will come up from which you can create and edit your signatures with ease. Configure both text and images in this space as desired, then hit the ‘Save All’ button before exiting out of this screen.

Now it’s time to configure the look and feel of your signature text. Use the formatting toolbar at the top of the screen to customise the font type, size, and colour as desired. You can also add hyperlinks to different web pages if needed. 


To do this, highlight an image, word or phrase within your Outlook signature, then select ‘Insert Hyperlink’ from within the toolbar. The ‘Insert Hyperlink’ window will appear where you can enter any web address as desired. When finished, click the ‘OK’ button to place the link in your Outlook signature.

Include Images and Brand Logos

To add images or company logos to your Outlook signature, click the ‘Image’ button at the top of the screen and enter a file location for any image you wish to use. Alternatively, if you want to insert a logo from one of your online accounts, such as Facebook or Twitter, simply click on the ‘Online Pictures’ option and paste in the address of the logo. Once you’ve completed this step, save your changes and double-check that all images have been properly inserted. 

Select Your Default Signatures for New Messages or Replies/Forwards

Before you’re done, don’t forget to select which of your signatures you want to set as the default for new messages and any replies/forwards you send. Simply go to File > Options > Mail > Signatures and choose the following options: Default Signature for New Messages, Default Signatures for Replies and Forwards. Once you’ve made the desired choices, click ‘OK’ to save your changes and complete the setup of your Outlook email signature.

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Test Out Your Updated Signature in a Sample Email

Make sure to use a sample email to test out the format and detail of your newly updated signature. This will help you guarantee that your new Outlook signature looks the way it’s supposed to, which is important for improving the professionalism of your emails. If you notice something isn’t quite right, you can go back and make adjustments before sending it out to contacts and colleagues.

Key Takeaways

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How to Edit Your Outlook Signature Quickly
Are you overspending on IT Support?

Do you feel like your fixed-term IT agreement doesn’t provide the value that you were promised?


Find out how much you could save.