How to Create an Email Signature

How to Create an Email Signature

A consistent email signature presents a professional image and gives recipients your contact information at a glance. You can set up signatures in both the Outlook desktop app and Outlook on the Web. If your organization provides a standard signature template, use that as your starting point.

Outlook Desktop (Windows)

  1. Open Outlook and go to File > Options > Mail > Signatures.
  2. Click New, give your signature a name (e.g., "Standard"), and click OK.
  3. In the editor, type your signature details: name, title, phone number, email, and company information. Use the formatting toolbar to adjust font size and add your company logo if provided.
  4. Under Choose default signature, set it for both new messages and replies/forwards.
  5. Click OK to save.

Outlook on the Web

  1. Go to outlook.office.com and sign in.
  2. Click the gear icon (top right) and select View all Outlook settings.
  3. Go to Mail > Compose and reply.
  4. Create or edit your signature in the text box. Use the formatting toolbar to style it.
  5. Check the boxes to include it automatically on new messages and replies.
  6. Click Save.

Important Notes

Signatures set in the Outlook desktop app do not sync to Outlook on the Web or Outlook Mobile. You need to configure each separately. If your organization uses a centralized signature system, your signature may be applied automatically by a server-side rule, and any local signature you set will appear in addition to it.

Need help? Submit a ticket and a CMO IT Services technician will assist you.

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