Creating an email signature in Outlook enhances the level professionalism in your messaging by automatically including your name and credentials at the bottom of every email you send.
In this guide, we will walk you through creating a basic signature and customizing your own personalized signature from Microsoft's signature templates.
Open the Outlook app on Windows desktop.
Select New Email.
Select the signature icon > drop-down arrow > Signatures.
Select New.
Type a name for your new signature.
We recommend adding your name, job title, phone number, email, work address, or any other information you believe might be important.
Optional: Add an image to your signature to indicate your company or organization. You can download the Alamo Colleges District logo on the district website. For other colleges visit your prospective college website.
Insert your image.
If your image is too big, resize it; right click image > Picture.
Click Size.
Adjust the height to 0.5". The width will adjust automatically.
Select OK when finished.
If you have multiple signatures be sure to select the one you would like to use as a default.
Press Save.
Click OK when finished.
Microsoft templates allows you to personalize a signature from a given template, giving it a more professional and creative look.
You can access the link to templates in your signature page in Outlook. We've also listed the link for you below.
Choose Customize in Word. (You can also download the templates, but customizing in word may be easier for you to quickly edit the template and copy & paste).
Scroll through the pages and select the template that best fits your needs and desires.
Once you have chosen a template, you are going to copy the template.
Make sure the entire template is highlighted.
Then, open a New Email in Outlook.
Note: You must paste the template into a new email message box before you paste it into the signature box. Pasting the signature into a drafted email will also provide you with a nice preview of how your signature will look once finalized.
In the email text box you have the ability to edit the template and customize it with your picture, links, and information.
Paste the template into the message box. Select Keep Source Formatting, so your template stays intact.
If you chose a template with a photo, select the image > right-click > Change Picture > This Device.
Note: Be sure to have saved your headshot to your computer beforehand for easy uploading.
Select the desired image from files.
Click Insert.
Now that your image is customized, you can also add your social links to any icons included in the template.
To add links, select the icon > right-click > Link > Insert Link.
Paste your social link in the address box.
Press OK when finished.
Edit the rest of the text fields to match your information.
Now, once your signature is complete and everything looks correct, copy your new personalized signature.
Be sure entire template and text is highlighted.
Locate the signature icon, select Signatures.
Select New.
Give the signature a title.
Press OK.
Now paste your new template into the signature box. Select Keep Source Formatting when pasting to keep your signature intact.
Now that your signature template is pasted, you may set it as your default signature by selecting the drop down menu below.
Press Save.
Click OK when finished.
In this guide, we will cover creating a template signature on MacOS desktop.
Go to: Get Signature Templates
Choose Download. (Downloading the templates will allow you to edit the signature template more freely in the Word application on Mac devices).
The file will save as a Word document to your Downloads in Finder.
Browse the templates and select one that fits your needs.
Right click the image > Change Picture > From a File.
Choose your desired photo.
Be sure to have downloaded or saved an image to your desktop for easy uploading.
Now, let's edit the icons to reflect your social links.
Right click social icon > Hyperlink.
Input your social link in the address box.
Optional: Change the shape of your photo.
Select Picture Format > Crop drop-down arrow > Crop to Shape.
Choose the Oval.
Make sure all fields are edited to match your information.
Once finished, copy the entire template signature.
Compose a New Email in Outlook > click Signature drop-down arrow > Edit Signatures.
Tap the (+) sign to add a new signature.
Paste your signature into the textbox and name your signature.
Check to make sure everything looks accurate, and make edits if necessary.
Once finished, click Save.
After saving, you may exit this tab.
Here you can preview your signature and set it as the default anytime you compose or reply to a message.
- Choose the email associated with signature.
- Choose signature as default for composing new messages.
- Optional: Choose signature as default for replies or forwarding.
Additional Resources and Video Tutorial
We hope this helps you create amazing signatures in Outlook. If you would like to request additional information, leave a comment.
Need help with something else? Contact the IT help desk.
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