How to add signature in outlook

Last Updated: Mar 10, 2024 by

In today’s digital age, email has become a primary form of communication for businesses and individuals alike. With the vast amount of emails being sent and received daily, it’s important to make your emails stand out and leave a lasting impression. One way to do this is by adding a signature to your emails. In this article, we will discuss how to add a signature in Outlook and the importance of email branding.

Why Add a Signature in Outlook?

A signature in Outlook is a block of text or images that are automatically added to the end of your emails. This can include your name, job title, contact information, and even a logo or image. Adding a signature to your emails not only adds a professional touch, but it also saves you time from having to manually type out your information at the end of each email. It also helps with email branding, which is crucial for businesses.

Steps to Add a Signature in Outlook

  1. Open Outlook and click on the “File” tab in the top left corner.
  2. In the drop-down menu, click on “Options.”
  3. In the Outlook Options window, click on “Mail” in the left-hand menu.
  4. Scroll down to the “Compose messages” section and click on the “Signatures” button.
  5. In the Signatures and Stationery window, click on the “New” button to create a new signature.
  6. Give your signature a name and click “OK.”
  7. In the Edit Signature box, type in your desired signature text and format it using the toolbar options.
  8. To add an image or logo, click on the “Insert Picture” icon and select the image from your computer.
  9. Once you are satisfied with your signature, click “Save” and then “OK” to exit the window.
  10. Your new signature will now be automatically added to all new emails you compose.

Importance of Email Branding

Email branding is the process of creating a consistent and professional image for your business through email communication. This includes using a branded email address, logo, and signature. By adding a signature to your emails, you are not only promoting your brand, but you are also establishing credibility and trust with your recipients. It also helps with brand recognition and can make your emails more memorable.

Tips for Creating an Effective Signature

  • Keep it simple and concise. Your signature should not be longer than 4-5 lines.
  • Use a professional font and font size.
  • Include your name, job title, and contact information.
  • Add a link to your company’s website or social media pages.
  • Use a signature color that matches your brand or logo.
  • Avoid using too many images or graphics, as it can make your signature look cluttered.


Adding a signature in Outlook is a simple and effective way to enhance your email communication and promote your brand. By following these steps and tips, you can create a professional and eye-catching signature that will leave a lasting impression on your recipients. So go ahead and add that signature to your emails and watch your email branding and professionalism soar.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.