What is an email signature?

An email signature comprises text and/or images that is added to the end of an outgoing email messages. You can use an email signature to automatically add “boilerplate” text, like: The items required for legal compliance, Marketing Messages and Disclaimers. Sometimes you will find that email signatures are also called email footers, they are the same thing and the terms can be used interchangeably.

Create an email signature including your logo

You must use Microsoft Office Word as your email editor when your email signature includes pictures or logos.

1. In the main Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
2. Under Message format, in the Compose in this message format list, click the message format that you want to use the signature with.
3. Under Signature, click Signatures, and then click New.
4. In the Enter a name for your new signature box, type a name.
5. Under Choose how to create your signature, select the option you want.
6. Click Next.
7. Click Advanced Edit.

When the dialog box appears cautioning you that an editor not part of Microsoft Office Outlook will open, click Yes.

1. Design your email signature. Make sure that you include the relevant legal requirements if you are a business.
2. When you are ready to insert a picture or logo, on the Insert menu, point to Picture, and then click From File.
3. Close the advanced editor, making sure that you click Yes to save your changes.
4. When you finish editing the new signature, click OK.

Note: If you are creating your signature in Word, make sure that you press SHIFT+ENTER at the end of each line of text. If you press only ENTER, Outlook inserts your signature so that the recipient sees your signature in double-spaced format.

What next with your email signature?

After you create your email signature, you need to configure Outlook to insert your signature in your email.

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