How to Create an Email Signature in Microsoft Outlook (All Versions)

Creating a professional email signature in Microsoft Outlook is a quick and effective way to make your emails look polished and trustworthy. Whether you’re using Outlook 2010, 2013, 2016, 2019, or Microsoft 365, this guide will show you exactly how to create, customize, and manage your email signatures.

Why You Need an Email Signature

An email signature acts as your digital business card. It helps:

• Establish your professional identity
• Provide your contact information clearly
• Promote your company or website
• Maintain consistency across all business emails

A clean, well-designed signature can make a big impression — especially when communicating with clients or colleagues.

How to Create an Email Signature in Outlook 2010

1. Open Outlook 2010.
2. Click the File tab and select Options.
3. Choose Mail from the sidebar.
4. Click the Signatures… button.
5. In the Email Signature tab, click New and name your signature (e.g., Work Signature).
6. Enter your signature details in the editor box:
   
   John Doe
   Marketing Manager | Example Ltd
   📞 +675 7000 0000
   🌐 www.example.com
   ✉️ john.doe@example.com
   
7. Use formatting tools to style text, add logos, or hyperlinks.
8. Under Choose default signature, select when to apply the signature (for new messages and/or replies).
9. Click OK to save.

How to Create an Email Signature in Outlook 2013 & 2016

1. Go to File > Options > Mail.
2. Click Signatures…
3. Select New and name your signature.
4. Add your contact information and format as needed.
5. Choose which email account and messages to apply it to.
6. Save and test by composing a new email.

✅ Tip: Outlook 2013 and 2016 use the same layout and signature editor as 2010, so the steps are nearly identical.

How to Create an Email Signature in Outlook 2019

1. Open Outlook 2019.
2. Navigate to File > Options > Mail > Signatures.
3. Create a New signature and enter your preferred design.
4. Add social media links, a logo, or promotional banners (optional).
5. Assign it to your account and save your changes.

Outlook 2019 supports HTML signatures — so you can add advanced designs or images that match your brand style.

How to Create an Email Signature in Outlook for Microsoft 365 (Web & Desktop)

For the Desktop App:

1. Go to File > Options > Mail > Signatures.
2. Click New and build your signature as in the previous versions.
3. Save your settings and test them by composing a new email.

For Outlook Web (Outlook.com or Office 365 web version):

1. Click the Settings ⚙️ icon (top right).
2. Search for Email signature in the settings search bar.
3. Under Compose and reply, click Email signature.
4. Create your signature using the text editor.
5. Tick the boxes to automatically include your signature in new messages and replies.
6. Click Save.

Best Practices for a Professional Email Signature

• Keep it simple: 4–6 lines maximum
• Use your company logo (small size, under 10 KB)
• Avoid bright colors or fancy fonts
• Include essential details: name, title, company, phone, and website
• Test your signature by sending an email to yourself

Example:

Maria Kave  
ICT Support Specialist | PNG Tech Solutions  
📞 +675 7654 3210 | ✉️ maria.kave@pngtech.com.pg  
🌐 www.pngtech.com.pg  

Final Thoughts

Whether you’re using Outlook 2010 or Outlook 365, setting up a professional email signature is simple and can significantly enhance your business communication. It’s your digital handshake — make it count!