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How to Create a Signature in Outlook: Best Ideas

Many users prefer to avoid this feature believing that making a signature is too complicated in this program. Yet, once in a while you face the problem, and you need to quickly learn how to create a signature in Outlook. After you read the guidance, you will understand that there is nothing complicated in this process, and create a unique signature in no time.

Woman uses electronic signature

What to Include in an Email Signature

You don’t have to limit yourself to a single version of a signature. Moreover, in business, it is a common practice to have several options for email signatures. The first one is for new emails, and it contains detailed information about you and your work. The second one is smaller, and you can use it in the replies. Once you learn “how do I create a signature in Outlook,” you can craft both versions. Here is what you need to include in creating a signature in Outlook:

  • Name and last name;
  • Your title and the field you work in;
  • Email and phone number;
  • Company address and name;
  • Social networks;
  • Disclaimer.
Woman uses email signature

How Do You Create a Signature in Outlook

If you are curious about “how do you create a signature in Outlook without a problem,” you can start here. This guide contains step-by-step instructions for everyone. Make sure you perform all the described actions in the recommended order.

Here is the best way to create a signature in Outlook on a desktop:

  1. Start by opening an editor in Outlook. Now you have to go to the search box and type “Signature” there. 
  2. Check out the result that appears. You need to press the Signature button in the dropdown menu to start creating a new signature in Outlook via the editor.
  3. Click the “New” button there and create the name for the signature. If you want to make several signatures, you have to specify them in the name so that you won’t get lost later.
  4. Add all the details you need in the signature. Start by writing your name and position. To do this, click the text field in the editor and type the full name, title, and contact information.
  5. You can provide other details there as well.
  6. Once you understand that your signature looks perfect, click OK, and it will be saved.
  7. Once you need to change the design, you have to press the Color dropdown menu there. Pick the color among the offered options or choose one from the “More colors” section.
  8. If you need to change the size of your signature, press the “Font Size” dropdown menu, and you will be able to experiment with the letters. If you want to change the type of font, open the “Font type” dropdown menu.

You can also add the hyperlink to your signature. Your respondent might want to visit the website or the social network profile of your company. This is why, when you decide to create a signature in Outlook online, think about new opportunities to promote your work as well. To do this, you need to:

  1. Pick the text you want to turn into a link with the mouse cursor. You will see the gray background on the letters you’ve selected.
  2. On the right side of the tool strip, you will see the link icon. Press it.
  3. You can enter the address of the website or social network profile there.
  4. Once everything is ready, press OK.

To make the phone number clickable, follow the next steps:

  1. Perform all the steps as you did with the hyperlink.
  2. Instead of the URL, just add your phone number and use the prefix “tel” before the number.

Outlook Email Signature Examples

If you want to learn how to create a new signature in Outlook, you have to get familiar with the best examples of such signatures in advance. You can find your inspiration there. Some of these email signatures are so neat that you might doubt they were made in Outlook. Yet, they were made by people like you who had learned how to use the Outlook editor. Check out the best examples on Pinterest or similar portals. Here are the tips that allow you to reach the same high quality:

  • A signature that says all about your work title. If you want to underline your current title, you can start by putting the job position close to your name, including your business phone number or two, the website of your company, and your corporate email. Don’t forget to include the address of the organization. You can add your photo there;
  • One of the best examples of simplicity mixed with professionalism is the email signature where you put all your contacts close to the icons of the services. You can even add hyperlinks to these recognizable icons of Twitter, Facebook, or Instagram;
  • Don’t forget to always put your photo in the business suit. You have to look professional, and people must remember your face, so the letter will not be accepted as one of many no-names or spam. You can separate the place for the signature into two parts and put your photo into the left part. Make sure you look friendly and never cross your hands so that your clients will think you are not that open to doing business with them;
  • Pick an appropriate color palette there. If you want to look professional and friendly, try to pick cold colors, like blue, green, or mint. These colors will catch the eye but not irritate it;
  • If you want to separate your name from your work, make it more visible, use an entirely different font and make it bigger in size.

How to create a Signature Image for Outlook

You don’t need to use Outlook to create your professional signature if you don’t want to. There is an alternative for those creative people who prefer to draw. They can use the esign tool and pick the Draw Signature Online service there. Here is how you can do it:

  1. Open the page of the esign and find the Draw section.
  2. You will see the empty space in front of you with the panel of simple tools above it. There are not many tools, but they are extremely simple to learn.
  3. You can use a cursor, a type pad, or even a stylus to draw the signature in the empty space you see in front of you.
  4. You can change the color palette in the left box at the panel. You will see a wide range of colors there once you press it;
  5. You can change the size of the font in the panel as well, right below the black box with colors. Drag the line to the left or right based on the thickness of the font you want.
  6. You can always undo your steps by pressing the Undo button above. It will bring you one step back.
  7. Once you are done with the signature and satisfied with the result, you have to press the Download button. Your signature will be saved on your device.


Here are the most popular questions users ask online about email signatures. Read the answers to find more details about the whole process. They might be helpful for you as well.

How to create a custom signature in Outlook?

You need to follow the steps that were described above step by step on your desktop. It is simple and does not require much knowledge from you. You have to make sure you provide the correct phone numbers, email addresses, and company addresses. Don’t forget to include your job position.

How do I add a logo to my email signature in Outlook?

You can use Outlook to add the logo of your company as a picture. You can always add the logo to the background. To do this, click the cursor on the place you want to place the image, and click the image of the icon in the right-hand section of the tools. Pick “Upload the image,” which you can choose on your device.

Why is my logo not showing in my Outlook signature?

You might have saved your logo in the wrong format, or you need to fix its size. To resize it, you have to click on the image and drag the black squares you see on the image corners. You will see the preferred design of the signature. Repeat the procedure from the beginning.

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