In Microsoft Outlook (desktop versions 2010,2013,2016) there is a feature that allows you to create a personalized email signature that can include text and images. You can also configure your settings so that the email signature can be added to all outgoing messages, or you can choose which messages to add the email signature. Another feature allows you to specify if you want them on all outgoing mail, or just new messages. You can even assign a different signature on Replies and/or Forwards. This is just one of many features built in to Outlook for Desktop.

When creating your email signature, you want to include all of your relevant personal or business information. This usually includes, but is not limited to, your name, job title, address, company name, phone number, fax number, email address, company website address, blog, company logo, legal disclaimer, and becoming more and more popular, corporate social media links. Once you’ve created your email signature, everyone will see the information you are displaying publicly once they’ve received your email. Make sure that you don’t include information that you do not want everyone to see. In creating an email signature, you are supposed to be branding yourself, or the company you represent. If you are using logos, pictures, or some other graphic images, you want to make sure that they are of the best quality. I recommend using .PNG images; This option gives you the absolute best quality when using images in an email signature.

Another thing you have to consider is the font that you use to create your email signature. There are only a handful of fonts that are considered web-safe. There are a ton of email clients out there, and every email client is different. This means that if you are using a non-web safe font, your message might not be viewed properly, or even viewed at all. As mentioned in an earlier blog, the web fonts that are generally the most web-safe are: Arial, Courier,Georgia, Helvetica, Times New Roman, Trebuchet, Verdana. Outlook for Desktop has hundreds of fonts to choose from. If you are sending an email from one Outlook for Desktop user to another, then chances are whatever font you use may show up as it should. However, if you send that same message to someone with a different email client, the message can be distorted due to the non-web safe font being used. This is why you want to stay within the parameters of the fonts that are actually web-safe.

Keep this in mind when you are creating your email signature and you will properly optimize each branding opportunity with every message. Now I will show you how to create an email signature in Outlook for Desktop step-by-step with illustrations. I take you through the steps in creating an email signature, and all the way up to specifying which messages to include an email signature.

Click "File", then Click "Options"

Outlook File Options

Next Click "Mail" and then Click "Signatures"

Outlook Mail Signatures

You will see the window below, which allows you to create and edit Email Signatures, and assign those Email Signatures to New Messages, Replies, or Forwards.

Outlook Signatures and Stationary

Click "New"

Create new signature

Type in a name for your new signature

Enter your Email Signature Information. This typically will include your Name, Job Title, Company Name, Phone Number, Fax Number, and Legal Disclaimer. Simply type in whatever you want your email signature to say and click "Save".

Outlook Email Signature with Disclaimer

Once you save the signature. It becomes available as an option to have this signature in your Signatures and Stationery. In this example, "New Email Signature" becomes available to me once I click "Save".

The next thing that you need to do is "Choose default signature" Here you can specify whether you want the signature to appear on New Messages, Replies and Forwarded Messages. In this example, I would like my email signature to appear in New Messages as well as Replies/forwards.

Choose Default Email Signature

Once the email signature is created, and assigned to New Messages and/or Replies and Forwards, your email signature will automatically appear when you create a new message or do a reply, or forward.

Let’s check to make sure that everything is set up properly. Go to the Desktop Outlook Home Screen, and Click "New Email"

Outlook Insert Email Signature

You will see that the email signature that you just created is now inserting automatically into your Microsoft Outlook email. The same applies for Replies and Forwards.

There you have it! This is a quick and easy way to set up an email signature with Microsoft Office Outlook. As you can see, Outlook definitely limits your ability to customize the design layout. You are able to build an email signature using their tools, but there is no compliance, and very limited options. If you or your company is currently using this method to deploy your email signatures and you've noticed that there is no compliance or consistency within your company email signatures, then I would recommend speaking with a professional email signature company like sigbop, who is a leader in the email signature world. They have several years of experience in designing, installing, and maintaining corporate email signatures and its much easier to setup! If you are looking for customization, if you are looking for compliance, and if you are looking for proper branding, then talk to the experts at www.sigbop.com