How to Create an Email Signature in Outlook

How to Create an Email Signature in Outlook

 

 

Did you know Outlook can append a signature to each email you send automatically? And what's even better, is it's simple and easy to do. Take five minutes out of your day to create an email signature.

No Need to Type More Than Once

One of the ways to get things stored and ready for recall in long term memory is through repetition. Chances are you already know your name and contact details, however, so the profit of typing them repeatedly at the end of your emails is minimal.

Why Include an Outlook Signature With Every Email You Send?

At the same time, you can include a short display of your copywriting skills with every email, and the benefit – possibly through people seeing your message repeatedly – can be enormous.

These are but two good reasons to automate the addition of some essential text to every email you send. In Outlook creating a signature comprised of this text is easy, even though you have to explore the depths of Outlook's settings a bit.

Add Social Media to Your Signature

By adding your Facebook Page, Twitter handle or Instagram information to your email signature, you can broaden your followers, and gain access to your professional social media endeavors.

Create an Email Signature in Outlook

To add an email signature to your Outlook:

• ›› Step by Step Screenshot Walkthrough

1. Click File in Outlook.
2. Now click Options. Go to the Mail category.
3. Click Signatures.

1. Now click New under Select signature to edit.
2. Enter a name for the signature.
   • If you create different signatures for different accounts, for work and personal life or different clients, for example, do name them accordingly; you can specify different default signatures for accounts and always pick the signature for each message.

1. Click OK.
2. Type the desired text for your signature under Edit signature.
   • It is best to keep your signature to no more than 5 or 6 lines of text.
   • Include the standard signature delimiter (– ).
   • You can use the formatting toolbar to format your text, or insert an image in your signature.
   • To add your business card as a vCard file (with which recipients can import or update your contact details):
     1. Move the cursor where your business card should appear in the signature.
     2. Click Business Card in the formatting toolbar. Locate and highlight yourself.
     3. Click OK.
3. Click OK.
4. Click OK again.

Create an Email Signature in Outlook 2007

To add a new signature for ending emails in Outlook 2007:

• ›› Step by Step Screenshot Walkthrough

1. Select Tools | Options... from the menu in Outlook. Go to the Mail Format tab.
2. Click Signatures. Go to the E-mail Signature tab.
3. Click New.
4. Type the new signature's desired name.
   • If you have more than one signature for different purposes, name them accordingly.
5. Click OK.
6. Type the desired text of your signature under Edit signature.
   • See above for add formatting options and the signature delimiter.
7. Click OK.
8. Click OK again.

Create an Email Signature in Outlook 2003

To set up an email signature in Outlook:

1. Select Tools | Options from the menu in Outlook. Go to the Mail Format tab.
2. Click Signatures.
3. Click New.
4. Give the new signature a name.
   • If you set up more than one signature for different purposes – work mail vis-à-vis personal chat, for example – name them accordingly.
5. Click Next >.
6. Type the desired text of your email signature.
   • It is best to limit your signature to no more than 5 or 6 lines of text.
   • Include the standard signature delimiter (it does not count as a line of text).
   • You can use the Font... and Paragraph... buttons to format your text, but if you want to use links, fancy formatting and images even in your signature, you can do so more easily via a different route.
   • Additionally, select a business card to add under vCard options.

1. Click Finish.
2. Now click OK.
3. If you have just created your first signature, Outlook has automatically made it the default – automatically inserted – for new messages. To use it for replies as well, which I recommend, select it under Signature for replies and forwards:
4. Click OK again.

 

Adding a Signature in Gmail

An email signature comprises a few lines of text placed at the bottom of all outgoing mail. It can contain your name, website, company, phone number, and even a short elevator pitch. You can use this to share essential contact information and advertise both yourself and your business in a condensed form.

In Gmail, setting up a signature for your emails is simple.

Add an Email Signature in Gmail

To set up a signature automatically added to emails you compose in Gmail:

1. Click the Settings gear in your Gmail toolbar.
2. Select Settings from the menu that will have appeared.
3. Go to General.
4. Make sure the desired account is selected under Signature:.
   • Here, you can also disable Gmail email signatures altogether.
5. Type the desired signature in the text field.
   • It is best to keep your signature to about five lines of text.
   • You do not have to include the signature delimiter. Gmail inserts it automatically.
   • To add formatting or an image, use the formatting bar.
   • If you cannot see the formatting bar, start a new message using rich-text formatting.
6. Click Save Changes.

Gmail will now insert the signature automatically when you compose a message. You can edit or remove it before clicking Send.

Move Your Gmail Signature Above Quoted Text in Replies

To have Gmail insert your signature right after your message and above the original message in replies:

1. Click the Settings gear icon in Gmail.

1. Select Settings from the menu that has appeared.
2. Go to the General category.
3. Make sure Insert this signature before quoted text in replies and remove the "--" line that precedes it is checked for the desired signature.
4. Typically, add the standard signature delimiter to the signature manually.
5. Click Save Changes.

Set Up a Special Signature for Mobile Gmail

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Problems with email signatures in Office 365

In Office 365, there are some situations in which your email signatures stop working. Here is a quick list of the most frequent problems with email signatures and their solutions:

• Office 365 signature cannot be edited
• No image in Office 365 Signature
• Double line spacing in an email signature
• Office 365 email signature greyed out
• Email signature doesn’t show directly under replies or forwards
• Office 365 email signatures are not displayed in Sent items

Office 365 signature cannot be edited

Sometimes, when using your Office 365 OWA, you might experience a problem when trying to set an email signature for your account. When going through email settings, under “Layout” menu, the “Signature” button might be missing. This makes it impossible for Office 365 users to make any changes to their e-mail signature. The most probable cause is OWA policy blocking the feature. Here is how to fix this:

1. Access your Exchange online admin center, and go to permissions section.

2. There, choose “Outlook Web App policies” tab in the top part of the window. Choose the policy which is in action (OwaMailboxPolicy in this example) and edit it.
3. In features tab click “More options” at the bottom.

4. Check “Email signature box”

Note:

• This feature can be used the other way around in case there is an email signature/disclaimer added through mail flow rules or third party tool and you want to block user-made signatures
• If a signature is added prior to blocking this feature, users will still be able to use it. It can be even added automatically if such an option has been chosen.
• OWA policies, as expected, are not applied to users who access their mailboxes in Outlook.

If you are not sure how to set an email signature in Office 365, this article might just help you.

Back to the list of problems

No image in Office 365 Signature

Have you added an image to your signature, but it is not displayed? Have you struggled with the dreaded red x icon showing instead of your signature content? This might have happened because you have used a linked image type. Linked images are blocked automatically by most email clients. What is more, if a web location where the image is located becomes temporarily or permanently unavailable, the image will not be displayed. Neither will it display while browsing emails in offline mode. This issue can be addressed by using embedded graphics:

1. Click the picture icon in signature editor window and choose the picture you want from its location.

Note:

• Images in this option are sent as hidden attachments, increasing mails’ size
• On rare occasions such images can be deleted by recipient’s anti-virus software
• If you want to use embedded pictures in automatically attached email signatures or disclaimers, you have to use a third party tool, like CodeTwo Signatures for Office 365

You can read more on differences between linked and embedded (inline) pictures in this blog entry.

Back to the list of problems

Double line spacing in an email signature

While editing an HTML email signature in OWA or Outlook, it is quite common that your beautifully formatted template does not display as well as you would like. The most frequent problem is that of double line spacing:

Although there are quite a few ways to solve the problem, there is one which tends to work for every problem connected with formatting, double spacing being one of them:

1. Start from creating your signature in a word processor or email signature design;
2. Copy and paste the email signature you have created into the signature editor;
3. Make small adjustments in case something is not perfect yet.

The double spacing problem could also be solved by using shift-enter combination, instead of starting a new paragraph by simply pressing enter. However, sometimes it might cause the signature to appear as just one line of text. The solution above guarantees that the problem is solved. Apart from that, it gives you more editing options than the built-in email signature editor.
Back to the list of problems

Office 365 email signature greyed out

This issue might occur if you access your Office 365 email account in Outlook. If you cannot change or add a new email signature, this is most likely caused by a certain value entered into Registry. It has nothing to do with Office 365 Administration, it is entirely dependent on Microsoft Window’s functionalities. In order to repair the issue, follow those simple steps:

1. On your keyboard, hold windows icon and press R
2. Type regedit and press enter

3. This will open the Registry editor. In the tree on the left side, follow path: HKEY_Current_User > Software > Microsoft > Office > X -> Common -> MailSettings
4. If there is a value named “DisableSignatures” and is set to 1, modify it so that it is set to 0

Note

• Playing with the Registry might prove to be a bad idea. Be sure to always create a registry backup before you start working with it. This can be done by clicking File -> Export… and choosing a target location for your backup.
• Additionally, there can be value “NewSignature” and “Reply_Signature” with value type “REG_SZ” and value data set to a name of a signature which is to be added automatically. Those Registry entries should also block changing signatures.

Back to the list of problems

Email signature doesn’t show directly under replies or forwards

It is a well-known issue and problem often discussed among Exchange Online administrators. Email conversations, instead of looking nicely, like posts on a forum, do not have email signatures under forwards or replies. The email signature can only be appended or prepended to each message.

Unfortunately, Exchange Online does not provide a way to overcome this problem natively. What is more, if you do not add an exception to your mail flow rule, you may experience your signature doubling in the same place.

Currently, the only way to automatically add email signatures directly under replies or forwards is to use a third party tool. Your best bet would be trying out CodeTwo Email Signatures for Office 365.
Back to the list of problems

Office 365 email signatures are not displayed in Sent items

Another issue that companies often face is that email signatures inserted on server level by Exchange online are not visible in Sent Items folder. This might pose a great problem if there is a disclaimer that should be attached to each and every sent email. Not being able to check if the disclaimer is appended the way it should be, might cause problems of legal nature.

There is a workaround for this problem – instead of appending disclaimers on a server level, you can create one email signature template and distribute it to all users. Then, just instruct them to insert the disclaimer in their email clients and it should be done.

Unfortunately, although it solves one problem, it may generate a list of new ones. To name a few:

• Employees may fail to implement the email signature or simply ignore the request to set it up.
• In case users use more than just one email client, the signature may look differently across the company
• Every change in email signature would have to be implemented on all the machines every time it occurs

In order to view email signatures and disclaimers in Sent items successfully and without nasty side effects, you will need to use CodeTwo Email Signatures for Office 365 – the first email signature manager for Office 365 on the market to offer such a feature.

Those are the most frequent problems you might experience with Office 365 email signatures. If you experience any other issues, be sure to mention them. We will try to address those problems to the best of our abilities.