In 5 steps to the perfect Outlook signature
Who often writes e-mails will probably be annoyed at some point constantly manual the standard phrase “Sincerely” and put his name under it. It will be even more exhausting if you also want to insert additional contact data such as: address, telephone, fax, etc.
Fortunately, Outlook gives us the function of the signature template for this task.
This allows us to easily select different signatures (depending on the occasion and the recipient) and also provide them with business photos for business contacts or applications.
Read in our article how to make more impression with your signature in Microsoft Outlook.
In 5 steps to the perfect Outlook signature
Who often writes e-mails will probably be annoyed at some point constantly manual the standard phrase “Sincerely” and put his name under it. It will be even more exhausting if you also want to insert additional contact data such as: address, telephone, fax, etc.
Fortunately, Outlook gives us the function of the signature template for this task.
This allows us to easily select different signatures (depending on the occasion and the recipient) and also provide them with business photos for business contacts or applications.
Read in our article how to make more impression with your signature in Microsoft Outlook.
1. Switch to the Outlook Options menu
1. Switch to the Outlook Options menu
First we have to switch to the option menu of Outlook.
To do this, click on “File” in the tab on the left next to “Start” and change there in the e-mail options to “Signatures”
See picture (click to enlarge)
First we have to switch to the option menu of Outlook.
To do this, click on “File” in the tab on the left next to “Start” and change there in the e-mail options to “Signatures”
See picture (click to enlarge)
2. Name assigned for e-mail signature
2. Name assigned for e-mail signature
In the next step, we can give our signature a name.
If you do not give a name later “standard” will be available for selection.
Under the signatures overview, click on “New” and then enter your signature name there.
See picture (click to enlarge)
In the next step, we can give our signature a name.
If you do not give a name later “standard” will be available for selection.
Under the signatures overview, click on “New” and then enter your signature name there.
See picture (click to enlarge)
3. Create a signature in Outlook
3. Create a signature in Outlook
Next, proceed as follows:
- Enter your data (name, address, etc.) in the signature field.
You can also format the text components as you wish. (eg bold, italic, font size, etc.) - Assign a standard e-mail address to the signature. (does not apply to only 1 e-mail address)
- Check all entries again, and then confirm with “Ok”
See picture (click to enlarge)
Next, proceed as follows:
- Enter your data (name, address, etc.) in the signature field.
You can also format the text components as you wish. (eg bold, italic, font size, etc.) - Assign a standard e-mail address to the signature. (does not apply to only 1 e-mail address)
- Check all entries again, and then confirm with “Ok”
See picture (click to enlarge)
4. Insert photo into your Outlook signature
4. Insert photo into your Outlook signature
If you also want to insert your photo for the final fine-tuning of your perfect Outlook signature, please note the following:
1. For what purpose will I use the signature?
For example, e-mail applications have become a matter of course today.
So, regardless of your e-mail attachment with the application documents, you have the opportunity to present yourself already with the signature at your best.
2. Which image format is the right one for my signature, so that it looks the same everywhere?
If you are unsure which format to choose the best, or your current portrait photo looks more like a standard application photo than a business photo, we recommend professional career photo editing.
The advantage: It does not need a new photo shoot here.
An image upload to our Partner Starmazing.de can make sense here.
Then simply insert your photo as follows:
- Position the cursor at the position where you want to insert the image.
(for example, between address and other contact details such as phone and e-mail address) - Then click the image upload icon and select an optimized photo.
See picture (click to enlarge)
If you also want to insert your photo for the final fine-tuning of your perfect Outlook signature, please note the following:
1. For what purpose will I use the signature?
For example, e-mail applications have become a matter of course today.
So, regardless of your e-mail attachment with the application documents, you have the opportunity to present yourself already with the signature at your best.
2. Which image format is the right one for my signature, so that it looks the same everywhere?
If you are unsure which format to choose the best, or your current portrait photo looks more like a standard application photo than a business photo, we recommend professional career photo editing.
The advantage: It does not need a new photo shoot here.
An image upload to our Partner Starmazing.de can make sense here.
Then simply insert your photo as follows:
- Position the cursor at the position where you want to insert the image.
(for example, between address and other contact details such as phone and e-mail address) - Then click the image upload icon and select an optimized photo.
See picture (click to enlarge)
5. Insert the signature into an e-mail
5. Insert the signature into an e-mail
After we have created, assigned, and saved our signature, it will automatically be added to every e-mail after our message.
In case we did not do an automatic assignment (for example, if we want to use different signatures more often), proceed as follows:
- Position the cursor where you would normally put the salutation.
- And then click on “Signature” where you select the desired signature.
See picture (click to enlarge)
After we have created, assigned, and saved our signature, it will automatically be added to every e-mail after our message.
In case we did not do an automatic assignment (for example, if we want to use different signatures more often), proceed as follows:
- Position the cursor where you would normally put the salutation.
- And then click on “Signature” where you select the desired signature.
See picture (click to enlarge)
Popular Posts:
Blocking websites on Windows using the hosts file
Want to block unwanted websites in Windows? You can do it without extra software using the hosts file. We'll show you how to edit the file as an administrator and redirect domains like example.de to 127.0.0.1. This will block them immediately in all browsers.
The “Zero Inbox” method with Outlook: How to permanently get your mailbox under control.
Caught red-handed? Your Outlook inbox has 1000+ emails? That's pure stress. Stop the email deluge with the "Zero Inbox" method. We'll show you how to clean up your inbox and regain control using Quick Steps and rules.
5 simple security rules against phishing and spam that everyone should know
Deceptively authentic emails from your bank, DHL, or PayPal? That's phishing! Data theft and viruses are a daily threat. We'll show you 5 simple rules (2FA, password managers, etc.) to protect yourself immediately and effectively and help you spot scammers.
The 5 best tips for a clean folder structure on your PC and in the cloud
Say goodbye to file chaos! "Offer_final_v2.docx" is a thing of the past. Learn 5 simple tips for a perfect folder structure on your PC and in the cloud (OneDrive). With proper file naming and archive rules, you'll find everything instantly.
Never do the same thing again: How to record a macro in Excel
Tired of repetitive tasks in Excel? Learn how to create your first personal "magic button" with the macro recorder. Automate formatting and save hours – no programming required! Click here for easy instructions.
IMAP vs. Local Folders: The secret to your Outlook structure and why it matters
Do you know the difference between IMAP and local folders in Outlook? Incorrect use can lead to data loss! We'll explain simply what belongs where, how to clean up your mailbox, and how to archive emails securely and for the long term.
Offers 2024: Word & Excel Templates
Popular Posts:
Blocking websites on Windows using the hosts file
Want to block unwanted websites in Windows? You can do it without extra software using the hosts file. We'll show you how to edit the file as an administrator and redirect domains like example.de to 127.0.0.1. This will block them immediately in all browsers.
The “Zero Inbox” method with Outlook: How to permanently get your mailbox under control.
Caught red-handed? Your Outlook inbox has 1000+ emails? That's pure stress. Stop the email deluge with the "Zero Inbox" method. We'll show you how to clean up your inbox and regain control using Quick Steps and rules.
5 simple security rules against phishing and spam that everyone should know
Deceptively authentic emails from your bank, DHL, or PayPal? That's phishing! Data theft and viruses are a daily threat. We'll show you 5 simple rules (2FA, password managers, etc.) to protect yourself immediately and effectively and help you spot scammers.
The 5 best tips for a clean folder structure on your PC and in the cloud
Say goodbye to file chaos! "Offer_final_v2.docx" is a thing of the past. Learn 5 simple tips for a perfect folder structure on your PC and in the cloud (OneDrive). With proper file naming and archive rules, you'll find everything instantly.
Never do the same thing again: How to record a macro in Excel
Tired of repetitive tasks in Excel? Learn how to create your first personal "magic button" with the macro recorder. Automate formatting and save hours – no programming required! Click here for easy instructions.
IMAP vs. Local Folders: The secret to your Outlook structure and why it matters
Do you know the difference between IMAP and local folders in Outlook? Incorrect use can lead to data loss! We'll explain simply what belongs where, how to clean up your mailbox, and how to archive emails securely and for the long term.
Offers 2024: Word & Excel Templates
