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How to get the perfect Outlook signature
in 5 steps

Who often writes e-mails will probably be annoyed at some point by constantly manually the standard phrase “Sincerely” and put his name under it.

It becomes 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.

Create a signature in Outlook

This allows us to easily select (depending on the occasion and the recipient) different signatures, and also provide them with business photo for business contacts or applications.

Read in our article how to make more impression with your signature in Outlook 2016.

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How to get the perfect Outlook signature in 5 steps

Who often writes e-mails will probably be annoyed at some point by constantly manually the standard phrase “Sincerely” and put his name under it.

It becomes 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.

Create a signature in Outlook

This allows us to easily select (depending on the occasion and the recipient) different signatures, and also provide them with business photo for business contacts or applications.

Read in our article how to make more impression with your signature in Outlook 2016.

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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 to “Signatures” in the e-mail options.

See picture: (click to enlarge)

Outlook Optionen aufrufen
Outlook Optionsmenü
Outlook E-Mail Einstellungen
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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 to “Signatures” in the e-mail options.

See picture:

Outlook Optionen aufrufen
Outlook Optionsmenü
Outlook E-Mail Einstellungen
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2. Assign a name for e-mail signature.

2. Assign a name 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)

Outlook-Signatur-Name-vergeben
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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:

Outlook-Signatur-Name-vergeben
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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.
    (e.g. bold, italic, font size, etc.)
  • Assign a standard e-mail address to the signature.
    (does not apply if you only have one e-mail address)
  • Check all entries again, and then confirm with “Ok”

See picture (click to enlarge)

Outlook Signatur zuordnen
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Next, proceed as follows:

  • Enter your data (name, address, etc.) in the signature field.
    You can also format the text components as you wish.
    (e.g. bold, italic, font size, etc.)
  • Assign a standard e-mail address to the signature.
    (does not apply if you only have one e-mail address)
  • Check all entries again, and then confirm with “Ok”

See picture:

Outlook Signatur zuordnen
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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 touchdown of your perfect Outlook signature, the following things should be considered:

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 at your best with the signature.

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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.

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Then simply paste your photo as follows:

  • Position the cursor at the point where you want to insert the image.
    (for example, between the address and the 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)

Bild in Outlook Signatur einfügen
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If you also want to insert your photo for the final touchdown of your perfect Outlook signature, the following things should be considered:

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 at your best with the signature.

Advertisement
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Price incl. VAT., Excl. Shipping
*Zuletzt aktualisiert am 17. August 2018 um 12:52 . Preise können sich geändert haben. Alle Angaben ohne Gewähr.

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.

Starmazing.de
Advertisement
Advertisement

Then simply paste your photo as follows:

  • Position the cursor at the point where you want to insert the image.
    (for example, between the address and the other contact details such as phone and e-mail address)
  • Then click the image upload icon and select an optimized photo.

See picture:

Bild in Outlook Signatur einfügen
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5. Insert the signature into an e-mail.

5. Insert the signature into an e-mail.

Once we have created, assigned, and saved our signature, it will automatically be included in 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)

Outlook Signatur in E-Mail einfügen
Starmazing.de
Advertisement
Print Friendly, PDF & Email

Once we have created, assigned, and saved our signature, it will automatically be included in 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:

Outlook Signatur in E-Mail einfügen
Starmazing.de
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About the author:

Michael Suhr
Michael SuhrWebdesigner / Economist
After 20 years in logistics management, I have been working as a freelance web designer and office trainer since the beginning of 2015. Incidentally, I give tips and tricks for more digital skills in my blog as time permits.

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About the author:

Michael Suhr
Michael SuhrWebdesigner / Economist
After 20 years in logistics management, I have been working as a freelance web designer and office trainer since the beginning of 2015. Incidentally, I give tips and tricks for more digital skills in my blog as time permits.

Search by category:

Advertisement
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2018-08-09T13:49:33+00:00By |Categories: Office 2016, Outlook 2016|
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