Do you have a professional looking business email signature set up?

You can set up a business email quite easily in Outlook and have all your business details showing in your email signature whenever you send an email.


Here’s how to set up and create an email signature in Outlook

On the Home tab, select New E-mail and a new mail message appears.

Select the Signature tab in the toolbar and then Signatures. This will bring up the Signatures and Stationery dialog box.

Under Select Signature to Edit, click New. The New Signature dialog box appears.

In the Type a Name for this Signature box, enter a name for the signature and click OK.

You can now create your email signature; typing the information you want to include such as name your position or title, contact information and Social Media links. You can press Enter to place each item on its own line. Once complete, click Save.

What to include in an email signature

Here are some suggestions on what to include in an email signature:

– Name

– Job Title

– Company Name

– Address

– Website

– Contact Information

– Company Logo

– Social Media links

– Email Disclaimer

NB. Don’t forget to proofread your email signature details before saving.

Formatting the text in a signature

You can apply different fonts, sizes and colours to the text in your signatures. Remember to keep it simple and professional looking so don’t go mad! You can also make text bold, underlined, and italicized. It is important to note that not all computers have the same fonts so it’s best to use common fonts.

Add a link to a signature

In the Signatures and Stationery dialog box, press Enter to create a new row and then click on the Hyperlink button.

hyperlinkThe Insert Hyperlink dialog box appears.  In the Text to Display box, enter the text you want users to see eg Website.

In the Address box, enter the URL of the site. For example:

Click OK to close the Insert Hyperlink dialog box and click Save.

Add an image to a signature

In the Signatures and Stationery dialog box, press Enter to create a new row, then click the Picture button.


The Insert Picture dialog box appears. Locate your image and click Insert. The image appears in your signature.

In the Signatures and Stationery dialog box, click Save.

Add a signature to messages automatically

In the Signatures and Stationery dialog box, open the New Messages list, or the Replies/forwards list, and select the message you want to include. Your choice appears when you create a new message.

If you don’t use Outlook, you can create email signatures using programmes such as Wisestamp which I have seen mentioned by Virtual Assistants. The best thing is to do some research or get your VA to do it and find something that works well for you.

What tips do you have for creating an email signature? What programmes do you use and recommend? 

How to create an email signature in Outlook
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