Edit Signature Options in Microsoft Outlook

Microsoft Outlook provides you with many options to customize the look and feel of your email signature. This guide will help you to learn to create a signature in Microsoft Outlook and to customize the options to display it where and how you like. These screen shots and steps illustrate the process in Office 2007, there are slight differences using other recent versions of Office (see tips).

Steps

  1. In Microsoft Outlook 2007 select the Tools menu and click on Options.
  2. Select Mail Format.
  3. Under the Mail Format-section.
  4. From the drop down select "compose in this message format" and select Rich Text.
  5. In the Signatures section click the Signatures button.
  6. Click New, type a name for the signature, and click OK.
  7. To turn your e-mail address into a hyperlink: Select the email signature tab.<
  8. Use the options in the "Edit signature" section to change fonts and text style, size, color and alignment.

  9. Click the Hyperlink button then select e-mail address from the column on the left.
  10. Type in your address in the email address box.Note: The words “mailto” will automatically appear before your address as you begin typing. This is correct for this field.
  11. In the “Text to display” box at the top, delete the words "mailto", so that just your e-mail address is left. Select OK.
  12. Select Choose default signature. Use the drop down menus in the upper right to allow you to select under which conditions you'd like your signature file to appear. Usually you want your signature to go on all new messages, but you may not wish to use it when forwarding or replying to messages.



Tips

  • Note, an easier way to insert your signature is by typing the information into Microsoft Word then copying and pasting it into the Outlook signature tab. Since it's typed in Word the email address will automatically convert to a hyperlink.
  • Note that in Office 2003, these steps will work but the screen shots will look a bit different and there will be an extra step of a dialog after you create your signature to specify if you just want a new blank signature to edit or want to import a template.
  • In Office 2007, you can insert your signature or edit signature options from the mail editing window, in essence skipping straight to step 3. Just click "Insert" and choose whether to insert your signature or access your signature options by selecting "Signatures..."

Warnings

  • Do not use or attach stationary or images in your e-mail. Using images and stationary can create an attachment field that affects the usability of your e-mail. This includes all logos.
  • Avoid common signature annoyances like large/loud font selections or any type of image beyond a company logo or minor formatting embellishment.
  • Focus on a signature which is aesthetically pleasing and communicates vital information to your friends, family, and colleagues in a clear fashion.

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