How to add a signature in Outlook (iPhone, iPad, desktop)

If you think your Outlook signature needs to be modernized, this guide is for you. It's full of instructions, best practices, and more.

Have you already thought about your email signature?

If that's the case, you've probably thought of a few words or a short block of text.

In reality, a signature can be much more than that. You can create a personalized electronic signature that meets your personal goals and professionals .

Read this guide:

1. How to add your Outlook email signature on different devices
2. Why you should personalize your Outlook email signature
3. Que make And what avoid when of creating your Outlook signature.

What are the benefits of Outlook signatures?

Given that the average office worker receives 121 emails per day, you should try to stand out in her inbox.

And custom Outlook signatures can help. Here's why:

You are a professional

Your electronic signature can be thought of as a kind of digital business card. It allows you to communicate your professional skills during your interactions with your recipients, thus giving you increased credibility.

They are personal

Plain text email signatures seem impersonal and make it difficult to engage with recipients in a meaningful way.

On the other hand, visual elements such as professional photos make your messages more human and increase the likelihood of establishing a relationship of trust with your recipients.

They are effective in marketing

Including calls to action (CTA) in your Outlook signature, you can turn it into a tool for generating traffic and leads.

For example, a link to a product landing page, special offer, or social media page can help you keep the conversation going with your customers beyond the routine email sequence.

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Guide to Outlook signatures on desktops

Quick guide

1. Sign in to Outlook.
2. Click on “Settings.”
3. Type “signature” in the search field.
4. Click on “Email Signature.”
5. Type or copy the desired signature text into the text field.
6. Click “Save.”
7. Close the signature editor.

Detailed instructions

1. Connect to Outlook in the web app or Office 365.
2. Click on the Settings icon in the top right corner of the screen.
3. Type “signature” in the search field.
4. Select “Email Signature.” The signature editor will open.
5. Check the boxes “Automatically include my signature in new emails I write” and “Automatically include my signature in new emails that I forward or reply to.” This will ensure that your signature is included in every email you send.
6. You must then either manually enter the desired signature text into the text field or insert the signature from a generator.
7. Then click “Save.”
8. Close the signature editor and open a new email draft.
9. Your new personalized email signature will appear.

Outlook signature guide for iPhone users

There are several ways to change your Outlook signature on iPhone: either via the Outlook application or via the iPhone settings. We created guides for both.

Outlook app on iPhone

Quick guide

1. Download the Outlook application.
2. Click on “⚙”.
3. Scroll to the bottom and click “Signature.”
4. Type the desired signature in the text field.
5. Close settings.

Detailed instructions

1. Download the Outlook app and sign in to your account.
2. Click on “Settings” (the “⚙” icon).
3. Scroll down to “Mail” and click “Signature.”
4. Type the desired signature in the text field.
5. Close the Settings window. Your new signature will appear when you start a new email draft in the Outlook app.

Through the iPhone settings

Quick guide

1. Open “⚙” in the menu on your iPhone.
2. Scroll to the bottom and click on “Mail.”
3. Scroll to the bottom and click “Signature.”
4. Click on “Pro Account.”
5. Delete the “Sent from my iPhone” text line.
6. Type or copy the desired signature text into the text field.
7. Close the Settings window.

Detailed instructions

1. Click on “Settings” in the menu on your iPhone.
2. Scroll to the bottom and click on “Mail.”
3. Scroll down and click “Signature” under the “Compose” menu item.
4. When the window opens, you'll see the “All Accounts” or “By Account” option to add the electronic signature.
5. Select the “By Account” option to be able to specifically change your Outlook signature.
6. The text field will then read: “Sent from my iPhone.” Delete this line of text.
7. You then have several options for creating your electronic signature. You can copy the desired signature text from a generation tool into the text field or enter it manually.
8. Close the Settings window.
9. Open the Mail app on your iPhone. The next time you write an email with your Outlook account, your signature will appear after the email is sent.

Advice: To make sure your Outlook signature is working, send a test email first.

Outlook signing instructions for iPad users

Quick guide

1. Click on the “⚙” icon in the menu or on the desktop.
2. Scroll to the bottom and click on “Mail.”
3. Scroll to the bottom and click “Signature.”
4. Click on “Pro Account.”
5. Delete the “Sent from my iPad” text line.
6. Type or copy the desired signature text into the text field.
7. Close the Settings window.

Detailed instructions

1. Click on “Settings” in the menu or on the desktop of your iPad.
2. Scroll to the bottom and click on the “Mail” option.
3. Scroll down and click “Signature” under the “Compose” menu item.
4. In the menu that opens, you will see the “All Accounts” or “By Account” option to add the signature.
5. Select the “By Account” option to be able to specifically change your Outlook signature.
6. In the text field, you will see the line “Sent from my iPad.” Remove it.
7. You then have several options for creating your electronic signature. You can copy the desired signature text from a generator or enter it manually.
8. Close the Settings window.
9. Open the Mail app on your iPad. The next time you write an email with your Outlook account, your signature will appear after the email is sent.

Advice: To make sure your Outlook signature is working, send a test email first.

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Outlook signature dos and don'ts

Once you know how to add a signature to Outlook on your various devices, it's time to think about how to get the most out of it based on your specific goals.

We've compiled some basic rules to remember when creating your electronic signature. These relate to the design, the information that the signature should contain, and a few other important aspects.

To do

Enter your contact details

First, you need to add these items:

Without them, it will be difficult for your recipients to continue engaging with you.

Use serious closing formulas

Your electronic signature helps create a professional impression. So avoid familiar phrases like “See you later” or “Thank you.” Give priority professional expressions like “Regards” and “Thank you.”

Use CTAs

CTAs make your emails interactive and clickable. Different buttons, icons, and banners can encourage your potential customers to take the next step in their customer journey.

CTAs can be used at any stage of the marketing funnel, for example in the form of:

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Just be careful not to bombard your recipients with emails. This would hamper their ability to absorb information and reduce their chances of doing what you expect them to do.

Add high resolution images

A single low-quality or pixelated photo is enough to make your email fall out of favor with your recipients and cause them to punish you with contempt.

However, with a high-quality and professional photo, you can stand out from the crowd.

What not to do

Don't go overboard with the design

It is always best to give preference to a simple design. Adopt a unique color palette and font to ensure a clear, legible, and professional signature.

Advice: Use your company's signature color palette to highlight your brand identity.

Don't use GIFs or other animated images

Everyone loves GIFs. Unfortunately, they don't work as expected on some devices. They may also look unprofessional in some industries, so be careful if you decide to use them.

Outlook Signature FAQ

How do I change my Outlook email signature?

You can easily change your Outlook signature at any time. Simply follow the steps listed, depending on the device you're using, and edit the entry in your text editor. You can also change the signature using a generator.

How do I add images/icons/buttons to my Outlook email signature?

1. Save the image (s).
2. Open Outlook.
3. Click on “Settings.”
4. Type “signature” in the search.
5. Click on “Email Signature.”
6. Enter the signature or paste it from the generator.
7. Move the mouse to where you want the image.
8. Click on the “Insert images online” icon on the toolbar.
9. Select the image (s).
10. Click the Insert Link icon on the toolbar.
11. Paste the link (s).
12. Click “Save.”

Note: This tutorial applies to Outlook on Office 365 and to the Outlook web application.

Now you have all the tools you need to add an Outlook signature on any device you choose.

If your business has reached a number of employees for which this process is too complex, it is worth investing in software that manages all signatures centrally .

Signitic reduces manual effort and ensures that signatures are consistent, error-free, and designed according to business design across the enterprise.

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