How to Sign a Document in Outlook

Quick-start guide on how to how to sign a document in outlook

Every organization needs signatures, and every organization wants to optimize the process of collecting them. Get professional document management with airSlate SignNow. You can outlook electronic signature, create fillable templates, set up eSignature invites, send signing links, collaborate in teams, and more. Learn how to improve the collecting of signatures electronically.

Complete the following steps below to how to sign a document sent by email in minutes:

1. Launch your browser and go to signnow.com.
2. Sign up for a free trial run or log in using your email or Google/Facebook credentials.
3. Click on User Avatar -> My Account at the top-right area of the page.
4. Customize your User Profile by adding personal data and adjusting settings.
5. Create and manage your Default Signature(s).
6. Go back to the dashboard page.
7. Hover over the Upload and Create button and choose the needed option.
8. Click the Prepare and Send button next to the document's name.
9. Type the name and email address of all signers in the pop-up window that opens.
10. Use the Start adding fields option to begin to modify document and self sign them.
11. Click SAVE AND INVITE when you're done.
12. Continue to fine-tune your eSignature workflow using advanced features.

It can't get any easier to sign email online than that. Also, you can install the free airSlate SignNow app to your mobile device and access your account wherever you are without being tied to your desktop computer or office. Go paperless and start signing documents online.

Key Concepts & Definitions

Email Signature: A block of text appended automatically to the end of an email message. It often contains the sender's name, contact details, and sometimes further information such as company name and links. E-Signature: A digital version of a handwritten signature, used for confirming consent and approval on digital documents.

Step-by-Step Guide to Add an E-Signature to Outlook

1. Open Outlook: Start by opening your Outlook application on your device or access Outlook Web at outlook.com.
2. Navigate to Settings: Go to the gear icon on the top right corner for 'Outlook Settings' and select 'Mail' followed by 'Compose and reply.'
3. Add Signature: In the 'Email signature' field, type your signature and format it as desired. Insert your e-signature image if required by uploading it.
4. Save Settings: Click 'Save' at the top of the page to ensure your new e-signature is stored.
5. Compose Email: To test, create a new email. Your e-signature should now automatically appear in outgoing emails.

Risk Analysis

While adding an e-signature to Outlook enhances professional communication and efficiency, it poses risks such as signature forgery and unauthorized use. Users must ensure the security of their email accounts and use secure methods to create and store e-signature images.

Best Practices

• Keep It Professional: Use a simple, professional font and layout for your email signature.
• Update Regularly: Regularly update your signature to reflect current information and roles.
• Secure Your Signature: Ensure the e-signature file is stored securely and monitor your email settings regularly for any unauthorized changes.

Common Mistakes & How to Avoid Them

• Overly Complex Signatures: Avoid cluttering your signature with unnecessary graphics or text that may distract or confuse recipients.
• Using Large Images: Opt for smaller, optimized images for quick loading and to avoid email delivery issues.
• Neglecting Mobile Users: Ensure your signature is readable on mobile devices, considering their limited screen size.

FAQ

• Can I use different signatures for different email accounts in Outlook? Yes, Outlook allows you to create and use different signatures for each email address linked to your account.
• How can I add an e-signature to emails sent from the Outlook app on a mobile device? The process is similar to desktop. Navigate to the settings menu in the Outlook app, and you can add or edit your signature under the 'Email Signature' section.