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Your complete how-to guide - outlook email how to change signature
Outlook Email: How to Change Signature
If you are looking to update your email signature in Outlook, follow the step-by-step guide below to make the necessary changes.
User Flow for Changing Signature in Outlook Email:
- Launch your Outlook email account and click on the 'Settings' option.
- Select 'View all Outlook settings' and navigate to the 'Mail' tab.
- Scroll down to the 'Layout' section and find the 'Email signature' option.
- Edit your current email signature or create a new one with the desired information and formatting.
- Click 'Save' to apply the changes to your email signature.
By following these steps, you can easily update your email signature in Outlook to reflect your personal or professional information. Make sure to double-check your signature before saving it to ensure accuracy.
For more Outlook tips and tricks, visit the Outlook help center for further assistance.
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What is the Outlook email signature change process?
The Outlook email signature change process allows users to customize their email signatures to reflect their personal or business identity. A signature typically includes the sender's name, title, company name, contact information, and any legal disclaimers. This feature is essential for maintaining professionalism in email communications. By updating the signature, users can ensure that all outgoing emails carry the correct branding and contact details, which is crucial for effective communication.
Steps to change your Outlook email signature
Changing your email signature in Outlook is straightforward. Follow these steps:
- Open Outlook and go to the "File" tab.
- Select "Options" from the menu.
- In the Mail category, click on "Signatures."
- In the Signatures and Stationery window, select "New" to create a new signature or choose an existing one to edit.
- Enter your desired signature text in the editing box. You can format it using the available tools.
- Set the default signature for new emails and replies/forwards if desired.
- Click "OK" to save your changes.
Once completed, your new signature will automatically appear in your outgoing emails based on the settings you selected.
Legal considerations for email signatures
Email signatures can have legal implications, especially in business communications. Including a disclaimer in your signature can help protect your company from liability. It is advisable to include terms related to confidentiality and the intended recipient of the email. Additionally, ensure that your signature complies with any relevant regulations, such as the CAN-SPAM Act, which governs commercial email communications in the United States.
Examples of effective email signatures
An effective email signature is clear and concise. Here are a few examples:
- Basic Format: John Doe
Marketing Manager
ABC Company
Phone:
Email: john.doe@abccompany.com - With Social Media Links: Jane Smith
Sales Director
XYZ Inc.
Phone:
Email: />LinkedIn | Twitter
These examples highlight the importance of including essential contact information while maintaining a professional appearance.
Security and compliance guidelines
When using email signatures, it is important to consider security and compliance. Ensure that sensitive information is not included in the signature, as it may be visible to unintended recipients. Additionally, comply with data protection regulations, such as the General Data Protection Regulation (GDPR) if applicable. Regularly review and update your signature to reflect any changes in your role or contact information, ensuring that it remains accurate and secure.
Digital vs. paper-based signing
Digital signing, including the use of email signatures, offers several advantages over traditional paper-based signing. Digital signatures are more efficient, allowing for quick and easy communication without the need for printing, signing, and scanning documents. They also provide a secure method of verifying the identity of the signer, which is essential for legal and business transactions. In contrast, paper-based signing can lead to delays and increased costs associated with physical document handling.
Integration with other tools
Outlook email signatures can be integrated with various tools to enhance functionality. For instance, using airSlate SignNow, users can create and manage electronic signatures directly within their email workflow. This integration allows for seamless document signing and sharing, making it easier to complete transactions without leaving the email platform. By leveraging these tools, users can streamline their processes and improve efficiency in their communications.
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FAQs
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What is the process for changing your email signature in Outlook?
To change your email signature in Outlook, open the application and go to 'File,' then 'Options.' From there, select 'Mail' and click on 'Signatures.' In the Signatures and Stationery window, you can create, modify, or delete your email signatures, ensuring you know 'outlook email how to change signature.'
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Can I have multiple signatures in Outlook email?
Yes, you can create multiple signatures in Outlook email. This flexibility allows you to customize your email signature for different purposes, such as personal or professional communications. Knowing 'outlook email how to change signature' for various contexts can enhance your email professionalism.
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Are there any costs associated with changing email signatures in Outlook?
Changing your email signature in Outlook is free of cost. Whether you're using Outlook on the web or the desktop app, you can easily adjust your signatures without additional fees. Understanding 'outlook email how to change signature' doesn’t involve any financial commitment.
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What features are available for email signatures in Outlook?
Outlook offers various features for email signatures, including the addition of images, links, and formatted text. You can customize your signature to fit your branding needs, making it essential to know 'outlook email how to change signature' effectively to make a lasting impression.
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How can I integrate my business branding into my Outlook signature?
To integrate your business branding into your Outlook signature, you can add your company logo, website URL, and social media links. This customization is crucial for maintaining brand consistency, so understanding 'outlook email how to change signature' is vital for a cohesive brand image.
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Is it possible to automate the process of adding signatures in Outlook?
While Outlook does not have a built-in automation feature for adding signatures, you can set default signatures for different email accounts. This feature simplifies the process and ensures that you always know 'outlook email how to change signature' without having to select it manually each time.
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Can I edit my signature when composing a new email in Outlook?
Yes, you can edit your signature while composing a new email in Outlook. Simply select another signature from the dropdown menu, or manually modify the existing one. Being familiar with 'outlook email how to change signature' during the email draft process can enhance your communication effectiveness.
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