How to create a signature in Microsoft Outlook

Create a custom auto signature in the Microsoft Office Office Suite email client.
How to create a signature in Microsoft Outlook

Outlook, Microsoft's email client, like any other allows you to create custom signatures for your email. Very practical, this function allows you to generate several signature styles that you can choose according to the recipient of the message.

But creating a signature in Outlook can quickly turn into a way of the cross. The process to follow in Microsoft software is not very intuitive, and problems multiply very often when you want to add, for example, a logo aligned with the text of your signature.

Here's everything you need to know to create successful custom signatures in Microsoft Outlook.

1. Create your signature template in Word

First of all, if you intend to create a signature using a rather complex layout, in which mix bold text, of different sizes, website URL, and logo, it is better to start by creating your signature template is a tool offering a little more freedom than Outlook.

For this, turn to word processing software that you know well, such as Word.

Start by adding your text: preferably use a single font, and highlight the most important information of your signature using, for example, bold. You will thus be able to highlight the most important elements.

Do not forget to add the name of your company, and to create a hypertext link directly to the website of the latter. You will only have to select the element on which to create the link, then, using a right-click, to choose Link.

In the window that appears, you will only have to enter the website URL then validate to create a link on the name of your company.

You can also add an image, a logo. And this is the reason why we will use Word. The signature layout tool built into Outlook knows how to add an image to signatures, but does not offer sufficient options to, for example, align the text of the signature with the image.

To add an image to your signature, in Word, go to the Insert tab, then click on Images, and finally choose This device if your image is stored on your PC. Then select your image and validate by clicking on Insert.

If you wish, you can leave the image above or below the text. But you can make everything a little more digestible by aligning your text and your logo.

To do this, click on the logo to select it. You should see a floating button appear corresponding to the Formatting options. This menu is also found directly in the tab ribbon of Word, under the heading Wrapping. Then select the Box option. You can then move your image using the mouse to align it with your text.

Once the formatting of your signature is complete, select it (text + image) using the mouse or the keyboard shortcut Ctrl + A to select everything, and copy it to the clipboard with the keyboard shortcut Ctrl + C.

2. Create a signature in Outlook

Now open Outlook, and choose to create a New Mail.

In the blank window for the new message, click A signature, and then click Signature.

In the Signature and theme window that appears, click on the New button, enter the name of your signature and confirm by clicking OK.

In principle, the signature you create is assigned by default to the account configured in Outlook. If multiple email accounts are configured, be sure to select the account for which the signature is intended.

The lower part of the window displays a text field intended to accommodate your signature. Paste the contents of the clipboard that you copied in the previous step using the keyboard shortcut Ctrl + C.

Your signature should now be pasted into the Outlook module. However, the image inserted in your signature may not appear in Outlook at this stage. Validate your signature all the same by clicking on OK.

Repeat the operation for each new signature that you want to configure in Outlook.

3. Choose your signature

When composing a new email in Outlook, you will be able to select a different signature depending on the targeted recipient.

To do this, click on A signature then, in the drop-down menu that appears, select the signature to use in the message.

You can use a different signature depending on the email account used or the recipient of the message.
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