How to add or change your signature in New Outlook

How to add or change your signature in New Outlook

Email signatures help maintain a professional appearance in your business communications and ensure recipients have your contact information in every message. You can create or update your email signature from the Outlook settings menu.

 

Steps to Add or Edit an Email Signature in New Outlook (Windows)

  1. Open Outlook.
  2. Select the Settings (⚙️) icon in the upper-right corner.
  3. Navigate to Accounts > Signatures.

Create or Modify a Signature

  • To create a new signature:
    • Click New Signature.
    • Enter a name for your signature.
    • Type and format your signature in the editor.
  • To edit an existing signature:
    • Select the signature you want to modify.
    • Update the content in the Edit Signature box by clicking on the pencil icon .

 

Important Settings

Under Choose Default Signatures:

  • Email Account – Select the account that will use the signature.
  • New Messages – Choose the signature that will automatically appear in new emails.
  • Replies/Forwards – Choose a different signature or select None if you do not want one included.

Click Save when you have finished making changes.

 

Key Tips and Best Practices

Formatting Tips

  • Keep your signature simple and professional.
  • Avoid large images that may increase email load times or be blocked by some email clients.
  • Use standard fonts such as Arial, Calibri, or Segoe UI.

 

Adding Logos and Images

  • Insert images directly into the signature editor.
  • Verify that images display correctly when messages are sent to external recipients.

 

Common Issues

Signature does not appear automatically

  • Verify that a default signature is selected for both New Messages and Replies/Forwards.

Signature appears in new messages but not in replies

  • Ensure a signature is assigned under Replies/Forwards.

 

Example CAN’s Signature

Name Here   Title

CAN Community Health

Address of Location

City, State Zip

O: Phone number of Location and Extension

email@cancommunityhealth.org    cancommunityhealth.org

A black and white image of a logo Description automatically generated

This e-mail message and any documents attached to it are confidential and may contain information that is protected from disclosure by various federal and state laws, including the HIPAA privacy rule (45 C.F.R., Part 164). This information is intended to be used solely by the entity or individual to whom this message is addressed. If you are not the intended recipient, be advised that any use, dissemination, forwarding, printing, or copying of this message without the sender's written permission is strictly prohibited and may be unlawful. Accordingly, if you have received this message in error, please notify the sender immediately by e-mail, and then delete this message.


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