An email siganture or signature block, is a block of text, which is appended to the end of an email. This block of text usually contains information about the sender or the sender’s company.

Adding a signature to your emails has many advantages, two of which are: branding and contact detail distribution. A signature allows you to send out a virtual business card each time you send an email.

Creating a signature is not tricky if you follow these simple steps:

STEP 1

The first step is to open up Microsoft Outlook, it should look like this..

(click to enlarge the image)

STEP 2

Move your mouse to the top of Microsoft Outlook and select the ‘Tools’ menu by left-clicking, followed by left-clicking on ‘Options’.

STEP 3

At this point, a window will have popped up, which looks like the example below. At this point, you want to left-click on the ‘Mail Format’ tab, as indicated below:

(click to enlarge the image)

STEP 4

The last step before creating your new email signature is to select the ‘Signatures’ option, as highlighted below..

(click to enlarge the image)

STEP 5

It’s time to create your signature. On the window which popped up after completing STEP 4, you need to left click on the ‘New’ button, as shown below. Once again, a window will pop up and you will be able to give your signature a name by replacing the highlighted ‘Untitled’ text. It would be suggested that you name is something along the lines of ‘Company Name ‘ Signature’, replacing ‘Company Nam’ with your companies name (Please don’t include the quotes). Once you have done this, left-click on the ‘Next >’ button.

Click here to continue..

At this stage, you should have a pop up window on your screen, which allows you to type in your Signature text, as seen in the example below. Once you have typed in your signature text, please left click the ‘Finish’ button, followed by a left-click on the ‘OK’ button, which appears on the window after you’ve clicked the ‘Finish’ button.

STEP 7

The final step is assigning the signature to your emails. This can be done by using the drop down menus provided, please see the image below. Note: You can choose to include your signature in new emails as well as replies and forwards – This is your choice. Personally, I use both options. Once you have done this, left click the ‘Apply’ button followed by a left click on the ‘OK’ button“ you will now be back at STEP 1.

STEP 8

To test your signature, simple click on ‘New’ as you would usually do to write an email. You will now see your signature in your email.

It’s as simple as that, enjoy your new email signature!