How to Create Email Signatures in Outlook 2013

An email signature is ideally used as a time saving feature. You create a signature so you can quickly end an email without typing your information over and over again for every email you send. Creating a signature in Outlook 2013 is pretty simple, here’s how you do it.

Setting Up A Signature

First, click the FILE tab on the Outlook 2013 Ribbon then click the Options link on the left pane.

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Once you click Options, click on Mail in the sidebar to view the mail-centric options.

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Click the Signatures button. This will open the signatures window. From here, you can set up the signatures you need. Select the email account where you want to add a signature, and click New to add a new signature.

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When you click the New button, you will be prompted to name the new signature. Choose a name that will be descriptive and memorable. If you are making a signature for each of your email accounts, name the signature the email address you are using.

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If you are using multiple signatures for one account, name the signature something more descriptive. For example, if you use one signature for friends and one for family, name them “Friends” and “Family”.

After you name the signature, click OK. Select the newly named signature from the upper left box and add the information you would like to display.

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You can format your signature in any way you want, including bold, italics and colored text. While it is frowned upon, you can even add an image. If you want to add a URL to your company or personal homepage, click the URL button. Once you create your signature, you can choose to make it your default signature so it automatically displays at the bottom of every email. You can set a different default signature for new emails and replies/forwards.

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When you’re done editing your new signature, click the Save button.

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Continue this process for every other signature you want to create. Click OK when you’re all done.

Signatures in E-Mails

Now, each time you create a new email message, your default signature will show up. If you want to change your signature in a new email for any reason, that’s easy too.

In a new email, click the Signature button in the Outlook 2013 Ribbon. This will open a drop-down window that lets you select the signature you want. Click on the signature you wish to use and compose your email as you normally would.

Wrap-Up

That’s it! Remember that email signatures are not only good for signing your name, but can save you time writing repetitive information, provide your contact information, and even alert the people you are emailing that you have a website. Your social media information can be included here, too.

Bonus: Email Signature Ideas

Here are a few ideas for great and useful email signatures.

  • K.I.S.S – Keep it short and simple. For a standard email signature, keep your signature as short as possible. Name, email address, web page, and phone number make up the most basic information and only adds 4 lines to your messages.
  • Space Means Everything – Add 1-3 spaces before your email signature when creating it. This will give the proper space between your e-mail message and your signature automatically.
  • Include Information For Your Family – If you are constantly giving your mother, father, aunt, or uncle the URL for your pictures or where you keep your online calendar, think about adding this information to your email signature for family. This can give them the info they need every time you e-mail them.
  • When To Use Pictures – Pictures are generally frowned upon in email signatures, but if you email new clients or friends to come to your business or home, think about adding a SMALL image of the building with basic directions to a special email signature meant for first time visitors. This way they get easy directions and even a picture of where they are going! Bonus if you add a Google Maps link.

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