Outlook 2016 allows you to create one or more personalized signature for your outgoing emails messages. You can easily add text, images, a logo, your electronic business card, or even your handwritten signature. To know how to create and use a signature in Outlook 2016 for your outgoing email messages, follow the step-by-step instructions provided below in this guide.
Steps to Add a Signature to Messages in Outlook 2016
NOTE: If you are using a Microsoft Office 365 account, and you have Outlook and Outlook on the web or Outlook on the web for business, you will need to create a signature for both products separately.
1.) In your Outlook 2016 program, open a new email message and select Signature option. Under the Signature section, you will need to select the Signatures option from the Message menu.
NOTE: The location of the Message menu and Signature button depends on the size of your Outlook window and also on the condition that whether you replying, or forwarding an email, or composing a new message.
2.) Next, you will need to select the New option under Select signature to edit section and type a name for your signature under the New Signature dialog box.
3.) Then, go to the Edit signature section and compose your signature. To give your signature a more personalized appearance, you can change its fonts, font color, text sizes, as well as the alignment of the text.
- In order to create a signature with bullets, borders, and tables, you can first create it using MS Word and then copy and paste it into the Edit Signature
- Also, you can add images and links to your email signature, adjust fonts, and justify the text using the formatting bar available in the Edit signature
- If you wish to add social media icons and link to your signature, you can do that as well. For this, simply click on the “Add Picture” icon located next to the Business Card Select the icon from your computer and it into Edit signature box.
- To add a hyperlink to your signature, you will need to click on the Hyperlink icon located next to the Picture icon in the Edit Signature Enter the web address for the social network account which belongs to the icon and then click on the OK button.
4.) Once you are done making the desired changes for the new signature, go to the Choose default signature option and set the following options for your signature.
- Go to the E-mail account drop-down box and select an email account you wish to link with the signature. You can create different signatures for each email account.
- If you wish to add your signature to all new email messages automatically, go to the New messages drop-down box and select on your signatures.
- If you do not want to add your signature to new messages automatically, you can select (none). This will not add a signature to any emails you forward or reply to.
- However, if you wish to wish to add your signature to the emails you forward or reply to, just go to the Replies/forward drop-down and select one of your signatures. Otherwise, you can set it to the default option – (none).
After that, click on the OK button to complete the process.
NOTE: Outlook will not add your newly created signature to the email message you opened in Step 1 even if you have selected the option to apply the signature to all new emails. You will either need to discard this message or add the signature manually in it. For all the future emails, the signature will be added automatically.
Steps to Add a Signature Manually in Outlook 2016
If you didn’t choose to add a signature for all new email messages or replies and forwards automatically, you can add it manually by following these steps.
1.) In an email message, select the Signature option under the Message tab. You will get the list of signatures created by you.
2.) Select the signature which you wish to add in your message and you are done.
3.) You can then send the email to the recipient with the signature added by you.
So, this is how you can create a personalized signature in Outlook 2016 and add it to your outgoing emails automatically and manually.
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