How to create a signature in Microsoft Outlook?

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

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

Here is 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 plan to create a signature using a fairly complex layout, in which bold texts of different sizes, website URLs and logo are mixed, it is better to start by creating your signature template in a tool offering a little more freedom than Outlook.

To do this, turn to word processing software that you are familiar with, such as Word.

Start by adding your text: preferably use a unique font, and highlight the most important information in your signature by using, for example, bold. This will allow you to highlight the most important elements.

Do not forget to add the name of your company, and to create a hypertext link directing to the website of this one. 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, all you have to do is enter the URL of the website and 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 the signatures, but does not offer sufficient options to, for example, align the signature text 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.

You can if you wish to leave the image above or below the text. But you can make the whole thing 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 can also be found directly in the Word tab ribbon, under the heading Skin. Then select the Framed 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 new message window, 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 validate by clicking on OK.

Normally, the signature you create is assigned by default to the account configured in Outlook. If more than one email account is 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 picture inserted in your signature may not appear in Outlook at this stage. Confirm your signature anyway 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 target recipient.

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

You will be able to use a different signature depending on the email account used or the recipient of the message.