How to generate your own email signature?

And what about changing your Outlook signature once it's created?

Guillaume De la Sablonnière

Content Factory Manager

Ready? You’ve decided to professionalize the emails you send by adding a fabulous signature? Excellent idea! And the good news? It only takes a few simple clicks.
Here’s how to add a signature in Outlook, so you can present your information (whether professional or personal), your lovely face, and, why not, your awesome company logo!

Add your email signature

You can absolutely create a signature in Outlook. However, the setup may vary depending on the interface you are using. Here’s how to add an Outlook email signature, whether you’re using Microsoft 365, Outlook.com, or the Outlook desktop app.

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New Outlook (desktop app)

To create and add a signature in the new Outlook app, you can follow these steps:

Go to the "View" tab, then click on "View settings."
Click on "Accounts > Signatures."
Choose "New signature" (make sure to give it a very poetic name).
Copy your signature into the editing area (or create it manually using the text editing tools available to you). If you don’t have a signature yet, we recommend using a mail signature tool for a more professional result.
Click on "Save."
Then, make sure your new signature’s name is highlighted in the area above the editor.
Go to the bottom section called "Choose default signature."
Choose your signature for "New messages" and "Replies/forwards" (you can opt to activate your signature for just one of these categories).
Click "Save" one last time.

And that’s it! Your brand new Outlook signature should appear when sending new emails or replies/forwards.

Classic Outlook (desktop app)

For the desktop app (classic version), you can proceed as follows:

Create a new message.
Then, go to the "Message" tab and click on "Signatures > Signatures."
Choose "Select a signature to edit," then "New."
A dialog box will appear! In it, type a name for your signature.
Then, under "Edit signature," create your signature using the text editor or paste the signature you created earlier.
Under "Choose default signature," select which email account to associate the signature with.
Set when and where the signature will appear (all messages, replies/forwards).
Click "OK" to save everything.

Your Outlook signature is now set up!

Outlook on the web (business and personal accounts)

Whether adding a business Outlook signature or a personal one, you can easily do this with the online version of Outlook:

Log in with your credentials.
Go to the settings (gear icon at the top right).
Select "Mail > Compose and reply" to access the signature management screen.
Modify your signature as you wish (we expect nothing less than a masterpiece!).
Click "Save."

And that's it!

You can then choose to automatically add your signature to all your messages by checking the corresponding box. Otherwise, you can add it directly to your messages when you compose a new email.

How to generate your own email signature?

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For a personal email account

You can create it yourself using the text editor provided by Microsoft Outlook or use one of the existing signature generators (Hubspot, Signature Maker, and other similar tools). Then, you can copy it into the appropriate signature editing area.

For business use

We recommend using an email signature management software that will allow you to standardize (effortlessly) all your employees' email signatures. Here, Letsignit, the best French solution of all time (are we overdoing it? Hardly!), could probably meet your needs.

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And what about changing your Outlook signature once it's created?

It’s exactly the same process. Modify your existing email signature or create a new one by following the steps outlined above.

Now you have everything you need to add your Outlook signature like a pro! And if you need some inspiration, feel free to check out our Outlook signature templates. :)

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About the author

Guillaume is the Content Factory Manager at Letsignit! Through words, he creates various content (text, videos, and in the most extreme cases, telepathic ones) to increase Letsignit's visibility on the web. Legend has it that at the age of 3, Guillaume built his first multi-channel web marketing strategy using a dictionary, a bottle, and a bit of Chinese ink. We don’t know if this is true, but at least, that’s the story that’s told...

About Letsignit

Letsignit is an email signature management solution that allows organizations to transform their employees' email signatures into a powerful 1-1 engagement medium for their brands and campaigns.

Questions
Fréquentes

Is it possible to track the number of clicks on email signatures?

Yes, with the 'Campaigns' offer, it is possible to track the number of clicks on the email signatures of all your employees in the 'Statistics' area of the platform.

You can then access a detailed or global view of the number of clicks on the email signatures of each employee. You can use the search option to target a specific signature or a given period. Finally, you have the possibility to export all statistics to an Excel document.

If you launch campaigns with banners inserted in your email signatures, you can also access their performance via this same space.

Can we add links to social networks, our website, and appointment-setting applications such as Calendly?

With Letsignit, you can easily add social network icons in your collaborators' email signatures and link to your company pages. Also, our "attributes" feature allows you to manage personalized URLs for each of your collaborators such as their individual LinkedIn profile.

And that's not all: you can add links to an appointment-setting application, allow your customers to leave reviews easily, and integrate our 'Chat on Teams' widget to let anyone start a discussion via Microsoft Teams chat.

Can employees update their signature information themselves (number, function, etc.)?

It’s up to you! As an administrator of the Letsignit platform, you choose whether or not to grant modification rights to your employees. These permissions are managed on an attribute-by-attribute basis, which means that you can decide to allow the employee to change their phone number, but not the address of your premises, for example.

This feature applies to all attributes in your directory, including custom attributes created on Letsignit. When your employees change one or more attributes, your directory is obviously not affected.

Why it is important to standardize our email signatures on a large scale to ensure our identity and brand image?

It often happens that employees make their email signature their own: custom format, bad fonts, colors inconsistent with the brand standards... all of this has an impact on your brand!

A consistent visual identity is considered authentic and outperforms a perceived weak one by 20%. And, your customers are 2.4 times more likely to buy your products.

With Letsignit, take back control over your brand identity by standardizing all your email signatures. Our tool has many features that allow you to customize your signatures by department, by audience or by subsidiary. Not to mention the possibility of carrying out campaigns within your email signatures thanks to our Campaign offer.

What is the user experience like for our employees?

If you opt for the Letsignit Add-in for Outlook, they will have a dedicated space in their Outlook account where they will be able to view the signatures and campaigns assigned to them.
If you opt for the Letsignit Desktop APP, they will be able to preview all their signatures and campaigns in this space. If they want to change their default signature to another one when sending an email, this will be done in their signature library in Outlook.

In both cases:

They preview their signature before sending an email and choose from signatures assigned to them.
Based on the permissions granted, they will also be able to modify their personal information such as their name, position, or address in these spaces.

In short, they have autonomy in their email signature, but you keep control on the field, signatures, and banners they can edit or use.

Can my employees have multiple signatures available to them?

With our "multi-signature" feature, your employees can benefit from multiple email signatures. No technical manipulation is required. Thanks to our Add-in for Outlook or the desktop app, they can change their email signatures as they wish with just a few clicks.

Regarding the creation of email signatures, you can make several variations such as:

An English, Spanish, etc. version to adapt it to your audience
A signature template with timely promotional banners.
Use different formats of your logo according to your subsidiaries.
A signature for each of your branches.
Signature banners created especially for internal exchanges.
A simplified version for reply/forward of emails.

Everything has been thought of to go further in the personalization process based on the recipient of your emails.

Regarding “Green IT,” have you implemented measures to limit the digital footprint of email signatures?

If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.

As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:

Optimization of the weight of signatures and campaigns in emails.
Green features: lightening of signatures during response/transfer emails, possibility of not embedding images, implementation of lighter signatures for internal exchanges.
Integration of a 'Switch to Teams' widget to encourage your employees to continue their exchanges via chat, rather than email.

As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.

Regarding “Green IT,” have you implemented measures to limit the digital footprint of email signatures?

As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:

Optimization of the weight of signatures and campaigns in emails.
Green features: lightening of signatures during response/transfer emails, possibility of not embedding images, implementation of lighter signatures for internal exchanges.
Integration of a 'Switch to Teams' widget to encourage your employees to continue their exchanges via chat, rather than email.

As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.

How to add a signature in Outlook?