How to Create Microsoft Outlook Signature Template

An email signature in Microsoft Outlook can display professionalism while providing the recipient with your essential contact information. A block of text or image appears at the end of your email and can include your name, title, contact information, company name, logos, and social media links.

In this guide, we will discuss creating and customizing your signature in Outlook to suit your style and leave a lasting impression.

How can I create a Microsoft Outlook signature template?

1. Go to the email signature gallery template page and select your preferred template.
2. Click Download, and double-click the downloaded template to open in Word.
3. The signature template might open in Protected View. To edit the template, you can click Enable Editing.
4. You can now edit it accordingly. Once you’ve done so, go to the Home tab, then select Copy.
5. Press the Windows key, type outlook in the search box, and click Open. 
6. Click the New Email option (Outlook Classic) or New, then select Mail (Outlook New).
7. Paste the signature you copied in the email body. You can also make other changes, such as changing your photo and logo or adding hyperlinks to your social profile and website.
8. Once you have personalized the signature, save it to continue using it in all outgoing emails.
9. Press Ctrl + A to select the signature, then press Ctrl + C to copy it.
10. Next, go to the Message tab, locate the Include group, select Signature, and then Signatures. However, if you are using the new Outlook, instead of Include, look for Insert, choose Signature, and then Signatures.
11. If you can’t see the Include/Insert group, go to the right side of the header, click the downward arrow, and select Classic ribbon.
12. Click New signature and type a name for your signature.
13. In the Edit signature field, right-click and select Paste from the context menu. The signature is now displayed in the field.
14. Under Select default signatures, select the signature from the drop-down menu For New Messages and For Replies/Forwards.
15. Select Save to save the signature.
16. Click OK.

How can I change the photo/logo in the signature?

1. Right-click the photo in the signature, then choose Change Picture. Then, browse to select the location of the photo you want to use.
2. Go to the picture you want and select it.
3. Select Insert.
4. You can also resize the image. Select the image to see drag handles appear around it. Move the drag handles to resize the image. Choose the Picture Format tab, and format the picture the way you want.

You can also right-click the hyperlink or social icon and choose Edit Link or Edit Hyperlink. Under Text to Display, you can update the address box and add the necessary information.

If you want to know more about how to set up and update your signature on Microsoft Outlook, read this guide.

How can I create an email signature template in Outlook for the Web

1. Go to the email signature gallery template page and select your preferred template.
2. Click the Customize in Word button, and you will be redirected to the login screen. Select your account and enter your credentials to sign in.
3. Press Ctrl + A to select, then Ctrl + C to copy the signature from the Word document.
4. Now open Outlook for Web, then click New mail, and press Ctrl + V to paste the signature.
5. Make the changes to the template to customize it accordingly.

This way, you can create and customize Outlook’s email signatures. Depending on your needs and the nature of the email, you can create multiple signatures.

If your Outlook Signatures has disappeared, it could be due to an outdated browser cache, incorrect signature settings, or conflicting software. Read this guide to learn more.

Also, in case you have multiple mailboxes added to Outlook, you might need different signatures; read this guide to learn the steps to set them up. Don’t forget to check out our guide to download Outlook calendars & signatures.

Which Outlook email signature template do you use? Feel free to share your preferences with our readers in the comments section below.