Do You Know How to Add Email Signatures?

Do You Know How to Add Email Signatures?

How To Add An Email Signature On Outlook – & Gmail?

(And 13 Tips For Creating A Professional-Looking Signature)

Do you have a mail account at Outlook, or Gmail? This article provides information about settings and instructions. We’ll show you how to configure Outlook and Gmail when composing your email signature.

We’ll also discuss 13 do’s and don’ts when composing your business email signature. And we’ll explain why it’s so important to create a professional-looking signature.

Want To Add An Email Signature On The Desktop Version Of Outlook?


Here’s how…


In Microsoft Office on the HOME page, click FILE > OPTIONS > MAIL > SIGNATURES.





Go to NEW and enter your email signature in the text box.  Make sure you are using the email account that you want.


Did you know that you can add different signatures for various situations? Consider doing this if you “wear different hats” in your business. For example, create one for Sales, Purchasing, Administration, Finance or whatever “hats” you wear.


When you’re finished click the OK button.





Want To Add An Email Signature To On The Web?


Log onto

Click on the GEAR icon in the upper right corner of your screen.



Scroll down to OPTIONS.



Under MAIL scroll down to EMAIL SIGNATURE.

Enter your new email signature in the text box and select the options you want above it.

When you’re finished, click SAVE.





How Do You Add An Email Signature To GMAIL?


Log onto your Gmail account. Click on the GEAR icon in the upper right of your screen.



Scroll down and click SETTINGS.



You should now be in the GENERAL screen.




Scroll down to the signature box. Make sure the radio button for SIGNATURE is on.

Enter your signature in the text box.





Scroll to the bottom of the page and click SAVE CHANGES.





Want To Add A Logo To Your Email Signature In Outlook 2016?


Here’s how:

  • In Outlook 2016 click on FILE > OPTIONS > MAIL> SIGNATURES.
  • Click on the NEW button.
  • Start creating your signature.
  • You can add an image/picture by clicking on the button right next to the Business Card option.


Want To Add A Photo To Your Email Signature In Outlook 2016?

Here’s how:

  • From the HOME tab, click NEW EMAIL.
  • From the MESSAGE tab, click the downward triangle under the SIGNATURE button.
  • Click the NEW button.
  • Type a name for your new signature.
  • Click the OK button.
  • In the EDIT SIGNATURES section click the IMAGE button.
  • In the INSERT PICTURE dialog, select the image you wish to include.
  • Click the INSERT button.
  • In the Picture files dialog, navigate to the image file you would like to use.
  • Highlight the image file and click
  • In the PICTURE dialog, click the OK Your image will appear.
  • Add any other text as needed.
  • Click the OK

How Do You Create A Professional Email Signature?

Composing a professional-looking email signature is paramount.  Your email signature is a reflection of your corporate identity.

Using a poorly composed email signature is like giving someone your contact information on a napkin.  This won’t relay a professional image of you or your business.

Some organizations allow their employees to create their own email signature. This is a mistake. You want to portray your corporate identity whenever anyone from your staff sends an email.

Design an appropriate email signature that your employees can use and personalize that provides an instant brand recognition for your business. This will communicate a level of legitimacy and credibility, and avoid any misconceptions by the recipients.

And remember, your email message is actually a small HTML program that’s transmitted from your computer to the recipients’ computers or mobile devices.  The computer device receiving the HTML signature “interprets it” based on the instructions it receives.

Do-It-Yourself signatures don’t perform optimally unless they are designed with a proper HTML.  This could end up reflecting poorly on your business.

When creating an email signature remember that it will leave a lasting impression on the recipients of your messages.  You want to post a signature that’s informative and professional looking. You also want to get your recipients’ attention without being flashy.

13 Tips To Consider When Composing Your Email Signature  


  1. Keep your signature to no more than 4 lines of text.
  2. Include things like your name, title, company name (with links to the URL for your company website and phone number).
  3. Consider including an image like your company’s logo.
  4. Don’t include your email address in your email signature. Recipients can find it by hovering their mouse over your name at the top of the email.
  5. Don’t include all of your phone numbers. Just pick one.
  6. Don’t cite educational or inspirational quotes.
  7. You may want to include a link to your LinkedIn profile.
  8. Include a link to a blog post about your company or your products/services.
  9. Post a Call To Action (CTA) that prompts the recipient to take an action. This could be something like: scheduling a consultation, attending an event, downloading a whitepaper, etc.
  10. Consider adding your business photo to your signature.
  11. Make sure to check the spelling, grammar, and accuracy of your signature.
  12. For mobile phones include phrases like “Sent From My iPhone” or “Sent From Mobile Device.”
  13. Consider using an email signature generator like Wise Stamp, newoldstamp, or htmlsig.

Questions?  Contact us.  We’re always here to help.

Leave a Reply

Your email address will not be published.