Using email signatures in Outlook

Jazz up your signature

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Polish your email signature with more advanced techniques. Use a handwritten signature, format a multi-column signature, or download a signature template.

Create a 2-column signature

  1. Open a new message.

  2. In the body, add a table.

  3. Insert your contact info and anything else you want to include in the columns.

  4. Copy the table.

  5. Click Signature > Signatures.

  6. Create or edit a signature.

  7. Paste the table into the Edit signature box.

Want more?

Create and add an email message signature

Change an email signature

Include a business card in a signature

In this video, I'll show you how to add a handwritten signature and how to use a two-column layout. And if you need some design help, I'll show you how to use e-mail signature templates as a starting point.

I'll start with handwritten signatures.

First, you need to capture your signature and turn it into a picture. There are many ways to do that.

For example, you can use OneNote or Word on a Windows tablet, an iPad, or a laptop with a touchscreen.

Or, if you want to go old school, sign your name on a blank piece of paper, then scan it, or fax it to your computer.

With OneNote open on a touchscreen laptop, I sign my name several times to give myself some choices.

I open the Snipping Tool, select the signature I want to use, and snip it.

Then I go to the File menu and click Save As. After I give the image a name, I can insert it into my signature.

Remember, that's just one way to do the job. So, feel free to experiment!

So far, we have stacked elements to create signatures. But, what if you want a more complex layout?

Here’s a trick: Design your signature in the body of an email message, and then paste it into the dialog box.

I open a new message, then go to the INSERT tab and insert a two-column table.

Back to the INSERT tab, and I’ll insert a picture in the left-hand cell.

I drag the picture to change its size, then drag to resize the column, and then I enter and format my contact information in the other cell.

Finally, I hide the table borders.

I click the Layout Selector to select the whole table, then on the DESIGN tab, I click Border, and then No Border.

I like that, so I’ll select the signature, right-click and click Copy.

Up to the ribbon, select the Signature command, create a new signature, Paste the copied layout, open the New Messages list and make this the default signature and click OK.

The next time I open a new message, there is the signature.

To give your signatures a more polished look, you can download Signature templates.

Go to this templates page on Office.com — the Quick Reference Card at the end of this course has a link to this page.

Pick the signature you want, click Download, Save the file, and it opens as an email message.

Scroll through the file to look at the choices it provides.

I like this one because it is simple and clean, so I'll select and Copy, create a new signature, and Paste the template, replace the generic information with my own, and there is the signature.

So, these are some additional ways to spice up your email signature.

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