Most popular email providers and email applications provide a way for you to add an email signature to the end of your message. If you’ve never set up an email signature in Outlook 2010 or any other email application you’ve used, you’re missing out on an easy way to make sure email contacts have multiple ways to communicate with you.
Learning how to create an Outlook 2010 signature is a great way to look more professional while simplifying your email habits. In general, if you use Microsoft Outlook 2010 to send emails for your business, it’s important that the people who receive those emails can communicate with you as easily as possible. While they can of course just return your email, they may want to make a phone call, send you physical mail, or send a fax.
Instead of wasting time sending an email asking for this information, you can speed up the process by creating an email signature in Outlook 2010. Your Outlook 2010 signature is added to the end of every message that you send, so you no longer have to log in manually. this information for each message.
How to Make a Signature in Outlook 2010
- Create a new email message.
- Click the Signature button and then select the Signatures option.
- Click the New button under Select signature to edit.
- Enter a name for the Outlook 2010 signature, and then click OK.
- Enter your signature information in the field at the bottom of the window, then click the OK button when you’re done.
This is a question that is almost universally asked by anyone new to Outlook 2010 or business email in general. Constantly writing the same information at the end of an email message is tedious, error-prone, and useless due to the signature feature in Outlook. So, you can follow the procedure below to learn how to create signature in Microsoft Outlook 2010.
This guide can show you how to create a distribution list in Outlook if you regularly send emails to the same group of people and are looking for a way to avoid adding them manually every time.
Step 1: Start by opening Outlook 2010.
Step 2: Click the New Email button at the top left corner of the window to open a message box.
You only need the options on this screen. You don’t actually send a message if you don’t want to.
Step 3: Click the Signature icon in the Record section of the ribbon at the top of the window and then click the Signatures option.
Step 4: Click the New button under the Select signature to edit section, type a name for the signature in the pop-up box, and then click the OK button.
The signature you just created will be selected so you can start customizing its appearance. In the image below I have put a false signature.
Step 5: After all the settings are applied, click the OK button at the bottom of the window to save the changes.
You can then close the blank email message you opened earlier.
The next time you send an email, you will be greeted with an email message similar to the one below, with your signature preloaded in the window.
You can click in the Edit Signature section of the Signatures and Stationery window and type the body of your email signature. Note the icons above the text field, as they contain options to change the font, font size, text justification, and color. There are also options for business cards, images, and hyperlinks if you want to include any of those elements in your signature.
In the top right corner of this window are drop-down menus to the right of New messages and replies/forwards. They appear as options in the “Choose Default Signature” section of the menu.
To include your signature in those kinds of messages, click the drop-down menu and then choose the signature you created. Please note that I have chosen to include my signature on both types of messages, but you should consider whether your signature should be included in replies and forwards. This is especially true for long signatures or image signatures, as they can dramatically increase the size of your email messages. However, the choice is yours and you can always change the content or format of the signature you want to include in the emails you send.
You can have multiple signatures in Outlook, so feel free to create multiple email signatures if you’re not sure which one to add to a new message, or the replies or forwards you write. You can always click the Signatures button in the future to reopen this menu and select the signature you think is best for a situation. This also gives you the opportunity to experiment with a different email signature and see if there is one that looks better or generates better responses from your contacts.
Many email providers and applications will automatically remove embedded images (such as an image you can add to your signature). In some cases, that image can be added as an attachment.