Outlook: Adding Email Signatures

Summary

This article covers general recommendations for email signatures with steps for how to add a signature in Outlook (Windows, Mac OS, Web), for faculty, staff, or students.

 

General Recommendations 

Keep it Clean and Simple! 

The more links you include in your signature, the more likely it will be flagged as spam and possibly not delivered. 

• If you include a logo, keep it small and directly embedded (not linked) in the signature
• Do not include confidentiality statements -- they are nonbinding and ineffectual 
  • Use Sensitivity Labels instead - see Outlook: Applying Sensitivity Labels
• If you are going to include a link, don’t include more than one
• Avoid social media links, especially images that are also hyperlinks
• Avoid URL shortening services (Bitly, etc.) in signature. This will help insure your email is delivered and not sorted as spam or blocked all together
• If available, use your campus's email signature template for a consistent campus image.  See Further Readings section below for links to campus email standards and templates where available.

 

Sample Signature Template - copy/paste and fill in your own specific information

 

Firstname Lastname
Your Title Here

Your Department Here
College/University Name Here
Street Address, City, NH, ZIP
603-XXX-XXXX
emailaddress@campus.edu
https://campus.edu/department

 

How-To

• Add a signature in the Outlook app on Windows
• Add a signature in the Outlook app on Apple Mac
• Add a signature in Outlook on the Web (OWA)

 

 

Instructions

Step 1 - Navigate to your Outlook Client.

Step 2 - From the menu bar, click "New Email".

Step 3 - From the "Include" section of the menu, click "Signature -> Signatures..."

Step 4 - Click the "New" button on the right

Step 5 - Type a name for this signature in the box, and type the signature text in the blank edit box following the General Guidelines at the beginning of this article.

Step 6 - Click the "Save" button at the bottom to save the new signature. 

• Repeat steps 4-6 for each new signature you want to add. 

Step 7 - Choose default signatures to use for "New messages:" and/or "Replies/forwards:" in the respective drop down boxes below the signature preview box. 

 

Outcome

You should be able to add a Signature in the Outlook app on Windows. Selected default signatures will automatically appear on new email messages and all signatures will be available under the "Signature" option when composing messages.

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Instructions

Step 1 - Navigate to your Outlook Client.

Step 2 - From the menu bar, click "New Email"

Step 3 - From the top menu bar, click "Draft -> Signature -> Edit Signatures.."

Step 4 - From this screen, name and create custom Signatures.

Step 5 - Signature selections will populate in the New Email window under the "Draft" menu selection.

 

Outcome

You should be able to add a Signature in the Outlook app on Apple Mac. Selected default signatures will automatically appear on new email messages and all signatures will be available under the "Signature" option when composing messages.

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Instructions

Step 1 - Navigate to Outlook on the Web - https://outlook.office.com

Step 2 - From the menu bar, click the blue "New Mail" button

Step 3 - From the menu bar, click "Insert -> Signature -> Signatures..."

Step 4 - Click the "+ New signature" hyperlink.

Step 5 - Type a name for the signature in the "Edit signature name" box, and type the signature text in the blank edit box following the General Guidelines at the beginning of this article.

Step 6 - Click the "Save" button at the bottom to save the new signature. 

• Repeat steps 4-6 for each new signature you want to add. 

Step 7 - Select default signatures to use for "For New Messages:" and/or "For Replies/Forwards:" in the respective drop down boxes below the signature preview box. 

Note: View existing signatures by clicking the drop-down arrow in the signature name field.

 

Outcome

You should be able to add a signature in Outlook on the Web (OWA).  Selected default signatures will automatically appear on new email messages and all signatures will be available under the "Signature" option when composing messages.

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Further Readings

Outlook on the Web - https://outlook.office.com 

Outlook: Applying Sensitivity Labels

 

Campus-specific email signature templates and standards

UNH - Email Signature Template

UNH - Email signature standard  - from UNH Digital Communication, Visual and design standard

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Need additional help?

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.