How to Change an Outlook Signature

Communicating with others via email is something that can be done on a daily basis. You can also send a quick email to a business associate to allow him to review important documents and information. Sharing personal data with friends and family members is another common use for emailing. Creating a special signature is one of the easiest ways of representing yourself.

Difficulty: Moderately Easy

Instructions

Microsoft Outlook 2003

1. Launch Outlook on your computer system. At the top of the window, there will be various menu items to browse through. Click the "Tools" link to access more Outlook settings. Choose "Options" from the drop-down list of choices that will be displayed. A pop-up box will appear with more settings for you to change.

2. View the tabs displayed at the top of the "Options" window. A few examples of these tabs include "Preferences," "Mail Setup" and "Mail Format." Click the "Mail Format" tab to begin changing your existing Outlook signature. This tab is broken up into several areas such as "Message Format," "Signatures" and "Editor Options."

3. Navigate to the "Signatures" area and click the button labeled "Signatures." A pop-up box named "Signatures and Stationery" will appear. Highlight the signature you'd like to change by clicking onto it in the "Select Signature to Edit" box. Type the information you'd like to include in your new signature into the "Edit Signature" box at the bottom.

4. Experiment with multiple fonts and text location for the new signature by selecting the available options. Once you've made the necessary changes, click the "Save" button and press "OK" to complete them. Your new Outlook signature will be available for your new outgoing messages.

5. Send a new outgoing message to someone by clicking the "New Message" icon at the top of your Outlook application. It will automatically contain your e-mail signature and can be easily viewed by all recipients. If by chance you choose not to include the signature, just delete it from your message before sending an email.

Microsoft Outlook 2007

6. Open a new message in Outlook 2007 by clicking the "New" icon at the top of the application. A pop-up box will display and allow you to compose a message to send to others. There are several tabs also located at the top to help enhance your messages. The tabs are labeled as "Message," "Insert," "Options" and "Format Text."

7. Click the "Message" tab and choose the "Signature" icon. A drop-down list of your existing email signatures will appear. Highlight the "Signatures" link by clicking onto it. Another pop-up box will appear for you to work within.

8. Select the email signature you'd like to alter by clicking onto it. Make your desired changes in the box labeled "Edit Signature." Add or delete information as needed. When you've finished, select the "Save" button and press "OK" to complete the new changes.

Tips & Warnings

• Always proofread your information before sending it to others.
• Don't include graphics in your email signature because some providers might identify it as a virus.

References

• Change a Signature
• Change Your E-mail Signature

Resources

• Microsoft Office Outlook 2003
• Microsoft Office Outlook 2007