How to Edit an Email Signature

All email programs let you edit an email signature.

You've got an email signature on your outgoing messages and you want to edit it. You can change and customize your email signature in just a few minutes. All email programs, even web-based email systems, have a process for adding and editing signatures. Most email programs follow the same basic steps to edit an email signature. To customize these instructions for your specific email program, look for comparable toolbar menus or consult your specific help files.

Instructions

1. Locate your signature file. In Microsoft Outlook Express you'll find the signature file by going to the "Tools" menu and opening the "Options" page. Hotmail and other web-based email clients usually have an "Options" page where the "Signature" settings are found.

2. Select the signature you want to edit. This is usually as simple as clicking in the signature box; some programs may have an "Edit Signature" button to click. In Outlook you may have several signatures to choose from, but if you're using a free email service like Hotmail or Gmail you will probably only see one signature available for editing.

3. Change the font, color and size by using the text formatting toolbar above the signature box. Some programs like Outlook also have a "Font" button that will open advanced formatting options.

4. Use basic HTML tags to add hyperlinks and images to your email signature if you wish and if your email program allows it. To add hypertext formatting, go to the "Options" menu and make sure HTML format is selected (as opposed to plain text formatting).

5. Look for a check box that says "add signatures to all outgoing messages" or something similar. Check this box so your signature will be applied to your email. Also click "Save" or "Apply" if applicable in your program.

Tips & Warnings

• You can add an image to your signature file by uploading a .jpg file to a photo sharing website and linking your signature to it. In Outlook, go to Edit Signature and choose "File..." to add a link to your image. Keep image files smaller than 100x75 pixels so the files don't overload your recipient's in-box.

• Some email programs like Yahoo! Mail don't allow HTML in email signatures, so formatting options are more limited with these programs.

References

• Emory University: Creating a Basic Signature File in Microsoft Outlook Express
• Microsoft Office: Change Your Email Signature