Computer Forum
Outlook von Microsoft (Image © Eigene)
Customize Outlook signatures
For users who use the classic version of Microsoft Outlook, the signature is set up via the general application settings. The primary way is via the “File” menu and the selection of “Options”. In the “Options” window, the “E-mail” category contains its own “Signatures” button. This opens the “Signatures and Letter Templates” dialog box, where users can create a new signature, assign it a name and enter their professional details in the text editor.
Alternatively, users can access these settings when composing a message. By selecting “New email” and then clicking on the “Signature” button in the top menu bar, the same configuration menu becomes available. After saving, the signature is automatically attached to new messages.
Setup for the new Outlook app and the web version
The new Outlook interface and the browser-based version use a different navigation structure. Users need to click on the gear icon for “Settings” in the top right corner, then navigate to ‘Account’ and select “Signatures”. In this version, after creating and naming a new signature and entering the desired text, the user must explicitly set the default signature. This involves selecting which signature should appear in new messages and which should be used for replies and forwards. These changes are finalized by clicking on the “Save” button. Similar to the classic version, the signature menu can also be accessed directly via the ribbon bar when composing a new email.
Updating and managing contact information
As job roles evolve or contact information changes, it is necessary to update the signature to prevent the distribution of outdated information. In both the classic and new versions of Outlook, users return to the signature management menus, select the existing signature from the list, change the text and save the changes. This ensures that all subsequent correspondence contains the most up-to-date data without the need for manual edits per email.
Professional content standards and improvements
A functional business signature should provide a comprehensive overview of the sender's professional identity. Essential elements include the full name, current job title and the relevant department. To facilitate communication, a business phone number and professional email address should be included. In addition, company identification - such as the official company name, address and company website - is crucial for transparency and legitimacy.
To further professionalize the layout, users can include a standard closing phrase such as “Yours sincerely” or “Yours faithfully” and include a company logo.
Use links in signature
Adding clickable links to the company website or social media profiles is an important feature for increasing company visibility.
In classic Outlook, this is done by selecting the desired text in the signature editor, right-clicking and selecting “Link”. The user then enters the target URL in the address field.
In the new Outlook and web version, users select the text and click on the link icon, represented by intertwined rings, located in the formatting bar. After entering the URL, the link is confirmed so that recipients can navigate directly from the email to the linked page.
