Setting up business email signature

Summary

This guide helps you troubleshoot and resolve: Setting up business email signature. Follow the steps below to fix the issue.

Common Causes

Problem

You need to create or update your professional email signature for outgoing business emails in Microsoft Outlook.

Why a Business Signature Matters

• Presents a professional image to clients and colleagues
• Provides essential contact information
• Includes company branding and legal disclaimers

Solutions

Step 1: Create a Signature in Outlook Desktop

1. Open Outlook.
2. Click File → Options → Mail.
3. Click Signatures….
4. Click New.
5. Enter a name, e.g., “Business Signature”.
6. Compose your signature:
   • Name (bold, larger font)
   • Job title
   • Department
   • Phone: include extension if applicable
   • Email: your company address (auto-added, optional)
   • Company: name and website
   • Legal disclaimer (if required by your organisation)
7. Set as default:
   • In “Choose default signature”, set New messages to your new signature.
   • Set Replies/forwards as required.
8. Click OK to save.

Step 2: Signature Formatting Tips

• Keep it simple (3-5 lines).
• Use company colours if available.
• Include a small logo if approved (keep the file size under 10 KB).
• Avoid large images or complex formatting.
• Use standard fonts such as Arial, Calibri or Times New Roman.

Step 3: Use an HTML Signature (Advanced)

1. Create your signature in an HTML editor or use an online signature generator.
2. Be aware that Outlook’s built-in signature editor strips HTML code. Pasting raw HTML directly into the edit box will not preserve your formatting.
3. To manually install an HTML signature file:
   • Save your signature as signature.htm.
   • Place the file in %appdata%\Microsoft\Signatures\.
   • You must also create companion files with the exact same filename: signature.txt and signature.rtf. Outlook requires all three versions to display the signature correctly across different message formats.
4. Open Outlook, click File → Options → Mail → Signatures…, and select your signature from the list.

Step 4: Outlook on the Web (OWA)

1. Navigate to outlook.office.com and sign in.
2. Click the Settings (gear) icon → “View all Outlook settings”.
3. Choose “Compose and reply” → “Email signature”.
4. Create or edit your signature.
5. Click Save.

Step 5: Outlook Mobile App

1. Open the Outlook app on your mobile device.
2. Tap your profile icon → the gear icon for Settings.
3. Select “Signature”.
4. Enter your signature (plain text only – images are not supported on mobile).
5. Tap the check-mark to save.

Step 6: Add a Disclaimer (If Required)

Many organisations require a legal disclaimer at the bottom of every email.

1. In the Signatures window, create a new signature or edit the existing one.
2. Append the required disclaimer text.
3. Example disclaimer:

“This email and any attachments are confidential and intended solely for the use of the individual or entity to whom they are addressed.”

4. Save and set the signature as default.

Step 7: If Signatures Don’t Appear

• Ensure the message format is set to HTML, not Plain Text. Signatures will not appear in plain text emails.
• In a new email, click the Signature button and select the correct signature manually.
• Close and reopen Outlook.
• If you suspect a corrupt signature file, navigate to %appdata%\Microsoft\Signatures\ and rename only the specific signature files you are troubleshooting. Do not delete the entire folder, as this will remove all saved signatures for that user.
• Test your signature by sending an email to different clients, such as Gmail and Apple Mail, to verify formatting and image display.
• If the issue persists, Open a Ticket.

Image Hosting and Size Guidance

• Host images on a reliable external server. Broken external links will result in missing images for your recipients.
• Keep image file sizes small. Outlook has image size limits, and oversized images can trigger spam filters or cause emails to be clipped.
• Avoid image-heavy signatures, as some email clients block images by default.

Sample Business Signature

John Smith
Marketing Manager | Marketing Department
Phone: 02 1234 5678 ext. 789
Email: [email protected]
Website: www.company.com

[Company Logo]

This email and any attachments are confidential and intended solely for the use of the individual or entity to whom they are addressed.

Best Practices

• Keep it professional and consistent across the organisation.
• Update the signature whenever your job title or contact details change.
• Configure your signature separately on desktop, web, and mobile clients.
• Avoid including sensitive personal information.
• Follow any company-specific branding guidelines.

Need More Help?

If you require assistance, Open a Ticket.

Still Having Issues?