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How To Set Up An Email Signature In Outlook

An email is by now the standard means of business-to-business communication, as well as being pretty handy for your personal correspondence too.

And an email signature is one of the easiest ways to convey information about you and the company or organisation you represent. Job title, phone number, address… everything you used to put in the corner of a letter back in the old ‘snail-mail’ days.  But now it’s attached to the bottom of each email you send, so you don’t have to type it every time.

Step 1) Open up the Outlook application and go to the Mail section.

Step 2) Go to the Tools menu and click on Options.

Step 3) Click on where it says Mail Format.

Step 4) Select the Signature option.

Step 5) On the Email Signature tab, choose New.

Step 6) Enter a name for your new email signature.

Step 7) Enter your signature line as required. You should keep it brief – no one wants your entire CV / portfolio at the end of each email. But you do need to add things as you would like them to appear in your signature e.g. if you want to use what is known as the standard signature delimiter i.e. ‘–’ on the line above the signature itself like so, it must be added here first.

An example of a signature using this device looks like this:


John Wilkins


Wilkins Industries


You should also see an option to set up a Business Card – this is an information card that you can set up about your company or organisation, possibly involving a picture and/or hyperlinks.

Step 8) Remember that you don’t need to include every single bit of information in your signature: Full name, job title, company or organisation name, email address (yes, this seems ridiculous, but having it here makes it easy to refer to quickly) and a relevant website address.

Step 9) Keep the font to the average Word size 10 or 12 – that’s what is easiest to read. And no crazy fonts, just something simple – you only want to be clear here, you can impress with what you say in the body of your email. Your email signature is just about giving someone all your relevant basic information.

Step 10) Set your default signature which will always appear – you can have one for new emails and another version for replies and forwards, if necessary.

Step 11) If you right-click on the default signature, these options will come up.

Step 12) Test your new email signature by opening a new email in Outlook – you should see it at the bottom of the page.