Published 2020-12-10 by TechNet New England
A professional email signature includes your name, title, organization, phone number, and optionally your website. Here is how to set one up in every version of Outlook. ## Outlook on Windows (Desktop) 1. Open Outlook. 2. Go to **File > Options > Mail > Signatures** (or **Settings > Mail > Compose and Reply** in the new Outlook). 3. Click **New** to create a new signature. 4. Give it a name (like "Work" or "Default"). 5. Type your signature in the editor. Format it using the toolbar (bold, font size, color, add image/logo). 6. Under **Choose default signature**, select the signature for new messages and replies. 7. Click **OK**. ## Outlook on Mac 1. Open Outlook. 2. Go to **Outlook > Settings > Signatures**. 3. Click the **"+"** button to add a new signature. 4. Type and format your signature. 5. Under **Default signatures**, choose which signature to use for new messages and replies, and for which account. ## Outlook Web (outlook.office.com) 1. Click the **gear icon** > **View all Outlook settings**. 2. Click **Mail > Compose and reply**. 3. Under **Email signature**, type your signature in the editor. 4. Check **Automatically include my signature on new messages I compose**. 5. Optionally check **Automatically include my signature on messages I forward or reply to**. 6. Click **Save**. ## Gmail / Google Workspace 1. Open Gmail. 2. Click the **gear icon** > **See all settings**. 3. Under the **General** tab, scroll to **Signature**. 4. Click **Create new** and name it. 5. Type and format your signature. 6. Under **Signature defaults**, choose the signature for new emails and replies. 7. Click **Save Changes**. ## Sample Signature Josue Valentin Owner, TechNet New England (413) 459-9663 j.vega@technetne.com technetnewengland.com ## Tips Keep it simple. Name, title, phone, email, website. Avoid quotes, large images, and excessive formatting. Include only one phone number. If you list five numbers, people do not know which one to call. Do not include "Sent from my iPhone" in your professional signature. Remove it in phone settings and add a proper signature. Test your signature by sending an email to yourself. Check how it looks on desktop and mobile. If your organization has a standard signature format, follow it for consistency.