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How to Create an Email Signature in Outlook 2019

Email is still considered an important workplace communication tool. So much so that it is predicted that by the end of 2023, the total number of business and consumer emails sent and received per day will grow to over 347 billion.

An email signature is a significant feature of your work identity. Think of it as an online business card. You wouldn’t want to hand over a shabby-looking business card to a prospective client. You want it to look presentable and professional. This sentiment should extend to your email signature.

Your email signature represents who you are and the company you work for. How it’s designed can say a lot to the people you are communicating with, whether they’re colleagues, customers, or other business professionals. When done properly, an email signature can highlight professionalism and emphasize business legitimacy.

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Want to make the most of your email signatures? Give these hacks a go...

Email Signature Best Practices

  • Think wisely of your font choice. As you want to appear professional, it’s a good idea to steer clear of any cursive or decorative font styles.
  • The same goes for color. Select a color scheme that is easy on the eye or just play it safe and stick to your company’s brand colors.
  • Make sure your email signature design is mobile-friendly as reading emails from a mobile device is now common practice.
  • Including contact details is a given, but to go a step further, ensure your social media handles are hyperlinked to the actual pages.
  • Don’t forget to add a privacy and legal disclaimer in your email signature.
  • Simplicity is key, so hold back on including anything animated or ornate.

How to Create an Email Signature in Outlook 2019

  1. Once you’ve opened Microsoft Outlook 2019, click New Email which you will find on the top left corner of the Home tab.
  2. Your next step is to select Signature from the top panel (the button is next to Attach Item). From the dropdown menu, a few options to include an existing signature will appear. Choose Signatures from this menu. A Signatures and Stationery window should open.
  3. To set up your Outlook signature, click New in the Signatures and Stationery window and enter a name for your signature.
  4. Now, you’re ready to create and edit your signature in the Edit signature section.

Tips to Further Enhance Your Email Signature

  • Set your new email signature as the default signature if you wish for it to appear in every new message.
  • You also have the option to create and save various signatures so that you always have a suitable version on hand for different business situations.
  • You can import contact details that you have stored in Outlook as a business card. All you have to do is select Business Card at the top right of the edit options.

Date: 28. Aug 2019
Author: Dinnie Muslihat
Tags: Email Microsoft Outlook Outlook 2019


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