Adding your contact information as a signature to your emails is very useful in a business environment, but also for personal emails as well. An email signature is a block of text created by you that’s automatically added to the bottom of emails you send. You can designate whether it’s included on every single email, or if it’s excluded from emails where you’re replying to a previous message.

There are a lot of benefits to using an email signature:

  1. It can save you time, since you won’t need to re-type your contact information as often
  2. Your recipients will know at a glance how to reach you
  3. Maintain consistent branding in your email communications
  4. When used strategically, it’s a great opportunity to promote your company’s services or offerings, such as your website or an email newsletter

Common items to include in your email signature:

  • Full name
  • Job title
  • Company name
  • Website address
  • Mailing address
  • Phone and fax numbers
  • Link to sign up for your company’s email newsletter

This post will give you step-by-step instructions for adding an email signature using Outlook 2007.

Adding a signature in Outlook 2007

1. When you have Microsoft Outlook open, select the Tools menu from the top menu bar and click Options, then click the Mail Format tab (see image below).

2.  Under Signatures, click the Signatures button, and then click New (see image above).

3.  In the New Signature box, enter a name. This is for your use only; your recipients won’t see it. When you’re finished, click OK.

6.  Next you’ll see an editor where you can type in the text you want to include in your signature.  You can also cut and paste text to this box from another document.

7.  To change the paragraph or font format, select the text, click Font or Paragraph, and then select the formatting options you want. These options are not available if you use plain text as your message format.

8.  You can add a picture or logo to your signature by clicking on the picture icon next to the business card (see screenshot below). Images should be in JPG, PNG or GIF format. You will then be instructed to locate the file on your computer and click insert.

9. Once you’re finished making changes, select your new signature in the “New Messages” and “Replies/Forwards” drop-downs in the upper right of the window and click OK.

You’re done! View this related post to learn how you can add a link to allow people to sign up for your email newsletter, right from your email signature.