Most business professionals have a standard Outlook signature that includes their name, title, company name and possibly a phone number. Creating a more enhanced signature to include company branding like a logo or link to a website is a little more complicated but it’s worth the effort. In Part 3 of our Outlook How-to Series we will show you how your signature can also help market your company.
First, access your signatures button by clicking on File-> Options-> Mail-> Signatures. Your signatures window will open and if you already have a basic signature it will show in the pane. Click “New” to create a new signature and name it. As you create your signature you will want to make sure you use the a font that matches or closely resembles the font used in your other company branding. Don’t get too exotic with your font because it may not present properly to your recipients if they don’t have the same font installed on their workstation.
To add a logo to your signature, you must first make sure your logo image is the exact size you want to use in your signature. You may need to edit it in a photo editor to resize it. Also, be sure that it is saved as a .jpg, .png, or .gif format and has a file size no larger than 10KB. When you are satisfied with how your logo looks, in the signature editor, click on the image icon. You can browse to the location of your logo or if it happens to be on the web, instead of “insert” choose “link to file” and you can type or copy in the URL.
To add a hyperlink to your company website, or social media, select the word or icon you want to make clickable and select the globe icon to the right. Copy or type in the URL and save it.
Once you have your enhanced signature created, you may want to set it as your default signature in the signature pane. If you want to manually add it so not everyone receives it, you can add it to your email by clicking on the Signature drop down in your message tab. Before you send an email with your new signature, make sure you carefully review it to make sure it presents correctly and reflects your company branding.
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