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How to Create a Professional Email Signature in Outlook 2019

Outlook is of the tools on the Microsoft Office bundle, other than Word, Excel, PowerPoint, and Access. It is a desktop-based email client designed for business use. Unlike Mail (another email client from Microsoft which available for free), Outlook comes with more advanced features.

Since Outlook is designed for professional use, it reasonable enough to add a professional signature as well on every email you send via this app. One of the advantages of Outlook compared to free email client apps is that you can have more than one email signatures. Before sending an email, you can select a signature according to the company or institute you belong to. This feature is pretty useful if you work for several companies.

How to create a professional email signature in Outlook 2019

There are a bunch of email signature software out there that you can use to create a professional-look email signature. From paid ones like WiseStamp and Xink to the free ones like HubSpot Email Signature Generator. You can choose one according to your needs. In this example, we will show you how to create an email signature using HubSpot Email Signature Generator.

First off, visit this page and select one of the available email signature templates on the left panel. By default, each email signature template contains a HubSpot branding. You can remove it by sliding the button on Created With HubSpot.

To add your name, company, job title, phone number, email address, social media accounts, and other pieces of information, you can go to the second tab on the left panel (second from the left).

To add your profile icon, you can go to the fourth tab. HubSpot Email Signature Generator also allows you to customize your email signature. You can set the theme color, text color, link color, font family as well as font size. You can go to the third panel to do so.

Once done with the signature, click the Create Signature button beneath the email signature preview on the right panel.

On the next page, click the Copy Signature button. This will copy the signature you have just created.

Installing the signature on Outlook

You have created your signature. Now, it’s time to install it on Outlook. In this example, we use Outlook 2019. Launch Outlook, click the File menu and select Options.

On the appearing pop-up window, click the Mail tab on the left panel and click the Signatures button.

Click the New button to create a new signature. You will be asked to give your signature a name. Simply type your preferred name and click the OK button.

Paste your signature (the signature you created with HubSpot) on the available editor. You can press Ctrl+V to do so. Click the OK button.

From here, you can also set the default signature for the existing email accounts on your Outlook. On the Choose default signature section, select one of the existing email accounts and select the default email signature for every new email. Don’t forget to click the OK button to apply the changes.

How to use the email signature

Every time you create a new email, Outlook will automatically insert the default email signature you have specified on the steps above. If you want to use a different signature, you can click Signature on the toolbar. This will display the existing email signatures on your Outlook. Select the signature you want to use.

Final words

An email signature is crucial enough in the job world. It can represent what company you belong to without needing to write a too-long introduction line. In Outlook, you can have more than one email signatures in case you work for several companies at once. There are several email signature generators you can use to create a professional email signature. If you are looking for a free tool, the email generator from HubSpot is by far the best option.

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