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Outlook Online - Create and embed a signature Tutorial

In this video, you will learn how to create and embed a signature using Microsoft 365. The video covers the steps to create a personalized signature for your emails and demonstrates how to easily embed it in your outgoing messages.
This will help you enhance your professional image and make your emails more professional and consistent.

1:25
2428 views

Available in Microsoft365

Objectifs :

Learn how to create and manage a custom email signature in Outlook Online, including formatting options, adding images, and setting default signatures for outgoing emails.

Chapitres :

Introduction to Custom Signatures in Outlook Online
In Outlook Online, you have the ability to create a custom signature that can be automatically inserted into all your outgoing emails or manually added to specific emails. This feature enhances your email communication by providing a professional touch.
Creating Your Signature
To create a signature, follow these steps: 1. Click on 'Settings' located at the top right of your screen. 2. Select 'View all Outlook settings'. 3. Navigate to 'Mail', then click on 'Compose and Reply'. Here, you can start crafting your signature.
Formatting Your Signature
Under the formatting options, you can customize your signature in various ways: - Use bold or italic text. - Apply a font color. - Add bullet points for lists. These options allow you to create a visually appealing signature that reflects your style.
Adding Images to Your Signature
You can also include an image in your signature, such as your company logo. To do this: 1. Click on the image button. 2. Choose an image from your computer. This adds a professional element to your signature.
Adjusting Text Alignment and Hyperlinks
In addition to text formatting, you can adjust text alignment and include hyperlinks. For example, you can link to your company’s website, making it easy for recipients to access more information.
Setting Default Signatures
You can select default signatures that will be automatically included in your outgoing emails. Choose one signature for new messages and another for replies or forwards. If you prefer not to have a signature added automatically, select 'No signature'.
Manually Adding Your Signature
When composing a new email, you can manually add your signature by clicking on the signature icon. From there, select the signature you wish to insert into your email.
Conclusion
Creating a custom signature in Outlook Online is a straightforward process that enhances your email professionalism. By following the steps outlined, you can easily set up a signature that reflects your identity and provides essential information to your email recipients.

FAQ :

How do I create a custom signature in Outlook Online?

To create a custom signature in Outlook Online, click on 'Settings' at the top right of your screen, then select 'View all Outlook settings.' Under 'Mail,' choose 'Compose and Reply' to create your signature.

Can I add an image to my email signature?

Yes, you can add an image to your email signature by clicking the image button in the signature settings and selecting an image from your computer.

How do I set a default signature for new emails?

In the signature settings, you can select a default signature for new messages and another for replies or forwards. Choose the desired signature from the dropdown menu.

What if I don't want a signature to be added automatically?

If you do not want a signature to be added automatically, you can select 'no signature' in the default signature settings.

How can I manually add my signature to an email?

To manually add your signature while composing a new email, click on the signature icon and select the signature you want to insert.

Quelques cas d'usages :

Professional Email Communication

Using a custom signature in Outlook Online can enhance professional email communication by providing recipients with essential contact information and branding, such as a company logo.

Brand Consistency

By creating a standardized email signature for all employees, companies can ensure brand consistency across all outgoing communications, reinforcing their identity and professionalism.

Efficient Email Management

Setting default signatures for different types of emails (new messages, replies, forwards) can save time and streamline the email management process, allowing users to focus on content rather than formatting.

Enhanced User Engagement

Including hyperlinks in email signatures can drive traffic to a company's website or social media pages, enhancing user engagement and providing additional information to recipients.

Glossaire :

Outlook Online

A web-based email service provided by Microsoft that allows users to send, receive, and manage their emails, calendars, and contacts.

custom signature

A personalized block of text or images that is automatically added to the end of outgoing emails, often including the sender's name, title, and contact information.

Settings

A section in Outlook Online where users can configure their email preferences, including signatures, themes, and other account settings.

Formatting options

Tools available for customizing the appearance of text in emails, such as bold, italic, font color, and bullet points.

hyperlink

A clickable link in an email that redirects users to a specified website or online resource.

default signatures

Pre-selected signatures that are automatically included in outgoing emails unless changed by the user.

dictation

A feature that allows users to input text by speaking, which is then converted into written text by the software.

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In Outlook Online, you can create

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a custom signature which will be

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inserted automatically to all your

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outgoing emails or that you can

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insert manually in specific e-mail.

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Let's create a signature.

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Click Settings at the top

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right of your screen,

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then click View all Outlook settings.

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Here select Mail, then Compose and Reply.

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You can now create your own signature.

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Under Formatting options

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you can use Bold or italic.

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You can also apply a font color or add.

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Bullets and so on.

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You also have the option to add

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an image to your signature,

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such as your company logo.

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To do this, click on this button.

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And choose an image from your computer.

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In addition, you can adjust texting,

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dictation, and alignment If needed.

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You can include a hyperlink to redirect

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users to your company's website,

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for instance.

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Here you can select default

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signatures that will be automatically

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included in your outgoing emails.

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You can pick one signature for new

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messages and another for replies or forwards.

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Select no signature if you do not

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want them to be added automatically.

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When composing a new e-mail, click on

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this icon to manually add your signature.

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Here, select the one you want to insert.

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