An email signature is one of the simplest ways to make your business communication look professional. Every email you send becomes a small advertisement for your business with your name, title, contact details and website automatically included.
Setting up your signature in Outlook on your computer
Open Outlook and click on File, then Options, then Mail. Under the Compose messages section click Signatures.
Click New to create a new signature and give it a name, something like Work or Main.
In the editing area below, type out your signature. A good business signature typically includes your full name, your job title, your company name, your phone number and your website.
Once you have typed it out you can format it using the toolbar above the editing area. Keep it clean and simple. Avoid using too many colours or fonts.
Under Choose default signature, select your new signature for New messages and for Replies and forwards. Click OK and you are done.
Setting it up in Outlook on the web
Go to outlook.cloud.microsoft and click the settings gear in the top right. Search for Email signature. Type your signature in the box, tick the option to automatically include it on new messages and on replies, then save.
Keeping it consistent across your team
If you have multiple staff members, getting everyone to use the same signature format gives your business a more consistent and professional appearance. This is something Recloud sets up as part of onboarding new Microsoft 365 clients so everyone starts with a properly formatted signature from day one.
When to get help
If you want consistent signatures managed centrally across your whole team rather than relying on each person to set their own, this requires a server-side signature rule. Recloud configures this so every email from your business looks professional without anyone having to think about it.