Author Archives: Kamil

How to add signatures to new Outlook for Windows?

Email signature in NEW Outlook OG

Setting up email signatures can be a headache. Especially in the new Outlook for Windows. Fortunately, there is a simple way to do this. I’ll show you how to add a professional email signature to the new Outlook. This method works every time and once you see it, you won’t believe how easy it is.

Take me to instructions

What’s a professional email signature?

A professional email signature adds a human touch to your digital communication. It needs to look good and provide alternative ways to reach you. It’s a good sign that people want to know who they’re talking to. It means you’re on the right track. And to show them who you are, you might want to add a link to your LinkedIn profile. You could also add a marketing banner to let them know about a promo offer you’re running. A photo and logo helps too, so that they know they’re not having conversations with an AI.

But why am I mentioning this? Well, to have a professional email signature which includes those elements, you need to have it coded in HTML, so that it works in all email clients used to view your emails.

The easiest way to design a working email signature

HTML code for email signatures is not quite the same as the code used for websites. Email clients have a different parsing engine and trying to use the same methods you’d use for developing websites usually ends in failure.

That’s why it’s easiest to use a dedicated tool, designed to work with email signatures.

The free signature generator is the perfect tool if you just want a signature for yourself.

To design a signature in the generator, choose any signature template and fill it in with your data. The steps are really easy and if you run into any issues, its user’s manual has all the answers.

The generator works with all email clients. To use it with the new Outlook for Windows, choose New Outlook as your platform. When you’re happy with your design, click Apply your signature.

Apply your new Outlook signature

And here’s how to add a signature, because this part isn’t as obvious. You might want to minimize the generator for the time being.

Add a signature to the new Outlook for Windows

When you have the signature ready, it’s time to open signature settings in the new Outlook.

  1. Starting from the Outlook’s main window, the quickest way to open signature settings is to start creating a new email:
Start creating a new email-thumb
  1. Next, go to Message > Signature > Signatures
Open new Outlook's signature settings
  1. Once in the signature settings, add a new signature’s name. Now, it’s best to open Outlook and the signature generator side by side. I’m using the windows-key-logo + arrow-left key combination for an easy and even screen split, but you can use your second display (if you have it). Now, select the signature in the generator and drag & drop it into the signature settings in Outlook. Since it’s easier shown than written, see this short video:

Note: Alternatively, you can click and hold the signature, alt + tab to the settings (while holding) and release the mouse button in the signature editor.

  1. Save your changes, (optionally) choose the new signature as the default one and then save again. You can’t choose the new signature as the default one until you save it first.

Why not copy and paste the signature?

Copy and paste works for nearly every email client. New Outlook for Windows is the infamous exception. There’s currently no way to keep the source formatting when pasting, so if you try to copy and paste, the formatting gets messed up.

Can you see the difference? It’s the same signature.

Dragged & dropped:

Email signature in NEW Outlook after drag-and-drop

Copied & pasted:

Email signature in New Outlook after copy-and-paste

Other methods

It’s not the only way to get your automatic email signature working. But it’s by far the easiest. I’ll list the other methods, but mainly to show why the method above is superior.

  • Switching to classic Outlook and adding the signature there. Copy & paste always worked there, but you’ve switched to the new Outlook for some reason, right? Jumping between those two versions adds some hassle.
  • Creating the signature from scratch in the signature editor. While it’s always an option, I’ve never actually seen people doing it, unless they only want to add their first and last name.
  • You don’t have to use the signature generator. Designing a signature in Word and using it in the new Outlook is an option you’re welcome to try. I never recommend it, though. Copy and paste gives similar results to what you see above. And if you drag and drop, signatures from any word processor come with some curious formatting. It will reveal itself once you send out your emails.
  • You can design your signature in Canva, Photoshop, etc. and use an image instead of an HTML signature. While your formatting will be intact, you’ll lose dark-mode compatibility, easy editing, ability to copy anything and optimal signature size. Also, there’s no point in adding any social buttons, since you can only add one link to the whole image.

There is one more method, which makes a lot of sense if you design email signatures for the whole company.

How to add a professional email signature for the whole company?

The only easier method of setting up an email signature is when you don’t have to set it up at all. And yes, you and every other user can have a signature without having to get near the signature settings. Here’s how:

Try CodeTwo Email Signatures 365 for free

Problems with email signatures in Microsoft 365

Problems with email signatures in Office 365

[Update]: This article was last updated on June 5, 2024 with the next Microsoft 365 signature problem, appearing mostly in the new Outlook for Windows and rarely in Outlook on the web.

In Microsoft 365 (or Office 365, if you like the old name better), there are some situations in which your email signatures stop working. Here is a quick access list of the most frequent email signature management problems, with solutions:

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Animated gifs in email signatures

[Update]: This article was last updated on May 31, 2024.

For some people, animated gifs are the essence of the Internet – before them, there was nothing of interest. Gifs have opened our eyes to the magic of ultra-cute, animated kittens, memes and epic fails, to mention a few. But apart from those highly popular and reusable gifs, there is another type – simple animations which in the business world could be deemed as professional. So today, I’ll cover the idea of having animated gifs in email signatures.

Thanks to our atavistic predator instinct, nothing grabs our attention as much as a moving objects next to a static background (that is, regular email content). Animated gifs seem like they are crafted for this purpose exactly. Be careful though, as the line between “attention-grabbing” and “extremely annoying” is finer than you might think.

Animated gifs in email signatures
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How to create and add a WhatsApp link to emails, websites or email signatures?

A WhatsApp link in your email signature, website or blog? Why not! Such a link will allow other people to contact you via a WhatsApp message or call. In today’s world, we tend to shorten the distance in interactions between companies and customers or business partners. Also, we now have many different communication channels at our disposal, the most popular being email, phone calls and social media messaging apps. So, how about extending your contact opportunities? In this blog post, I will show you how to create and add a WhatsApp link to an email signature, but feel free to use your WhatsApp link anywhere else.

As a bonus, I’ll show you a super easy way to take your email conversations to your mobile WhatsApp.

WhatsApp links in email signatures
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vCards in email signatures

[Update]: The article has been updated to reflect the changes in the presented tools’ user interfaces as well as the latest developments in vCards.

While most people consider vCards as obsolete (or have no idea what they are) others use it on a daily basis in their email communication. So, what exactly are those vCards? Why use QR-coded vCards in email signatures? And how to do that? Read on to find out.

How to add vCards to email signatures
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Direct link to a hosted image in email signatures

[Update]: There have been important changes to how Google Drive handles direct links. See what’s this all about.

You might wonder how direct image links or direct URLs are related to email signatures. If you can use an embedded image, you do not have to worry about any links. However, linked images have some upsides: for example, they don’t increase the email size. What is more, there are situations in which linked images are the only available option. To add a linked image, you need a direct URL to it.

How to get a direct image link
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