Tag Archives: design

How to add signatures to new Outlook for Windows?

Email signature in NEW Outlook OG

[Update]: The problem with the new Outlook seems to be fixed. While drag-and-drop still works, you should also be able to set up your email signature with a simple copy-and-paste.

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

Since the new Outlook entered the Global Availability phase, you should be able to simply copy-and-paste the email signature from the generator to Outlook settings. Follow the instructions below to drag-and-drop your email signature only if the default method doesn’t work.

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?

Since the new Outlook entered the Global Availability phase, the signature formatting issue should be fixed. The images below show how email signatures behaved when you used drag-and-drop vs when you used copy-and-paste.

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

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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The best email signatures for 2023

The best email signatures for 2023

The year 2023 is already in full swing and you want to use the momentum to keep things fresh. A small step towards that goal might be updating your email signature. If that’s the case, you might be wondering what email signature designs are trending and where to find inspiration.

Don’t worry, we’ve got you covered. In this article, we’ve put together some examples of best email signatures for 2023 to spark your imagination.

Trends in email signature design in 2023

Email signature design is constantly evolving. The last time we took a close look at modern trends was in 2020. Three years don’t seem like much and it’s true that the same core principles of esthetics still apply. However, there are some interesting new trends (the 2023 buzzwords are #inclusion, #tweetlike, #charity #csr #csat) in the current email signature designs which you might want to incorporate into your signature. To get a better understanding of how an email signature template should appear nowadays, have a look at the collection of contemporary email signature inspirations below.

Streaming & vlogging

If you are a streamer or a vlogger who wants to promote their channel, check out email signatures below. Such signatures don’t only sign off your emails, they showcase your content & grow your followers. Whether you are a streamer, a vlogger, or both, you can use an email signature to highlight your streaming accounts.

Inspiration 1

This eye-catching email signature example really draws attention with its neon colors and is perfect for a streamer. In addition to standard social media icons for Facebook, Instagram and YouTube, it also includes TikTok and Discord buttons, as well as a Twitch mini-banner. Even though the signature is packed with graphical elements, its two-column layout keeps all details organized.

The best email signatures for 2023 - streaming & vlogging 1

Inspiration 2

This email signature template is a perfect match for a vlogger. It’s a toned-down design which will appeal to a different audience than the one above. Readability is crucial, therefore all elements are grouped for easy identification. The large banner at the top can link to your newest videos and the small banner at the bottom can take the recipients to your TikTok bio.

The best email signatures for 2023 - streaming & vlogging 2

Download this free template or edit it in our email signature generator to personalize it

Inclusive design

An email signature typically contains your name, contact information, and other relevant details about you or your company. But it can also be a powerful tool to communicate the organization’s identity, values, and commitment to diversity and inclusion. By adding such information, you can make a positive impression on your recipients and build trust and rapport with them. This can also inspire others to be more inclusive and respectful in their communication and interactions. Many of 2023 email signature designs show that inclusion becomes more and more important.

Inspiration 3

One way to make email signatures more inclusive is to add gender pronouns. We’ve seen a major increase in such email signatures in 2023. This shows respect for people’s gender identities and helps avoid misgendering. It also encourages others to share their pronouns and creates a more welcoming and safe environment for everyone. From a design perspective, it’s best to add pronouns next to or under your name (as shown in the example below). That’s where most people expect to find them. This signature inspiration also includes a direct Zoom link in form of a call-to-action (CTA) button to allow for quick video calls with you.

The best email signatures for 2023 - inclusive design 1

Inspiration 4

You can also make email signatures more inclusive by adding name pronunciation details. This helps avoid confusion or embarrassment in communication, shows the company’s respect for people’s names and cultural backgrounds, and fosters more positive and personal connections. The following email signature design includes a CTA button which you can link to an audio recording. Thanks to the toned-down design, this signature template is suitable for both personal and professional use.

The best email signatures for 2023 - inclusive design 2

Download this email signature from our template library or edit it to your liking

Tweet-like signatures

Not all email signatures are created equal. Some can be too long, too cluttered, or too boring. Here’s where tweet-like email signatures come into the picture. Those 2023 email signature designs are crisp, concise and catchy. Such signatures use minimal elements such as small logos, sometimes also small banners, and a few words to convey the essential information. They are inspired by the brevity and clarity of tweets, and they can make your emails stand out from the crowd.

Inspiration 5

Take a look at the email signature below. It’s simple, compact and short. A perfect choice for business communication. It’s certainly not lacking in any department, it includes: contact details, company logo, social media buttons, and even a small marketing banner. Everything is there, presented in a minimalistic form which can easily match your corporate style.

The best email signatures for 2023 - tweet-like signature 1

Inspiration 6

This tweet-like email signature is a great example of how less is more. Despite its small size, the signature still conveys all the essential details – contact information, linked social media icons and logo (or photo). It’s a straight-to-the-point template which is ideal for replies, forwards, and internal correspondence.

The best email signatures for 2023 - tweet-like signature 2

Adjust this email signature template to your needs or download it now

Charity-themed signatures

If you are running a charity or a non-profit organization, you know how important it is to communicate your mission and vision to your audience. One of the ways to do that is by using a tailored email signature that reflects your values and goals. Such a signature can also help you increase your visibility, credibility, and fundraising potential.

Inspiration 7

This original design includes a banner encouraging your recipients to make donations. You can also find a sample disclaimer at the bottom of the template. Although the signature’s been primarily designed with charitable organizations in mind, you can replace the graphics to fit your needs.

The best email signatures for 2023 - charity-themed signature

Click here to edit the template in our signature generator or download it right away

Corporate social responsibility & sustainability

Corporate social responsibility (CSR) and sustainability are two important aspects of any organization that wants to make a positive impact on the world. In 2023, many people look for companies that aren’t all about making profit. An effective channel for showcasing the commitment to these values is email, and email signatures are the perfect place to promote your mission. They can be used to display information about the company’s social and environmental initiatives, such as carbon footprint reduction, charity donations, ethical sourcing, etc. Such an email signature can help you build trust among recipients, motivate employees to share your vision, lead and innovate in your industry and society, and support causes that matter to you and your community.

Inspiration 8

A cleaner future requires both big and small actions. Email signatures can also contribute to the environmental efforts of any individual or organization. Vibrant shades of green used for the banner and the social media buttons make this design perfect for any company wanting to make a statement. Show you care about the environment and ask others to refrain from printing your message.

The best email signatures for 2023 - CSR & sustainability

Download this signature template for free or edit it with the signature generator

Measuring customer satisfaction

Your image in today’s world is shaped by what others think of you. People’s opinions can lift or sink entire businesses. That’s why seeking feedback on your products, services or marketing campaigns is essential. A simple way to learn what your customers think about your company is to use one-click customer satisfaction (CSAT) surveys in your email signatures. Those surveys are quick, accessible, and painless for the customers. That’s why there is a major increase in CSAT surveys in 2023 email signatures.

Inspiration 9

The inspiration below is a great example of how to collect CSAT ratings. The template is designed to catch the recipient’s eye with its contrasty, vivid colors (mainly Pantone’s Color of the Year 2023 – Viva Magenta) and fancy icons. Additionally, the included banner boasts a catchy tagline. This appealing email signature can also be used from time to time to spice up the regular email correspondence and draw the recipients’ attention.

The best email signatures for 2023 - CSAT

Looking for more inspirations?

For more email signature inspirations, explore our email signature generator and signature template library – they are completely free of charge.

Need an email signature solution?

If you need a solution for designing and managing corporate email signatures, have a look at our email signature management tools for both Microsoft 365 and on-premises Exchange. Our software will help you discover the true potential of your email communication:

  • Manage email signatures for the entire organization from one place.
  • Set up rules to add professional email signatures to emails sent from any email client or device.
  • Create sender- and recipient-specific email signatures.
  • Schedule email marketing campaigns.
  • Add one-click CSAT surveys to email correspondence.
  • Automatically add user photos to email signatures.
  • Manage automatic replies and out of office messages.
  • And much more…

See also:

Happy Fourth of July: free email signature templates

The celebration time for all Americans is about to begin as the 4th of July is just round the corner. Why is this date so important? Well, something huge happened in American history on that day – back in 1776, the United States declared its independence from Great Britain.

Fourth of July 2022 email signature templates

There are many ways Americans honor this national holiday. Firework displays, picnics, barbecues, and parades are great ideas for outdoor celebrations. To show your festive mood in a professional setting, we encourage you to use one of these free signature templets in your email conversations.

Simplicity and elegance

It’s just classic. A great fit for any business that wants their emails look neat and simple, yet fully compliant. This professional signature template has four clearly distinguished blocks of information. The first one emphasizes user’s name, job title and company website. The second one presents users photo, contact details and social media icons. Then, the Independence Day banner designed specifically for this occasion adds a nice festive feeling to business correspondence. The last part of this template is a disclaimer, an essential element for ensuring legal compliance.

Download this free email signature to bring national festive mood to the office

Waving flag banner

A very similar structure to the previous signature template, but this one brings social media links and like-in-motion marketing banner with the popular theme of the waving flag of the United States into focus. The banner will help you promote any special offers you prepared for your customers to celebrate the Fourth of July. Add a link to the banner to let everyone quickly land on your website or online store.

Download this free template or open it in our email signature generator to modify it the way you like

Compact and neat

This signature template was designed to satisfy subtle tastes. It lets you celebrate the 4th of July in your email conversations, but keep it low-key. The company logo and details of the sender are the most visible part of the signature. The casual and inviting style of this template makes it a great fit for most professions.

Download this email signature template to celebrate 4th of July

Festive mood

Make it visible, make it enjoyable. Celebrate Independence Day with this fireworks display signature template. Bring fun to the office. Although the banner may look bold, the template itself looks professional and has all the necessary company details, with special attention paid to social media icons. Having this in mind, the template is a prefect choice for companies which extensively use social media and want everyone to quickly get to their official profiles for further interaction.

Download this impressive signature template to celebrate Independence Day in emails

See also: