How to use a Microsoft template for your Outlook signature



When you create a signature in outlook, you might want something that goes beyond plain text. You can easily get a professional signature complete with all your links and information using a Microsoft template.

Microsoft provides a Word document with 20 Outlook signature templates for you to choose from. You simply copy and paste the one you want to use in Outlook and update it with your own information. Here’s how.

Get the Microsoft template

You can get the template right in the Word desktop app. Alternatively, you can find it on the Microsoft Office templates website then download it or use it in Word for the web.

To use the desktop Word method, open a document and navigate to the Home section. Select “More Templates” and search for “Email Signature Gallery” or similar. Select the template and click “Create” to use it.

Electronic Signature Template in Word

If you prefer the website method, use this direct link to the Email Signature Gallery. Then select “Download” or “Open in Browser” according to your preference.

Web Email Signature Template

Copy and paste a signature template

You will then see a nice collection of Outlook signing models. Each offers a different look and layout from the others.6

Email signature template

When you see the one you want, select it. Templates are formatted as tables, so click the table handle in the top left.

Then use Ctrl + C on Windows, Command + C on Mac, the Copy button on the Home tab, or right-click and choose “Copy”.

Find the Copy option in the context menu

Open a new email message in Outlook and place your cursor at the bottom where you want the signature. Use Ctrl + V on Windows, Command + V on Mac, the Paste button under the Message tab, or right-click and choose “Paste”.

The Paste button on the Message tab in Outlook

If you want to reuse the signature, you can also add it to your Outlook signature list. Discover our tutorial for creating your Outlook signature for all the details.

Update the signature with your contact information

You can easily swap the sample details in the signature template with your own.

Change picture

Right click the photo in the template and select “Edit Image”. Choose the location of the image, find the one you want to use, select it and click “Insert”.

Change picture with locations in Outlook

Replace coordinates

For name, address, phone number, email and other contact details, simply select the existing sample text and enter your own.

Selected text in signature template

Add social media links

If you have a template with buttons for Facebook, Twitter, Instagram, or LinkedIn, you can add your profile links. Right-click on a button, select “Link”, then choose “Insert Link”.

Insert a link in the Link menu

Choose “Existing file or web page” on the left, then enter or paste your own profile link in the Address box. Click OK.”

Enter your URL in the Link Address field in Outlook

With Microsoft’s collection of Outlook signature templates, you can create a signature that not only includes all your contact information, but also looks attractive.

To learn more, see how use templates for your emails in Outlook too.

RELATED: How to Create and Use an Email Template in Microsoft Outlook

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