An email signature is a neat way to make recipients aware of your social media presence, contact information, or role at a company. Email service providers like Outlook and Gmail allow users to create a unique signature for each email they send. The problem arises when you want to use multiple signatures for different purposes. Here’s how you can use different signatures on the Outlook desktop.
Let’s say you’re sending personal emails to friends and family, and in that case, you wouldn’t want to include a signature that carries business details. Similarly, when you want to reply to a work email, you won’t be using a signature with your social profile.
You can always use different email IDs for different purposes but it is not a viable solution to use different signatures. Thankfully, Outlook allows you to create different signatures to use them based on the recipient and email context. Here’s how to set them up.
Use different signatures in the Outlook app on Windows
The ability to use different Outlook signatures in an Outlook account is limited to the desktop apps only. This means you can’t create and use multiple Outlook signatures from the web or the Outlook mobile app.
In the example below, we will use the Microsoft 365 Outlook app to use different signatures. Follow the steps below.
Step 1: Open Outlook on your Windows computer.
Step 2: Click File in the menu bar.
Step 3: Select Options from the left sidebar.
Step 4: Go to Mail and select Signatures.
Step 5: You will see your existing signatures for editing.
Step 6: You can change the existing signature and use the New button to create a new signature.
Step 7: Enter a name for this signature and click OK.
Step 8: Create a new signature using a rich text editor and press the Save button at the bottom.
From the Choose default signature menu, you can choose a default signature for new messages as well as replies/forwards. Don’t worry, you can still use a different signature while composing a new email. This is the way.
When you compose a new email, you can select the Signature menu at the top. Then, from the drop-down menu, select a relevant signature and start composing your email. If you don’t use the signature menu, Outlook will continue to use the default signature you set from the Settings menu.
Even when replying to or forwarding an email, you have the option to use a different signature on Outlook.
Let’s switch to Outlook for Mac and discuss how to use different signatures in email.
Use different signatures in Outlook Mac App
Microsoft recently redesigned a completely revamped app on the Mac. In the future, Microsoft is planning to release a single Outlook application on all operating systems. But it’s far from over and the current Outlook app is what we get for now.
To make this clear. Outlook will not synchronize your email signatures across different Operating Systems. Meaning, your created Outlook signature on Windows will remain on Windows. The same is the case with the Mac app and the Outlook mobile app.
We wouldn’t consider it a shortcoming. Keeping email signatures separate based on the device/OS you’re using is an understandable decision.
With that done, learn how to use different email signatures in Outlook on Mac.
Step 1: Open the Outlook app on your Mac.
Step 2: Click Outlook in the menu bar and open the Preferences menu.
Step 3: Go to Email > Signature.
Step 4: From the Signature menu, you will see all your current signatures on the left side. Click the + icon.
Step 5: It will open a small dialog box with rich text editor.
Step 6: Give a relevant name for the signature and create a signature for the email.
Step 7: Close the dialog box and press the Save button.
From the Choose your default signature menu, you can choose your preferred account and email signature to use with new emails and replies/forwards.
Select your frequently used email signature and close the menu.
Click the New Message button in the upper left corner and compose a new email from the Outlook home page. You can select the Signature menu at the top and select the relevant signature to use in Outlook messages from the right side.
Use the right signature in the right place
You need to use a signature that is relevant to the email and recipient context, as we mentioned earlier. It makes a better impression on the recipient. We mainly use 3-4 different email signatures with Outlook on Windows based on email subject. How do you plan to use different signatures in Outlook? Share your views in the comments section below.
Categories: How to
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