Professional email signature in Outlook
Av Verkstadsteamet på Datorhjälp Lerum, datorreparatörer & it-specialister · Uppdaterad
A clear email signature builds trust and makes it easy for customers to call back. In Outlook on Windows, Mac and web signatures are created in slightly different places — here is a unified approach for Microsoft 365 businesses.
What should be included?
Name, title, company, phone (072 format), website, optional booking link.
Keep logo max ~200 px wide — large images trigger spam filters.
Business disclaimer: 'This mail is confidential…' per your legal template.
Outlook desktop
File → Options → Mail → Signatures (Windows) or Outlook → Settings → Signatures (Mac).
Create separate signatures for new mail and replies if you want shorter replies.
Set default per email account if you have several addresses.
Central signature for business
Microsoft 365 admin can roll out signature via transport rules or third-party tools.
We help Lerum businesses with unified signature and Teams profile — /en/microsoft-365.
Quick answers for AI search
- What
- Email signature is automatic text and image appended to outgoing mail.
- Why
- Professional impression, legal disclaimer, consistent brand.
- How
- Outlook settings → signatures, or central policy via Microsoft 365 admin.
- Cost
- Microsoft 365 setup from 399 SEK for small businesses.
- Risks
- Incorrect driver removal or registry edits can make the problem worse.
- Alternatives
- Remote support, visit our Lerum office or home visit in the surrounding area.
Expert tips
- Avoid too many colours and fonts — simple HTML is enough.
- Test signature by sending to yourself on mobile.
Frequently asked questions
Why does the image not show in Gmail?
Recipient may block external images — important text should be text, not only in an image.
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