Step-By-Step Guide To Add A Phone Number To Your Outlook Signature

Adding your business phone number to your Outlook signature not only improves efficiency but also reinforces a professional image while making you easily accessible to customers. In this guide, we'll walk through the steps to add your business phone number to your Outlook signature, helping you enhance your business communication and stay accessible at all times.

Step 1: Open Outlook

1. First, go ahead and open Outlook on your computer or browser. You can follow this guide for either the desktop app or the web version, and I’ll point out the slight differences along the way.

Step 2:  Access Your Signature Settings

1. For the Desktop App:

   • Click on the File tab in the upper-left corner of Outlook.

   • Select Options at the bottom of the menu.

   • In the pop-up window, click on Mail from the left-hand panel.

   • Find the Signatures button under the "Compose messages" section, and click on it.

2. For the Web Version (Outlook.com or Outlook on the Web):

   • Click on the Settings icon (it looks like a little gear) in the top-right corner of your screen.

   • Scroll down and click on View all Outlook settings at the bottom.

   • Then, go to Compose and reply, and you’ll see the signature editor right there.

Step 3: Create or Edit Your Signature

1. If you already have a signature in place, you can just edit it to include your phone number. If not, it’s easy to set one up.

2. On the Desktop: In the Email Signature tab, you’ll see options to modify an existing signature or create a new one. Click New to start from scratch.

3. On the Web: In the Email signature box, you can create a new signature or edit the one you already use.

Step 4: Add Your Phone Number

1. Now for the key step: adding your phone number! Just type something like:

   • Phone: +1 (555) 123-4567

2. Make sure to use a clear, easy-to-read format so it’s obvious and professional. You might want to bold the text or use a different color if you want it to stand out a bit more.

Step 5: Customize Your Signature (Optional)

1. While you’re here, you might want to take a moment to make sure your whole signature looks sharp. Here are a few quick tips:

   • Fonts and Colors: Stick to a professional, legible font and consider using a subtle color scheme that matches your brand or personality.

   • Additional Contact Info: You can also add your job title, website, or social media links if it’s relevant.

   • Images or Logos: If your company has a logo, you can insert it into your signature too, giving your emails an even more polished look.

Step 6: Choose Where Your Signature Appears

1. You’ll want to decide when your signature shows up. For example, you might only want it to appear on new emails, or you might want it to appear on replies and forwards as well.

   • Desktop Version: Under Choose default signature, pick your signature for New messages and/or Replies/forwards from the dropdown menu.

   • Web Version: There’s a checkbox that says Automatically include my signature on new messages that I compose and another for replies or forwards. Choose what works best for you.

Step 7:  Save Your Changes

Don’t forget to save! Hit OK (Desktop) or Save (Web) to make sure your new signature is ready to go.

Step 8: Test It Out

Finally, it's always a good idea to send yourself an email to make sure your phone number appears as expected. If you included a clickable link, test that it works on mobile and desktop devices.

If you have questions during this process, you can reach out to our support team via email: support@800.com