Transcript of video: 

Outlook Email Signature (Windows)

(00:01) Introduction and Device Notes

This video is going to show you how to create, edit, manage an email signature in Microsoft Outlook email using a Windows device. I had already recorded one video using my Mac and we have discovered that um it looks a little bit different on a Mac sometimes and also depending on the version of Outlook you have it might look a little bit different.

(00:25) Starting a New Email

So I hope hopefully what I share today in this video will help you create, insert, edit, manage all those things with an email signature. So I am on a Windows machine. It's a a loner from our NIS department and I'm in the email and I'm going to click new email.

(00:48) Accessing Signature Options

And when I click new email, I get some different options up here than what I had before. I do have three dots here and if I click on the three dots, I can get an insert menu there.

(01:08) Opening the Signature Manager

And so I'm going to click on that because I think that that might be um most helpful to some of you. And click signature. And when I do that, I'm going to click down here on signatures.

(01:26) Creating a New Signature

You can click new signature. And when I click new signature, you do want to give it a name.

(01:55) Adding Text and Links

You would probably have a phone number and you can add links. And when you do that, you highlight that, you click the link button, and you paste in the URL.

(02:29) Adding an Image

And then if I want to add a picture, I look for that insert picture and you go find one on your desktop that you've hopefully have that I saved this one earlier.

(03:10) Adding Alt Text in Outlook

If I select it, I can resize it and make it just a tad bit smaller. And then if I select it and if I right click on it… you add alternative text by right clicking on it.

(03:28) Avoiding Entirely Image-Based Signatures

And what you don't want to do is create an email signature in some other program like Canva and have a picture of your email signature and then put that in there.

(03:44) Why Alt Text Matters

The reason for the alt text is because screen readers need to understand what's what's in that email signature.

(03:44–04:24) Saving the Signature

I'm going to hit save. So, now I have my email signature ready to go.

(04:24–04:46) Using the Signature in Emails

So if I wanted to finish sending this email… I go back to that insert. I go to my signatures and this was the new one I just created.

(04:46) Outlook Web Version Notes

It looks really similar if you're on a Windows machine and you're online.

(05:09) Syncing Between Devices

And it hasn't synced yet. So I don't have the one that I just created on this version yet because it hasn't synced yet.

(05:31) Final Notes

Um remember um we have a resources web page with all of our videos a11y.esu10.org work. And we have office hours on Mondays from 8:00 to 9.