How to Use a Microsoft Template for Your Outlook Signature

Microsoft Outlook logo on a blue background.

When creating a signature in Outlook, you may want something that goes beyond just plain text. Using a Microsoft template, you can easily get a professional signature with all your links and information.

Microsoft provides a Word document with 20 Outlook signature templates to choose from. You just copy the one you want to use, paste it into Outlook and update it with your own details – 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 and then download it or use it in Word for the web.

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

Email 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” depending on your preference.

Email signature template on the web

Copy and paste a signature template

You will then see a nice collection of Outlook signature templates. Each offers a different look and layout than the next.6

Email Signature Template

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

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

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Locate the Copy option in the context menu

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

The Insert button on the Message tab in Outlook

If you want to reuse the signature, you can also add it to your Outlook signatures list. You can find detailed information in our tutorial on creating your Outlook signature.

Update the signature with your details

You can easily replace the example details in the signature template with your own.

Change the photo

Right-click the photo in the template and choose Change Image. Choose where to save the image, browse for the image you want to use, select it, and click Insert.

Change picture with locations in Outlook

Replace the contact details

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

Text selected in the signature template

Add the social media links

If you have a template with Facebook, Twitter, Instagram, or LinkedIn buttons, you can add your profile links. Right-click a button, choose Link, and then choose Paste Link.

Insert link in the link menu

Select “Existing file or webpage” on the left, then type or paste your own profile link into the address field. 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 of your contact information, but is also visually appealing.

For more information, see How to use templates for your emails in Outlook too.

TIED TOGETHER: How to create and use an email template in Microsoft Outlook

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