How to Add a Phone Number to a Signature in Outlook 2019: A Step-by-Step Guide

Adding a phone number to your email signature in Outlook 2019 is a great way to make it easy for people to reach you. It’s a simple process that can be completed in just a few steps. Once you’ve added your phone number, it will automatically appear at the bottom of every email you send, ensuring that your contacts always have your latest contact information at their fingertips.

Step by Step Tutorial to Add a Phone Number to a Signature in Outlook 2019

First things first, let’s go over what we’re about to do. We’re going to open Outlook 2019, navigate to the signature settings, create or edit a signature, and add our phone number. It’s a breeze, so let’s get started!

Step 1: Open Outlook and go to File

Open your Outlook 2019 application and click on the ‘File’ tab in the top left corner of the screen.

This is where all your account settings live. Think of it as the command center for your Outlook experience. By clicking on ‘File’, you’re one step closer to customizing your email signature.

Step 2: Click on Options

In the menu that appears, click on ‘Options’. It’s usually towards the bottom of the list.

The ‘Options’ window is where you can tweak Outlook to your liking. It’s like the settings on your phone – a one-stop-shop for all the adjustments you can make to ensure your email experience is just right.

Step 3: Select Mail

In the ‘Outlook Options’ window that opens up, click on ‘Mail’ from the list on the left side.

‘Mail’ is a hub for all things email-related in Outlook 2019. By selecting it, you’re honing in on the specific area of the application where signatures are managed.

Step 4: Click on Signatures

Once in the ‘Mail’ settings, you’ll see a button that says ‘Signatures…’. Go ahead and click that.

This is the gateway to the signature editor, where the magic happens. It’s here that you’ll be able to create a signature that reflects your professional persona.

Step 5: Create or Edit a Signature

In the ‘Signatures and Stationery’ window, you’ll either create a new signature by clicking ‘New’ or edit an existing one by selecting it and clicking ‘Edit’.

If you’re creating a new signature, give it a name that will help you remember what it’s for. If you’re editing an existing one, the changes you make will automatically update in all your future emails.

Step 6: Add Your Phone Number

In the edit box, type in your phone number where you want it to appear in your signature.

Be sure to format your phone number in a way that’s easy to read. You might want to include dashes or parentheses, like this: (555) 123-4567. That way, your contacts can quickly identify it as a phone number.

After you complete these steps, your signature will automatically update, and your phone number will be included in all outgoing emails. It’s a small but significant addition to your professional correspondence.

Tips for Adding a Phone Number to a Signature in Outlook 2019

• Make sure your phone number is current and correct. You don’t want to miss important calls!
• Consider including a label, such as “Mobile” or “Work,” before your phone number for clarity.
• If you have more than one signature, remember to add your phone number to each one where relevant.
• Keep the formatting of your phone number consistent with other contact information in your signature.
• Test your signature by sending an email to yourself to see how it looks to recipients.

Frequently Asked Questions

How do I change the font of my phone number in the signature?

You can highlight the phone number and choose a new font, size, or color from the formatting toolbar in the signature editor.

Changing the font can help your phone number stand out or blend in with the rest of your signature, depending on your preference. Just make sure it’s still easy to read.

Can I add an image next to my phone number in the signature?

Yes, you can. Click on the image icon in the signature editor and upload the image you’d like to use.

An image can be a good way to draw attention to your contact information. Just be careful not to make your signature too busy – you want to keep it professional.

How do I add a link to my phone number in the signature?

After typing your phone number, highlight it, click on the hyperlink button (it looks like a chain link), and enter “tel:” followed by your number without spaces.

Adding a link to your phone number allows people to call you directly from the email if they’re using a device that supports this feature. It’s a handy tool for enhancing connectivity.

Can I have different signatures for different email accounts in Outlook?

Yes, you can. In the ‘Signatures and Stationery’ window, you can assign different signatures to different email accounts from the ‘E-mail Account’ dropdown menu.

This is perfect if you have a work email and a personal email and want to share different contact information for each.

What if my signature doesn’t save?

Make sure you click ‘OK’ to save your signature after editing it. If it still doesn’t save, try restarting Outlook and trying again.

Sometimes, applications just need a little nudge to get things working properly. If you’re still having trouble, there might be a deeper issue with your Outlook installation.

Summary

1. Open Outlook and go to ‘File’.
2. Click on ‘Options’.
3. Select ‘Mail’.
4. Click on ‘Signatures’.
5. Create or edit your signature.
6. Add your phone number.

Conclusion

Adding a phone number to your email signature in Outlook 2019 is a straightforward process that can help boost your professional image and make it easier for people to contact you. By following the step-by-step tutorial, you can ensure that your signature looks exactly how you want it to and includes all the necessary details. Remember, the key to a great signature is making sure it’s clear, concise, and contains up-to-date contact information. Don’t forget to check out the additional tips and the frequently asked questions for extra guidance. Happy emailing!