Email Signature Setup Guide

This guide provides step-by-step instructions for setting up your professional Xenter email signature across multiple platforms and email clients.

Table of Contents

Xenter Email Signature Template

Use the following information for your professional Xenter email signature:

FirstName LastName
Your Job Title Here
Xenter, Inc.

P: your.phone.number
344 West 13800 South, Suite 400
Draper, UT, 84020
https://xenter.io

Note: Replace the placeholders for name, job title, and phone number with your own information.

Outlook for Windows

New Outlook

Create an Email Signature

  1. Click Settings (gear icon) in the top-right corner
  2. Select Accounts > Signatures
  3. If you have multiple accounts, select the email account for which you want to add a signature
  4. Click Add signature and give it a name (e.g., “Xenter Standard” or “Professional”)
  5. In the editing box, type your signature with the following information:
    • Your full name
    • Your job title
    • Company name (Xenter, Inc.)
    • Phone number
    • Address
    • Website (https://xenter.io)
  6. Format your signature using the toolbar:
    • Adjust font, font size, and color as desired
    • Bold your name for emphasis
    • Create professional alignment and spacing
  7. Use the checkboxes at the bottom to select:
    • Apply to new messages - Automatically add signature to new emails
    • Apply to replies and forwards - Automatically add signature to replies
  8. Click Save

Add a Signature Manually to a Message

  1. Click New mail to compose a message
  2. On the Message tab, select Signature
  3. Choose your saved signature from the dropdown
  4. Finish composing your email and click Send

Add Images or Logos to Your Signature

  1. Follow the steps to create a signature (see above)
  2. In the signature editor, click the image/attachment button
  3. Select your company logo or professional image
  4. Click Insert
  5. The image will be embedded in your signature

Classic Outlook for Windows

Create an Email Signature

  1. Open a new email message by clicking New mail or pressing Ctrl+N
  2. Click the Message menu tab
  3. Select Signature > Signatures
  4. Under Select signature to edit, click New
  5. In the New Signature dialog, enter a name for your signature (e.g., “Xenter Standard”)
  6. Under Edit signature, type your signature information:
    • Your full name
    • Your job title
    • Company: Xenter, Inc.
    • Phone: Your phone number
    • Address: 344 West 13800 South, Suite 400, Draper, UT, 84020
    • Website: https://xenter.io
  7. Format your signature:
    • Select text and use the formatting toolbar to adjust font, size, and color
    • Bold your name for emphasis
    • Use alignment buttons to center or left-align text
    • Press Enter between lines for proper spacing
  8. Optional: Create a more complex signature in Microsoft Word:
    • Design your signature in Word with tables, borders, or special formatting
    • Copy the formatted text
    • Paste it into the Edit signature box
  9. Under Choose default signature:
    • E-mail account: Select the email account this signature applies to
    • New messages: Choose this signature from the dropdown to auto-apply to all new emails
    • Replies/forwards: Choose this signature from the dropdown to auto-apply to replies and forwards
    • If you don’t want automatic insertion, select (none)
  10. Click OK to save

Note: Outlook won’t add the signature to the message currently open. To add it to the current message, click Message > Signature and select your newly created signature.

Add a Logo or Image to Your Signature (Classic Outlook)

  1. Open a new message and select Signature > Signatures
  2. Select the signature you want to modify in the Select signature to edit box
  3. Click the Image button (picture icon)
  4. Locate and select your company logo or image file
  5. Click Insert
  6. To resize the image:
    • Right-click the image
    • Select Picture
    • Click the Size tab
    • Adjust dimensions while keeping Lock aspect ratio checked
  7. Click OK twice to save changes

Important: Using Vector Markup Language (VML) tags may cause images to appear as attachments. For best results, follow the steps above.

Insert a Signature Manually

If you didn’t set an automatic signature:

  1. In your email message, click the Message tab
  2. Click Signature
  3. Select your desired signature from the dropdown menu

Outlook on the Web (Web-based Outlook)

Create an Email Signature

  1. Click Settings (gear icon) at the top of the page

  2. Select Accounts > Signatures

  3. Click Add signature and enter a name for your signature

  4. In the text box below, type your signature:

    • Your full name
    • Your job title
    • Xenter, Inc.
    • Phone number
    • Address: 344 West 13800 South, Suite 400, Draper, UT, 84020
    • Website: https://xenter.io

  5. Format using the toolbar:

    • Change font, size, and color
    • Bold/italicize important text
    • Create proper spacing and alignment

  6. Check the boxes for:

    • Apply to new messages - Auto-add to all new emails
    • Apply to replies and forwards - Auto-add to replies

    Leave unchecked if you prefer to add manually

  7. Click Save

Manually Add a Signature to a Message (Outlook on the Web)

  1. Start a new message or reply
  2. On the Message tab, click the Signature icon
  3. If you have multiple signatures, select the one you want
  4. Click Send when ready

Outlook.com

Follow the same steps as Outlook on the Web above. The process is identical for Outlook.com users.

Apple Mail (iOS/iPadOS)

Apple Mail does not have a built-in signature management interface like Outlook, but you can create signatures directly in the mail settings.

Set Up Email Signature in Apple Mail

  1. On your iPhone or iPad, open Settings
  2. Scroll down and tap Mail
  3. Tap Signatures
  4. Select the email account for which you want to create a signature
  5. Tap Default Signature or create a new one
  6. Type your Xenter email signature:
Rex Linder
Linux Systems Engineer
Xenter, Inc.

P: 385.210.6207
344 West 13800 South, Suite 400
Draper, UT, 84020
https://xenter.io
  1. Replace the placeholder information with your actual name, title, and phone number
  2. Tap Back to save
  3. Your signature will now automatically appear at the bottom of all new emails sent from this account

Limitations in Apple Mail

  • No image support in signatures on iOS/iPadOS
  • Limited formatting - Only basic text styling is supported
  • No HTML formatting - Signatures are plain text only
  • For more professional signatures with logos, consider using the Outlook app instead

Outlook for iOS (Apple Outlook Mobile App)

Create and Set Up Email Signature

  1. Open the Outlook app on your iPhone or iPad
  2. Tap the Profile icon (usually in the top-left or bottom-right corner)
  3. Select Settings
  4. Tap Mail settings
  5. Select Signature
  6. Tap the email account you want to add a signature to
  7. Tap Add signature or edit the existing signature field
  8. Enter your Xenter signature:
Rex Linder
Linux Systems Engineer
Xenter, Inc.

P: 385.210.6207
344 West 13800 South, Suite 400
Draper, UT, 84020
https://xenter.io
  1. Format if available (some versions support basic formatting)
  2. Tap Save or Done
  3. The signature will now appear on all new emails sent from this account

Add Multiple Signatures

  1. Follow steps 1-5 above
  2. For each email account, create a unique signature by repeating step 6-10
  3. You can have different signatures for different accounts

Tips for iOS Outlook

  • Ensure you have the latest version of Outlook for the best features
  • Test sending an email to verify the signature appears correctly
  • If the signature doesn’t appear, try logging out and back in

Android

Gmail App

Set Up Email Signature

  1. Open the Gmail app on your Android device
  2. Tap the Menu icon (three horizontal lines) in the top-left
  3. Scroll down and tap Settings
  4. Select your email account
  5. Tap Signature
  6. If no signature exists, you may see an option to Add signature
  7. Tap in the signature field and enter your Xenter signature:
Rex Linder
Linux Systems Engineer
Xenter, Inc.

P: 385.210.6207
344 West 13800 South, Suite 400
Draper, UT, 84020
https://xenter.io
  1. Tap OK or Save (button name varies by Android version)
  2. Your signature will now appear on all new emails sent from this Gmail account

Multiple Account Signatures

  1. If you have multiple Gmail accounts, repeat steps 1-8 for each account
  2. Each account can have a different signature
  3. The correct signature will automatically be used based on which account is sending the email

Limitations in Gmail Mobile

  • Plain text only - Limited formatting support
  • No image uploads for signatures on mobile
  • For more advanced signatures, use the web version of Gmail or the Outlook app

Outlook for Android

Set Up Email Signature

  1. Open the Outlook app on your Android device
  2. Tap the Menu icon (three horizontal lines or hamburger menu)
  3. Tap Settings
  4. Select your email account
  5. Tap Signature (or Mail signature depending on version)
  6. Enable the signature toggle if needed
  7. Type your Xenter email signature:
Rex Linder
Linux Systems Engineer
Xenter, Inc.

P: 385.210.6207
344 West 13800 South, Suite 400
Draper, UT, 84020
https://xenter.io
  1. Tap Save or Done
  2. The signature will be automatically added to new emails

Best Practices for Android Outlook

  • Keep signatures concise for mobile viewing
  • Test by sending yourself a test email
  • Avoid images and complex formatting on mobile
  • Use desktop clients for signatures with logos or advanced formatting

Troubleshooting

Signature Not Appearing

Windows Outlook:

  • Verify you selected a signature in the Defaults section
  • Check that the signature is associated with the correct email account
  • Restart Outlook if changes don’t take effect immediately
  • Ensure you’re composing a new message, not replying to an existing one (unless you set replies to include signatures)

Outlook on the Web:

  • Clear your browser cache and cookies
  • Try a different browser
  • Verify the signature is enabled in Settings

Apple Mail:

  • Go to Settings > Mail > Signatures and confirm it’s set for your account
  • Verify you’re sending from the correct email account
  • Restart the Mail app

Mobile Apps (iOS/Android):

  • Ensure the Outlook or Gmail app is fully updated
  • Log out and log back in to refresh settings
  • Restart the application
  • Check that you’re not replying to an email if your settings only apply signatures to new messages

Signature Shows as Attachment

  • This usually happens with complex HTML or VML formatting
  • Recreate the signature using simpler formatting
  • Avoid using Word documents with special graphics
  • Use the plain text or basic HTML option

Formatting Changes After Sending

  • Different email clients may render signatures differently
  • Use standard fonts like Arial or Calibri
  • Avoid excessive colors or gradients
  • Test signatures by sending to yourself and checking in multiple clients

Phone Numbers Not Displaying Correctly

  • Use standard formatting: P: 385.210.6207
  • Avoid using links for phone numbers in email signatures (can cause compatibility issues)
  • Keep the format consistent across all platforms

Additional Resources