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How to Create a Business Card Signature in Outlook 2010

Contact information, for the most part, is handled automatically by the vast majority of email clients. Outlook 2010, Gmail, Hotmail, Windows Live Mail and the rest tend to auto-populate contact information based on the sender’s information. In most cases, these clients do a good job—but if you want a bit more control of how your contact information shows up in your recipients’ address books, your best bet is to create a business card signature with Outlook 2010.

With an Outlook business card signature (aka a vCard or .vcf file), your contact information is delivered along with your email in a tidy package that populates address book contacts more precisely and more completely. Plus, they give a professional look and feel to your business emails and win you points with any Outlook junkies that you’ll be corresponding with. In this groovy How-to, I’ll show you how to create professional-looking business card signatures in Outlook 2010 in just a few minutes.

Article Map

  1. Create a contact for yourself
  2. Editing the contact information on your Outlook 2010 business card
  3. Customize look and feel of your business card
  4. Attaching business cards as signatures in Outlook 2010
  5. Saving contact information from a business card

Create a Contact For Yourself

Business cards in Outlook 2010 begin as contacts. So, you’re first step is to create a contact for yourself, if you haven’t done so already.

Step 1

Launch Outlook 2010.

Step 2

Click Contacts. Click New Contact in the Home Ribbon.

Create a vCard in Outlook 2010

Step 3

Fill out your contact information. As you do so, you’ll notice that the information is automatically mapped onto your business card on the right-hand side.

Create a vCard in Outlook 2010

Don’t worry too much about what’s included and how it looks for now—we’ll change this later. Just add everything that you might want to include in your business card.

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Editing the Contact Information on Your Outlook 2010 Business Card

At this point, you’ve got a fully functional business card, albeit a generic one. You can personalize it further by editing the information that shows up on the card and adding formatting and logos.

Step 1

With your contact still open, Click Business Card in the Contact Ribbon. You can also Right-click your business card and choose Edit Business Card.

Edit Business Card in Outlook 2010

Step 2

This opens the Edit Business Card window. Here, you can alter the Card Design, add/remove and re-order the fields and format each line on your business card. In the top-left is a preview of your Outlook 2010 business card as it’ll appear in your signature.

Edit Business Card in Outlook 2010

Step 3

Begin by choosing the fields you’d like to include in your business card. You can re-order a field by Selecting the field in the bottom-left and Clicking the Up or Down arrows. Similarly, you can remove a field by Selecting it and Clicking Remove.

Customize Fields in Outlook 2010 vCard

I’ve decided to remove my Home Phone and Business Address. Note: This does not remove the underlying information from your contact, it simply excludes it from your business card, so recipients won’t see it.

Click Add… to add a field. If the field you add has been filled out in your contact information, it’ll automatically be populated. If not, you can fill in the pertinent detail after you add it.

Customize Fields in Outlook 2010 vCard

Customize the Format and Design of Your Outlook 2010 Business Card

After you’re satisfied with the information that appears on your business card, you can change the look and feel of each field, as well as the overall design of your business card.

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Step 1

Select a field to edit it. In the Edit panel on the right, you can change the field’s value (regardless of what’s in your contact information), change the text style, text color and text alignment and add a label (optional).

Format Fields in vCard in Outlook 2010

The label appears to the left or right of the field. To remove an existing label, simply clear the Label field or choose No Label from the drop-down menu.

Tip: You can also select fields by Clicking them in the preview.

Step 2

Choose a logo or background for your business card by Clicking Change… next to Image in the Card Design panel. Browse to the image you’d like to use.

Design Business Cards in Outlook 2010

Position your image using the Layout drop-down and the Image Align drop-down menus. If you choose a Layout other than background image, you can change the size of the image by altering the percentage in Image Area.

Design Business Cards in Outlook 2010

You can also add a background color for the entire business card by Clicking the Paint Bucket next to Background.

Step 3

Click OK when you’re satisfied and then Click Save & Close.

Design Business Cards in Outlook 2010

Attaching Business Cards as Signatures in Outlook 2010

You can insert a business card in a new message by Clicking the Insert tab and then choosing Business Card. The first time you insert your business card, you’ll have to select it from the Other Business Cards dialog, but afterwards, it’ll show up in the drop-down menu.

Attach Business Card in Outlook 2010 Email Signature

You can skip this step by including your business card in your signature. Here’s how:

Step 1

In the New Message window, Click Insert and choose Signatures. Click Signatures

Attach Business Card in Outlook 2010 Email Signature

Step 2

In the Signatures and Stationary window, Click New. Type a name for the signature and Click OK.

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Attach Business Card in Outlook 2010 Email Signature

Step 3

Select your newly created signature and Click Business Card.

Attach Business Card in Outlook 2010 Email Signature

Select the Business Card you’d like to include and Click OK. If you’d like, you can resize the business card for the signature by choosing a percentage in the Size drop-down menu.

Attach Business Card in Outlook 2010 Email Signature

Step 4

Assign the signature as a default signature to an email account using the drop-down menu in the top-right.

Attach Business Card in Outlook 2010 Email Signature

I recommend including it as the default for New messages, but not replies/forwards, since people you’ll replying or forwarding to will already have your business card.

Click OK when you’re done.

Step 5

Click New Message and you’re business card will already be inserted as a signature and attached as a .vcf file.

Attach Business Card in Outlook 2010 Email Signature

Saving Contact Information from a Business Card

When recipients receive a business card, their email client will handle it accordingly. For Outlook users, they can Click the attachment to preview how the contact information will look in their address book. Then, they can Right-click your business card and choose Add to Outlook Contacts to save the contact info to their address books.

Save vCard in Outlook 2010

Importing vCards (.vcf files) into Gmail is a bit clunkier. You’ll have to download the attached .vcf to your hard drive and then import it. Do so by Clicking Contacts and then Clicking Import and Click Choose File to browse to the saved .vcf file.

Import VCF in Gmail

That about wraps it up for Outlook 2010 business card signatures.  Check out some of these groovy email business card templates from Microsoft. Simply save them to your hard drive and then Double-click them to open them in Outlook. Change the contact information and save it as a new business card and you’re good to go.

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7 Responses to How to Create a Business Card Signature in Outlook 2010

  1. Evgeny July 31, 2011 at 2:52 am #

    how can I prevent of vcf file attaching?
    My Outlook signature’s based on vCard; each mail contains attached file in addition to signature.
    I don’t want that file appears as attachment.

    Thanks in advance,

  2. Steph October 20, 2011 at 3:08 pm #

    Evgeny, Did you ever get a response to question because I have the same question?

  3. Elaine January 16, 2012 at 11:35 am #

    Evgeny, Steph:

    The attachment IS the business card: they are the same thing.

    In my experience, you have to live with the .vcf attachment if you want to use an Outlook business card format as your signature.


  4. Jeroen August 24, 2012 at 8:02 am #

    I don’t get the label option in front of my business address (need it to align, because I need a full background image – can’t use that for aligning)

  5. Jeroen August 24, 2012 at 8:17 am #

    Evgeny, Steph
    Think I found a solution for your issue on

    I assume that by adding it as an image you loose the functionality of a bussiness card though (right mouse to update the contactdata for the recipient of your mail).
    Hope anyway that this gives you an extra option.

  6. Sue September 10, 2013 at 7:33 am #

    I have the opposite issue. I would like to attach the .vcf but not have the image at the bottom. I’d just like to have a simple signature and allow people to save my vcard. I was all set up until we switched to the 2010 version of outlook.

    Any ideas would be appreciated. I’m having a hard time locating the fix.

  7. Beth Gemo July 5, 2016 at 10:32 am #

    My business cards shut down my outlook and I don’t know why. How do I get rid of these business cards so that I can start from scratch?

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