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Create and add a signature to messages

Create and add a signature to messages

Owned by Milan Stanic

In Outlook, you can create one or more personalized signatures for your email messages. Your signature can include text, images, your electronic business card, a logo, or even an image of your handwritten signature. You can set up Outlook so that signatures are automatically added to all outgoing messages or create your signature and add it to messages on a case-by-case basis.

  1. Open Outlook.

  2. Click File on your Outlook toolbar.

  3. Select Options from the left-hand menu.

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  4. Click on Mail from the Outlook Options, then click on the Signatures… button.

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  5. On the E-Mail Signature window, click New to create a signature or select an existing one to edit.

  6. Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment.

    1. If you want to create a more robust signature with bullets, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit signature box. You can also use one of our pre-designed templates for your signature. Download the templates in Word, customize them with your personal information, and then copy and paste them into the Edit signature box. 

  7. Click Save once edited.

  8. Under Choose default signature, select the email account to associate with the signature. You can set a default for new messages and another for replies/forwards.

  9. Click OK to save your changes.

  1. Open the New Outlook for Windows.

  2. Click the gear icon in the top-right corner to open Settings.

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  3. In the Settings panel, click on Signatures under Accounts.

  4. Click + New signature to create a signature or select an existing signature from the dropdown menu.

  5. Edit the signature in the text field.

  6. Choose your default settings to automatically include your signature in:

    • New messages

    • Replies/forwards

  7. Click Save at the bottom of the panel.

  1. Open the Outlook on the Web.

  2. Click the gear icon in the top-right corner to open Settings.

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  3. In the Settings panel, click on Signatures under Accounts.

  4. Click + New signature to create a signature or select an existing signature from the dropdown menu.

  5. Edit the signature in the text field.

  6. Choose your default settings to automatically include your signature in:

    • New messages

    • Replies/forwards

  7. Click Save at the bottom of the panel.

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Insert a signature manually

If you don't choose to insert a signature for all new messages or replies and forwards, you can still insert a signature manually.

  1. In your email message, on the Message tab, select Signature.

  2. Choose your signature from the fly-out menu that appears. If you have more than one signature, you can select any of the signatures you've created.