Outlook: Use Signatures

Before you begin...

Microsoft Outlook allows you to create and use multiple signature files. You can create different signatures to use for different types of emails, i.e. one for work and one for personal emails.

Create a signature file

  1. Open a new email message.
  2. In the "Message" tab in the new email, locate the "Include" group.
  3. Click "Signature" > "Signatures…" The "Signatures and Stationary" window will open.
  4. In the "E-mail Signature" tab under "Select signature to edit," click the [New] button.
  5. Enter a name for the signature and click [OK].
  6. With the name of the new signature selected, enter the text you want in the signature into the "Edit signature" area below. You can edit the typeface and font using the options listed above this box.
  7. To add an image to the signature, i.e. an image of your printed signature, click on the picture icon (two gray mountains) and select the picture file you want to insert.
  8. When you are finished editing the signature, click [OK].

The new signature has been added to the list of signatures. You can now easily add it to an outgoing email.

Add a signature to an outgoing email

  1. Open a new email message.
  2. Enter the recipient, subject, and message text as you wish.
  3. In the "Message" tab in the ribbon, click "Signatures" and select the name of the signature you want to add. The signature will appear at the end of the email.
  4. Click [Send].

Edit a signature

  1. Open a new email message.
  2. In the "Message" tab in the new email, locate the "Include" group.
  3. Click "Signature" > "Signatures…" The "Signatures and Stationary" window will open.
  4. Select the name of the signature you want to edit.
  5. Make any changes to the signature in the editing space below.
  6. Click [OK].

Set a default signature

Setting a default signature means that it will automatically appear on the end of any emails you send unless you remove it or replace it with another signature.

  1. Open a new email message.
  2. In the "Message" tab in the new email, locate the "Include" group.
  3. Click "Signature" > "Signatures…" The "Signatures and Stationary" window will open.
  4. Locate the "Choose default signature" section to the right of the signature list.
  5. In the dropdown box for "New messages," select the signature you want to automatically appear in new email messages you create. If you do not want a default signature for new messages, select "(none)."
  6. In the dropdown box for "Replies/forwards," select the signature you want to automatically appear when you reply or forward an email. If you do not want a signature to appear when you reply or forward an email, select "(none)."
  7. Click [OK].


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