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How to Add an Email Signature in Outlook

Adding a signature to your emails gives them a professional touch. Setting up your signature also saves you time since you don’t need to type in your contact details every time you send a new email. Fortunately, learning how to add an email signature in Outlook is a pretty straightforward process.

How to Add Your Signature in Outlook for Windows

Creating a signature in Outlook is easy. For Outlook 2019, 2016, and 2010, just click on File > Options > Mail > Signatures. In Outlook 2007, go to Tools > Options > Mail Format > Signatures. There are also different steps for setting it up on the Outlook web app and on Outlook for Mac. Here are several ways to add a signature to Outlook:

How to Create Signature in Outlook 2010, 2016, and 2019

  1. Open the Outlook app.
  2. Click on File in the Outlook menu bar
    outlook file
  3. Then click Options.
    outlook options
  4. Click on Mail in the Outlook Options dialog box.
  5. Then click on Signatures. This will cause the Signatures and Stationery menu to appear.
    signatures mail outlook

    Note: Mobile signatures are text-only and do not give you the option to format text nor insert hyperlinks or images.

  6. In the Email Signature tab, click on New.
    email signature outlook new
  7. Type in a name for your signature in the pop-up box, and click OK.
    signature name outlook
  8. Type your signature in the Edit Signature box. This is where you put your name, title, company, contact number, and email address, or anything that you want to add to your signature.
    signature outlook

    Then you can use the standard editing options in the Edit Signature box to format your signature.

    • You can choose a font type, text size, text effects, text color, and text alignment.

    • You can insert a company logo, social media buttons, or other images by clicking on the Image icon. This will let you import a photo from your computer or hard drive.

    • You can insert a link by clicking on the Hyperlink icon (the one that looks like a globe with a chain).

    • You can insert a business card that you’ve set up in Outlook contacts by clicking on the Business Card icon.

    • In the Email Account dropdown, choose which email account you would like to associate your signature with.

    • In the New Messages dropdown, you can choose which email signature to attach to all new messages. Outlook will then automatically add the selected signature every time you create a new message.

    • In the Replies/Forwards dropdown, you can also choose which email signature to attach to emails that you reply to or forward to others.

  9. Click on OK when you’re done.

You can then see your signature by opening a new email. If you want to insert it manually, go to Insert > Signature and choose which Signature you would like to add.

outlook-insert-signature-manully

How to Create Signature in Outlook on the Web

  1. Sign in to office.com. You might be asked to sign in. Use your Microsoft username and password.
  2. Then open the Outlook tab.
    outlook online
  3. Click on the gear icon in the top-right corner of the window.
  4. Then click on View All Outlook Settings. You will see this in the bottom-right corner of your window.
    view all outlook settings
  5. Select Compose and Reply. You will find this in the left-side column.

    Note: Mobile signatures are text-only and do not give you the option to format text nor insert hyperlinks or images.

  6. Then type in your signature in the Compose and Reply window. Format your signature with the standard editing tools provided for in the box.
    compose and reply
  7. Once done, click on Save.

To see your signature, click on New Message. Outlook will automatically add your signature at the bottom of the message. If you want to add your signature manually, click on the ellipsis icon at the top of the pane for composing a message, then click on Insert Signature.

insert-signature-outlook-online
general tech

How to Add a Signature in Outlook for Mac

  1. Open Outlook.
  2. Go to the Preferences menu. You can find this by clicking File > Preferences, or by hitting the Command + Comma keys.
  3. Click on Signatures.
  4. Click on the + sign near the Edit Signature window.
  5. Edit the Signature name. The signature will be named Untitled by default. Click on the Untitled signature name and rename it whatever you like.
  6. Type your desired signature details in the Signature box.
  7. Customize your signature settings in the Choose default signature section. You can choose to associate a signature with a certain email account, or have the signature appear in new messages or emails you reply to or forward to others.
  8. Click the X button.
  9. Compose a new email.
  10. Your new signature should appear at the bottom of a new message. If not, you can manually insert your signature. Simply click on Signatures at the Message tab in the New Email window, then insert the signature you would like to use.

While Outlook is a great way to stay on top of emails and tasks, it is prone to security issues too. Learn how to strengthen your Microsoft Outlook account with these top security tips.

Updated on August 31, 2021

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