Add a signature to messages

In Outlook 2013 and Outlook 2016, you can create personalized signatures for your email messages that include text, images, your electronic business card, a logo, or even an image of your handwritten signature. You can set it up so that signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature.

Important   If you have a Microsoft Office 365 account, and you use Outlook and Outlook Web App, you need to create a signature in each. To create and use email signatures in Outlook Web App, see Create and add an email signature in Outlook Web App.

Add and set up a signature to appear automatically in every email you send

  1. On the Home tab, choose New Email.

  2. On the Message tab, in the Include group, choose Signature > Signatures.

    Signature command

  3. Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.

  4. Under Choose default signature, do the following:

    • In the E-mail account list, choose an email account to associate with the signature.

    • In the New messages list, choose the signature that you want to be added automatically to all new email messages. If you don't want to auto sign your email messages, accept the default option of (none).

    • In the Replies/forwards list, choose the signature that you want to be added automatically (auto sign) when you reply to or forward messages. Otherwise, accept the default option of (none).

  5. Under Edit signature, type the signature, and then choose OK.

    Type a new signature to use in your email

    Notes   You can create a signature block like the one in the screenshot. Add more information, such as a job or position title and a telephone number, beneath your name (signature).

    You can change the appearance of any text you add by using the mini formatting toolbar above the text box. For more ideas about how to customize your signature, see creating a custom email signature in Outlook.

Use more than one signature

There are options available if you don't want to have the same signature appear automatically in every email message. You can modify the settings for the current default signature and not use it to auto sign your email messages. The alternative is to manually insert the signature in an email message. Or you can leave the settings for the current default signature in place and remove a signature from an open message. You also can create another signature to use as needed in your email messages.

  • To insert a signature manually, on the Insert tab, choose Signature, and then choose the signature you want to appear in the message.

  • To remove a signature from an open message, select the signature in the message body and press Delete.

Do more with your signature

There are several ways to dress up a signature for your email messages. You can, for example, add a separate signature that includes links to your social media accounts. Or you can add a signature and associate it with stationery to use exclusively when sending an email message about a special business, community, or social event. And you can add a signature that is an electronic business card and attach it to your email messages.

Add a link to your Facebook or Twitter account

You can put almost anything you want in your email signature, including icons with links to your Facebook or Twitter profiles, for example. All you need is a graphic file and the web address for your profile page to create a signature similar to the one shown below.

Jon Morris
Twitter icon Facebook icon

Get the social networking service icons

  1. In Internet Explorer, right-click each icon below that you want to use.

    Twitter icon Facebook icon LinkedIn icon YouTube icon

  2. Choose Save picture as and do one of the following:

    • Accept the file name as given.

      Or

    • Change the file name to the name (for example, Facebook) of the social networking service it represents.

  3. Choose Desktop in the folder list, and then choose Save.

Add links to social media to your email signature

  1. In Outlook, on the Home tab, choose New Email.

  2. On the Message tab, in the Include group, choose Signature > Signatures.

  3. On the E-mail Signature tab, choose New.

  4. Type a name for the signature, and then choose OK.

  5. In the Edit signature box, type the text that you want to appear for this new signature and use the mini formatting toolbar to style your entry as you desire.

    Tip   Press Enter after typing text for the new signature to make sure the icons you add are aligned on a single line.

  6. Choose Picture Picture button, go to the Desktop folder, and then choose the social networking service icon you saved.

  7. Choose Insert > Hyperlink Hyperlink button.

  8. In the Address box, enter the web address—for example, http://www.facebook.com/username—for your Facebook, Twitter, or other social network account that corresponds to the icon, and then choose OK.

    Note   If you have more than one icon to add, repeat steps 6 through 8 for each icon you want to add.

  9. Choose OK to finish creating the new signature.

  10. Inside the body of the message, on the Message tab, in the Include group, choose Signature and choose your newly created signature.

Add your electronic business card to messages

When you attach an electronic business card to a message, the recipient can add it to their contact list. By adding an Electronic Business Card to email signatures, recipients can right-click the card in the signature (or right-click the virtual contact file (.vcf) file attachment) and save the information directly to their contacts list.

Create your personal electronic business card

If you don't already have an electronic business card for yourself, you can create a basic one by following the steps below. You can polish it later by adding, for example, a picture and choosing a layout and background. See the Build a new Electronic Business Card or modify an existing one section of Create and share contacts as Electronic Business Cards to create an electronic business card like the one shown next.

Example email signature with Facebook and Twitter icons

  1. Open Outlook and on the Home tab, choose New Items > Contact.

  2. On the Contact form, do the following:

    • Fill-in the information you wish to share with others. At a minimum, provide your name and email address.

    • Add your picture by double-clicking the image box and opening the file where the picture is located.

    • Change the format of the business card by double-clicking the image of the card. Use the options in the Edit Business Card dialog box to modify the design of the card, and then choose OK when done.

  3. Choose Save & Close.

Attach a business card to a message

  1. In a new message, on the Message tab, in the Include group, choose Attach Item > Business Card, and then choose a name in the list.

  2. If the name you want isn't in the list, choose Other Business Cards.

  3. .In the Insert Business Card dialog box, in the Filed As column, choose the name of the contact you want to add to your message, and then choose OK.

    Attach Other Business Cards command on the ribbon

    Notes   

    • The Business Card list includes the last 10 contact names that were inserted as Electronic Business Cards in messages.

    • You can insert multiple Electronic Business Cards in a message.

    • To help distinguish between duplicate names on the Business Card menu, choose Other Business Cards. More information appears, including a card preview, in the Insert Business Card dialog box.

    • If you drag a business card from Business Cards view into a new message, only a .vcf file is included when the message is sent. This attached .vcf file opens the contact form with all the information that the recipient can save to a contact list.

See Also

Create an email signature in Outlook

Change an email signature

Send automatic "Out-of-Office" replies from Outlook for Windows

Microsoft Outlook 2010

Microsoft Office Outlook 2007

Applies To: Outlook 2016, Outlook 2013



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