Create and add a signature to messages

In Outlook, you can create personalized signatures for your email messages. You can 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.

Create your signature and choose when Outlook adds a signature to your messages

Important: If you have a Microsoft Office 365 account, and you use Outlook and Outlook on the web or Outlook on the web for business, 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.

If you want to see how it's done, go directly to the video below.

  1. Create a new email message.

  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, set the following options for your signature:

    • In the E-mail account list, choose an email account to associate with the signature. You can have different signatures for each email account.

    • 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 new 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. You can also add social media icons and links. For more information, see Insert hyperlinks to Facebook and Twitter in your email signature.

    Once you create your signature, Outlook doesn't add it to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You'll have to add the signature manually to this one message.

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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, in the Include group on the ribbon, select Signature.

  2. Choose your signature from the fly-out menu that appears.

    Note: If you have more than one signature, you can switch between them by choosing the appropriate signature from the fly-out menu in Step 2.

See how it's done

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Create a signature

  1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures.

    Signatures command on the ribbon

  2. On the E-mail Signature tab, click New.

  3. Type a name for the signature, and then click OK.

  4. In the Edit signature box, type the text that you want to include in the signature.

  5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.

  6. To add elements besides text, click where you want the element to appear, and then do any of the following:

    Options

    How to

    To add an electronic business card

    Click Business Card, and then click a contact in the Filed As list. Then click OK

    To add a hyperlink

    Click Insert hyperlink icon Insert Hyperlink, type in the information or browse to a hyperlink, click to select it, and then click OK

    To add a picture

    Click Insert a picture icon Picture, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include .bmp, .gif, .jpg, and .png.

  7. To finish creating the signature, click OK.

    Note:  The signature that you just created or modified won't appear in the open message; it must be inserted into the message.

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Add a signature to messages

Signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature.

Note:  Each message can contain only one signature.

Insert a signature automatically

  1. On the Message tab, in the Include group, click Signature, and then click Signatures.

    Signatures command on the ribbon

  2. Under Choose default signature, in the E-mail account list, click an email account with which you want to associate the signature.

  3. In the New messages list, select the signature that you want to include.

  4. If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none).

Insert a signature manually

  • In a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want.

    Signatures command on the ribbon

    Tip:  To remove a signature from an open message, select the signature in the message body, and then press DELETE.

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See also

Training: Use e-mail signatures in Outlook 2010 (Training)

Customize your email message

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