Create and insert a signature in Outlook 2016 for Mac

The signature attached to your emails can be customized to reflect your personal tastes, the flavor of your company, or a particular mood. Signatures can contain text, links, and pictures; for example, you can create a signature for business email that includes your name, job title, phone number, and company logo. The combination of these elements in a signature is called a signature block. Here's an example:

An email message with signature block

You can add signatures manually to individual email messages, or you can have a signature automatically added to every message that you send.

Create an email signature

  1. On the Outlook menu, click Preferences.

  2. Under Email, click Signatures.

    Signatures button

  3. Click Add a signature  Add .

    A new signature appears under Signature name with the name Untitled.

  4. Double-click Untitled, and then type a name for the signature. This name does not appear in the signature in your messages; it is only for your reference.

  5. In the right pane, type the text that you want to include in the signature.

  6. Do any of the following:


    Do this

    Apply formatting such as font, font style, font size, font color, or highlighting

    Select the text, and then on the Format menu, click the option that you want.

    Add a hyperlink

    Position the cursor in the signature where you want to add a link, and then on the Format menu, click Hyperlink.

    Add a picture

    Drag a picture from the desktop to the position where you want it to appear in the signature. You won't be able to resize the image once you've dragged it to the Signatures box so make sure it's the size you want first.

  7. Close the Signatures box.

Add a signature to a message

  1. Click in the body of your email message.

  2. On the Message tab, click Signature, and then choose a signature from the list.

    Signature menu

Add a signature automatically to all messages

You can set a default signature for each of your mail accounts.

  1. On the Outlook menu, click Preferences.

  2. Under Email, click Signatures.

    Signatures button

  3. Under Choose default signature, select the account for which you want to set a default signature.

    You can also specify whether you want the signature to be added to new messages, replies/forwards, or both.

  4. Close the Signatures box.

    Tip: If you have multiple accounts, you must set the default signature separately for each account.

See Also

Add a signature automatically to every outgoing message in Outlook 2016 for Mac

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