Use a screen reader to add a signature in Outlook

Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with Office

This article is for people who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Office Support home.

For people who aren’t using a screen reader, see Create and add a signature to messages (in Windows) or Create and insert a signature in Outlook for Mac.

Use Outlook 2016 with your keyboard and a screen reader, such as JAWS or Narrator, the built-in Windows screen reader, to add a signature. The signature appears automatically at the bottom of new emails, including your replies and emails you forward.

Notes: 

In this topic

Create a new signature

You don't have to use the same signature for everything. You can use a different signature for each type of email. For example, a business signature might include your name, job title, and contact information, while your home signature might have just a nickname and an image.

  1. In Outlook, press Alt+F, T. The Outlook Options window opens, and you hear "Outlook options."

  2. Press the Down arrow key until you hear "Mail."

  3. Press Alt+N, Enter. The Signatures and Stationery dialog box opens, and you hear: "Signatures and Stationery dialog. Email Signature page." In Narrator, you hear: "Signatures and Stationery. OK button."

  4. To create a new signature, press Alt+N, Enter. The New Signature dialog box opens, and you hear: "New Signature dialog. Type a name for this signature." In Narrator, you hear "New Signature. Type a name for this signature."

  5. Type a name for the signature. Then press the Tab key to go to the OK button, and press Enter.

    Tip: Give signatures descriptive names, such as "business closing." A good name can help you find the signature that you want in the future.

  6. The focus returns to the Signatures and Stationery dialog box, in the Select signature to edit box.

  7. If you use Outlook for multiple email accounts, choose the account that will use this signature.

    • To change to the email account box, press Alt+A. You hear "Email account colon combo box" and the name of the selected signature. In Narrator, you hear only the name of the selected signature.

    • Use the Up or Down arrow keys to move through the list until you hear your account choice, then press Enter.

  8. To select the signature that you want to be added automatically to all new email messages, press Alt+M to go to the New Messages drop-down list. You hear: "Signatures and Stationary dialog. To change the selection, use the arrow keys." Use the Up or Down arrow keys to move to the signature that you want, and then press Enter.

  9. To select the signature you want be added automatically (auto sign) when you reply to or forward messages, press Alt+F to go to the Replies/Forwards drop-down list. You hear: "Signatures and Stationary dialog. To change the selection, use the arrow keys." In Narrator, you hear only the signature selected. Use the arrow keys to move to the signature that you want, and then press Enter.

  10. To open the Edit signature box and add the signature text, press Alt+T and then the Tab key until you hear: "Not available outside an open message." In Narrator, you hear "Edit signature. Editing text." The focus is in the Signature box.

  11. Type the signature text.

    Tip: Besides text, you can also add a picture in the Signature box, such as a logo, or an image of your handwritten signature. To add a picture, press Shift+Tab until you hear "Pictures... button" (in Narrator you hear "Pictures button"), and then press Enter. The Insert Picture dialog opens where you can browse the image you want. When on the picture you want, press Enter.

  12. Use the Tab key to navigate to the OK button, and press Enter to close the Signatures box.

  13. To close the Outlook Options window, use the Tab key to navigate to the OK button and press Enter.

    The focus returns to where you started.

Keyboard shortcuts for formatting signatures

Here are some keyboard shortcuts that you can use to format an email signature:

To do this

Press

Apply bold formatting

Ctrl+B

Apply underline formatting

Ctrl+U

Remove text formatting

Ctrl+Spacebar

Change font

Alt+T

Align left

Ctrl+L

Center text

Ctrl+C

Align right

Ctrl+R

Insert your signature

  1. While composing your message in Outlook, press Alt+N to go to the Insert tab, and then AS to open the Signature option.

  2. If there's only one signature available and you'd like to add that one, press Enter. If you have more signatures, press the Down arrow key to choose between the signatures. The screen reader announces the signatures as you move. When on the one you want to use, press Enter.

    The signature is added to your message, and the focus returns to the message.

Set a default signature

  1. In Outlook, press Alt+F, T. The Outlook Options window opens.

  2. If needed, press the Down or Up arrow key until you hear: "Mail." Press Alt+N. The screen reader announces: "Signatures, button." Press Enter. The Signatures and Stationery dialog opens.

  3. If you have several email accounts in use, press Alt+A to go to the E-mail account list. Use the arrow keys to navigate the list, and press Enter when on the account for which you want to set signatures.

  4. To add a default signature to new messages that you compose using this account, press Alt+M to go to the New messages list. You hear the current selection. Use the Up or Down arrow keys to move to the signature you want, and press Enter.

  5. To add a default signature to messages that you reply to or forward, press Alt+F to go to the Replies/forwards list. You hear the current selection. Use the Up or Down arrow keys to move to the signature you want, and press Enter.

  6. To save your changes, press the Tab key until you hear "OK button," and press Enter. The Signatures and Stationery dialog closes and you return to the Outlook Options window. To close the window and return to your inbox, press Esc.

Remove a default signature

  1. If you use Outlook for multiple email accounts, in the Signatures and Stationery dialog, select the email account containing the signature you want to delete.

  2. To go to the Select signature to edit box, press the Tab key or Shift+Tab until you hear "Select signature to edit," followed by the name of the currently selected signature.

  3. To select a signature, use the Up or Down arrow keys until you hear the signature you want.

  4. To delete a signature, press Alt+D. A notification window opens, and you hear: "Yes button." Then press Enter.

See also

Use a screen reader to format text in your email in Outlook

Keyboard shortcuts for Outlook

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Office 365

Learn how to navigate in Outlook using accessible features

In Outlook 2016 for Mac, you can add a signature using a keyboard and VoiceOver, the built-in Mac OS screen reader. You can set the signature to appear automatically at the bottom of new email messages, replies, and emails you forward.

Notes: 

In this topic

Create a new signature

You don't have to use the same signature for everything. You can use a different signature for each type of email. For example, a business signature might include your name, job title, and contact information, while your home signature might have just a nickname and an image.

  1. In Outlook, press Control+Option+M to go to the menu bar.

  2. Press the Right arrow key once. You hear: "Outlook." Press Control+Option+Spacebar to open the menu.

  3. Press the Down arrow key until you hear "Preferences, ellipsis." Press Control+Option+Spacebar to select.

  4. The Outlook Preferences dialog opens. Press the Tab key repeatedly until you hear: "Signatures, button." Press Control+Option+Spacebar.

  5. The Signatures dialog opens. Press the Tab key repeatedly until you hear: "Add signature, button." Press Control+Option+Spacebar.

  6. The focus moves to the Signature field, and you can type the signature text.

    Tip: Besides text, you can also add a picture in the Signature field, such as a logo, or an image of your handwritten signature. To add a picture, copy it from a folder or Desktop, and place it where you want to appear in the signature field.

  7. To give a descriptive name for the signature, press Shift+Tab repeatedly until you hear: "Untitled, contents selected, edit text." You're in the Signature name field, where you can type the new name.

  8. Press Shift+Tab repeatedly until you hear VoiceOver announce your email account.

    If you use Outlook for multiple email accounts, choose the account that should default to this signature. To open the list of accounts, press Control+Option+Spacebar. Use the Up or Down arrow keys to move through the list until you hear the account you want, and press Control+Option+Spacebar to select.

  9. To automatically include this signature to all new messages that you compose and send from this email account, press the Tab key once. The focus is on the New messages list. By default, the option None is selected. VoiceOver announces: "None, pop up button."

  10. To open the list of options, press Control+Option+Spacebar. Press the Down arrow key to move to the signature. When you hear the signature, press Control+Option+Spacebar to select.

  11. If you want to automatically include the signature to all the messages you reply to and forward, press the Tab key once. The focus is on the Replies/forwards list. By default, the option None is selected. VoiceOver announces: "None, pop up button."

  12. Press Control+Option+Spacebar to open the list. Press the Down arrow key to move to the signature. When you hear the signature, press Control+Option+Spacebar to select.

  13. Press Command+W to close the Signatures dialog and return to where you started.

Insert your signature

  1. While composing a message in Outlook, press Shift+Tab until VoiceOver announces: "Signature, menu button." Press Control+Option+Spacebar to select.

  2. The signatures submenu opens. Press the Down or Up arrow keys to move through the list items. When you hear the signature you want to use, press Control+Option+Spacebar.

    The signature is added to the message. The focus stays on the Signature button on the ribbon. To move the focus to the message body, press the Tab key repeatedly.

Set a default signature

  1. In Outlook, press Control+Option+M to go to the menu bar.

  2. Press the Right arrow key once. You hear: "Outlook." Press Control+Option+Spacebar to open the menu.

  3. Press the Down arrow key until you hear "Preferences, ellipsis." Press Control+Option+Spacebar to select.

  4. The Outlook Preferences dialog opens. Press the Tab key repeatedly until you hear: "Signatures, button." Press Control+Option+Spacebar.

  5. The Signatures dialog opens. Press Shift+Tab until you hear VoiceOver announce your email account.

  6. If you have several email accounts in Outlook, choose the account that will use this signature. To open the list of accounts, press Control+Option+Spacebar. Use the Up or Down arrow keys to move through the list until you hear the account you want, and press Control+Option+Spacebar to select.

  7. To add a default signature to new messages that you compose using this account, press the Tab key once to go to the New messages list. You hear the current selection. To open the list of options, press Control+Option+Spacebar. Use the Up or Down arrow keys to move to the signature you want, and press Control+Option+Spacebar to select.

  8. To add a default signature to messages that you reply to or forward, press the Tab key once to go to the Replies/forwards list. You hear the current selection. To open the list of options, press Control+Option+Spacebar. Use the Up or Down arrow keys to move to the signature you want, and press Control+Option+Spacebar to select.

  9. Press Command+W to save your changes and close the Signatures dialog.

Remove a default signature

  1. To go to the Signature name list, press the Tab key or Shift+Tab until you hear "Select signature name table," followed by the name of the currently selected signature.

  2. To select a signature, use the Up or Down arrow keys until you hear the signature you want.

  3. To delete a signature, press the Tab key until you hear "Delete selected signatures button," and then press Control+Option+Spacebar. A notification window opens.

  4. Press the Tab key once. You hear: "Delete default button." Then press Control+Option+Spacebar.

See also

Use a screen reader to format text in your email in Outlook

Keyboard shortcuts for Outlook for Mac

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Office 365

Learn how to navigate in Outlook using accessible features

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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