Use a screen reader to add a signature in Outlook 2016

In Outlook 2016, you can add a signature by using keyboard and your screen reader. The signature appears automatically at the bottom of new, forwarded, or reply emails .

You create the signature that you want, and 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 have your name, job title, and contact information, while your home signature might have just a nickname and an image

Note: This topic assumes that JAWS users have turned off the Virtual Ribbon Menu feature.

What do you want to do?

Create a new signature

  1. In Outlook, press Alt+F, T. The Outlook Options window opens, and you hear “General 1 of 13 is selected.”

  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 window 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.”

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

    Tip: Give signatures a descriptive name, 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 combo box colon” 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. 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. 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 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 tab 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.

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

  13. To close the Outlook Options window, tab 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

More information

Keyboard shortcuts for Outlook

Get started using a screen reader in Outlook 2016

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