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Add signatures to messages

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Create, edit, and attach a signature to email messages you send, reply to, and forward.

Create a signature
  1. Select File, and then select Options.

  2. Select Mail, and then select Signatures.

  3. On the E-mail Signature tab, below Select signature to edit, select New.

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

  5. In the Edit Signature box, add your signature information, and then select Save.

  6. In Choose default signature:

    • Select the E-mail account you want to use this signature for.

    • Select the signature you want to use for New messages.

    • Select the signature you want to use for Replies/forwards.

      Note: Select (none) if you don't want a signature attached to New messages or Replies/forwards. If you want to create a signature for another email account in Outlook, like your personal email, select New and repeat steps 4 through 6.

  7. When you are done, select OK, and select OK again.

Change a signature
  1. Select File, and then select Options.

  2. Select Mail, and then select Signatures.

  3. In Select signature to edit, select the signature file you want to edit, make changes in the Edit signature box, and then select Save.

Stop attaching a signature
  1. Select File, and then select Options.

  2. Select Mail, and then select Signatures.

  3. Under Choose default signature, select (none) for New messages and Replies/forwards.

  4. Select Save, select OK, and then select OK again.

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Create an email signature in Outlook

A signature file is the standard term for a short, pre-formatted block of text at the bottom of an email message containing your contact info.

It can automatically append itself to the bottom of every email and reply you send.

To create a signature File, select File from the top, left-hand side of the screen, choose Options, select the Mail tab on the left-hand side, and click Signatures.

Here's our Create Signatures dialog box.

We have no existing signatures yet, so I'll click New to create one.

I can type a name for this signature.

I'll call this one, Landon Hotel. Click OK.

And now I can place my cursor in the Body field and edit my signature.

When I'm done creating my signature file, I'll click Save.

Now I need to specify which is going to be the default signature for this account.

Here's my Landon Hotel account.

For new messages, I'll use the Landon Hotel signature file, and it's up to me to decide if I also wanna use it for replies and forwards.

I can leave it at None if I don't want any signature for replies, or I can specify to use the one I just created.

Now, because I have two email accounts in Microsoft Outlook, I'm going to select New, and create a separate signature file just for my Gmail account.

I'll come down here, and I'll make my signature file a little less formal, because this is a personal account.

Once again, I'll click Save. And now I'll choose that signature for my Gmail account.

I'll click the drop down next to Email Account and choose Gmail. For new messages, I'll select my Gmail signature.

And for replies and forwards, I'll select it also. Click OK.

Click OK again to close out of the Outlook Option screen.

And now let's see your signature files in action.

I'll create a new email. And immediately I can see that my signature file is at the bottom of the email.

Let's change the From field and send an email using my Gmail account.

The signature file will be changed on the fly to the correct one. I'll close out of this.

Now let's make a change to the signature file, or turn it off if we don't want to use it anymore.

I'll click File again, on the top, left-hand side of the screen, choose Options, change to the Mail tab, and click Signatures.

I can select any one of my signature files. Make a change, and hit Save. But if I decide I don't want to use a particular signature file anymore, I can set them both to None for that particular account.

I'll click OK, click OK again, And now I can get back to work.

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