Manage your email on a Mac

Add signatures to messages

Your browser does not support video. Install Microsoft Silverlight, Adobe Flash Player, or Internet Explorer 9.

In Outlook for Mac, you can create, edit, and attach a signature to email messages that you send, reply to, and forward.

Create and modify an email signature
  1. Select Outlook > Preferences.
    MACOutlookMenu

  2. In Email, double-click Signatures.

  3. Under Edit signature: in Signature name, double-click the Standard default signature, type a name for the signature, and press Enter.

  4. In Signature, type the signature that you want to use.

  5. Under Choose default signature, select the Account you want to use the selected signature for.

  6. In New messages, select the signature you want to use for new messages.

  7. In Replies/forwards, select the signature you want to use for replies and forwards.

    Note:  Select None if you only want a signature for either New messages or Replies/forwards.

Add another signature
  1. To create a signature for another account:

  2. Under Signature name, select ADD .

  3. Double-click the Untitled default signature, type a new name, and press Enter.

  4. In Signature, create a signature.

  5. Under Choose default signature, select the Account you want to use the selected signature for.

  6. In New messages, select the signature you want to use for new messages.

  7. In Replies/forwards, select the signature you want to use for replies and forwards.

Delete a signature
  1. In Signature name, select the signature you want to delete.

  2. Select Minus .

  3. Select X to close the Signatures box.

Edit a signature
  1. In Signature name, select the signature you want to edit.

  2. In Signature, make the changes you want.

  3. Select X to close the Signatures box.

Want more?

Discover more courses like this at LinkedIn Learning

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

Outlook 2016 for Mac Help

What's new in Outlook 2016 for Mac?

Outlook 2016 for Mac Quick Start Guide

A signature file is the standard term for a short, preformatted block of text at the bottom of an email message that contains all your contact info.

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

To create your signature file, click Outlook from the file menu and select Preferences.

From here, double-click in the Signatures area.

It gives you a Signature Name by default, however, you can double-click in this field and change it to something.

I'll call this one Landon.

Over here on the right, if I place my cursor in here, I can start typing.

In fact, I can get rid of what's already there and type my own signature.

When I'm all done, I need to choose my default signature for Landon Hotel, so when I'm sending out a message from this account, which is my Landon Hotel account, for new messages, I wanna use the Landon signature.

And for replies and forwards, I also wanna use the Landon signature.

It's important to note that, I could leave this none, if I only want my signature file visible for new messages, but not for replies and forwards.

There's no right or wrong.

I'm gonna create one more signature file, because remember, I have a Gmail account on this computer also.

In the signature name area, I'll click the plus in the bottom left-hand side.

I'll double-click where it says untitled, and this time I'll give it a name of Gmail.

I'll hit the enter key on my keyboard, and now it's ready to go.

I can clear out anything that it automatically puts in there, such as the name of the person who owns the computer.

And now I'm gonna make this one a little bit more informal because my Gmail account is my personal one.

When I'm done, I need to choose my signature for Gmail.

So in the account, Gmail, for new messages, I'll select Gmail, and replies and forwards.

I'll select my Gmail signature also.

If at any time I decide I am done with my signature, there's a few things I can do.

For example, let's take my Landon Hotel signature, if I decide that I don't want to use it anymore, but I spent a lot of time on it, I like it, and I'm not ready to delete it, I can come down here and select none for new messages and replies.

This means that no signature file will get attached to that email, however, if I do wanna delete it in its entirety, I can select it from the view and click the minus icon.

That's going to get rid of the signature.

And of course, at any time, I can come up here and simply edit the text. When I'm all done, I'll click the red x in the top left-hand side, and let's see it in action.

I'm going to create a new email, and I can see my signature file at the bottom.

In fact, if I change my From account on the fly, the signature file will adjust accordingly.

Learning doesn't stop here. Discover more expert led tutorials at LinkedIn Learning. Start your free trial today, at linkedin.com/learning.

Enjoy one month of free access to LinkedIn Learning

Learn from recognized industry experts, and get the business, tech, and creative skills that are most in demand.

Benefits
  • Get unlimited access to over 4,000 video courses.

  • Receive personal recommendations based on your LinkedIn profile.

  • Stream courses from your computer or mobile device.

  • Take courses for every level – beginner to advanced.

  • Practice while you learn with quizzes, exercise files, and coding windows.

  • Choose a plan for yourself or your entire team.

Share Facebook Facebook Twitter Twitter Email Email

Was this information helpful?

Great! Any other feedback?

How can we improve it?

Thank you for your feedback!

×