Create and insert a signature in Outlook 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 either of the following:

    To

    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.

  7. Close the Signatures box.

Add art, logos, or pictures to your signature

  1. On the Outlook menu, click Preferences.

  2. Under Email, click Signatures.

    Signatures button

  3. Create a new signature above, or select an existing signature from the list.

  4. Drag an image from a folder or desktop to the position where you want it to appear in the signature. Edit the image to size ahead of time, as you won't be able to resize the image once you've dragged it to the Signatures box.

    Signature block with image

    You can also copy and paste an image into the signature.

  5. 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.

Create a signature

  1. On the Outlook menu, click Preferences.

  2. Under E-mail, click Signatures  Signatures Preferences button .

  3. Click Add  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:

    To

    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

  7. Tip: If you want, you can create multiple signatures and have Outlook insert them at random into e-mail messages. To include a signature as one of these random selections, select the check box in the Random column next to the Signature name.

  8. Close the Signatures dialog box.

    Note: If a signature is added to a plain-text message, any formatting or pictures are not used. Hyperlinks are converted to plain text.

Create well-designed text with a logo for use as a signature

  1. Open Word.

  2. On the Tables tab, under Table Options, click New, and then click and drag across two rows and columns.

    Word Tables tab, Table Options group

  3. Select the top two cells, click the Table Layout tab, and then under Merge, click Merge.

  4. Type your name in the top cell.

  5. To format your name, select the text, and then on the Home tab, under Font, click Increase Font Size  Increase Font Size button and Font Color   Font Color button .

  6. Drag your logo from your desktop in to the lower left cell.

    Tip: If you want to resize the logo, select it and use the sizing handle.

  7. In the lower right cell, type your address and phone number.

    Tip: To make sure that Outlook will not add any additional lines between your address and phone number, press SHIFT + RETURN to move to the next line in the table cell.

  8. To add your company web site, on the Insert menu, click Hyperlink.

  9. In the Link box, type the address for the link, and then in the Display box, type the text that you want to appear in your signature.

  10. Rest the pointer on a column border until Vertical split arrow appears, and then drag the column until the table is the size that you want.

  11. Select the table, and on the Table tab, under Draw Borders, click Borders, and then click None.

    Tables tab, Draw Borders group

  12. Save the document, but don't close. Go on to Use the signature you created in Word.

Use the signature you created in Word

  1. Select the table you created in Word, and then click Copy  Copy button .

  2. Open Outlook.

  3. On the Outlook menu, click Preferences.

  4. Under E-mail, click Signatures  Signatures Preferences button .

  5. Click Add  Add .

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

  6. 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.

  7. In the right pane, paste the signature that you created in Word.

  8. Close the Signatures dialog box.

Related Topics

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

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