In Microsoft Outlook How To Create A Signature

You can easily add a signature in Outlook to help recipients of your email messages know more about your professional details.
You can create any number of signature blocks in Outlook and insert them automatically when you create a new email message.
You can also assign a unique signature in formatted text, images, links, and embedded digital business cards to each email address you use in Outlook.
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Many people add a standardized block of text called signature to the bottom of their email messages.

Signatures can display information such as your name and title, email address, phone number, and more.

You can even add an image or a digital business card.

Here's how to add a signature in Outlook.

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How to add a new signature in Outlook

Before you can insert a signature into an email message, you need to create your signature and save it.

1. Open Outlook and then click "New Email" in the ribbon bar to create a blank email message.

The Signature settings are found in the ribbon for email messages, so you need to open a blank message.

2. In the untitled email message, go to the ribbon bar. Click "Signature" and then "Signatures…."

You can insert a signature in an email or create new ones from the Signature menu.

3. In the Signatures and Stationary window, click "New."

4. Type a name for the new signature and click "OK." If this is your first signature, you might want to name it something like "default."

5. Enter and format the signature in the text box. You can choose the font and text size, insert links and images, and even insert a digital business card from Outlook's address book.

Create your signature text and choose an email account to automatically use it in new email messages.

6. At the top right of the Signatures and Stationary window, you can choose which signature you would like to use by default with each of your email accounts, and if you want the signature to appear in email replies, or only in original messages.

7. Click "OK" to save your changes.

How to add a signature to an email in Outlook

If you configured Outlook with a default signature for each of your email accounts, the signature should automatically appear when you start a new, blank email message. To change the signature or to insert one if you don't have a default, do this:

1. Open Outlook and then click "New Email" in the ribbon bar to create a blank email message.

2. In the untitled email message, go to the ribbon bar. Click "Signature."

3. Choose the signature you want to insert from the drop-down list.

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Dave Johnson

Freelance Writer

Dave Johnson is a technology journalist who writes about consumer tech and how the industry is transforming the speculative world of science fiction into modern-day real life. Dave grew up in New Jersey before entering the Air Force to operate satellites, teach space operations, and do space launch planning. He then spent eight years as a content lead on the Windows team at Microsoft. As a photographer, Dave has photographed wolves in their natural environment; he's also a scuba instructor and co-host of several podcasts. Dave is the author of more than two dozen books and has contributed to many sites and publications including CNET, Forbes, PC World, How To Geek, and Insider.