How to Create and Add a Signature in Outlook

Email signatures are a great way to let colleagues quickly know your name, contact details, and position in the organization. They also make your emails look a lot more professional. To create your signature in the Outlook web and desktop apps, follow the steps below.

Creating a Signature in Outlook Web App

  1. Go to outlook.com and sign in.
  2. Click on the gear icon on the top-right corner of the page.

    Settings Icon in Outlook Web App
    Click on the gear icon.
  3. Click on View all Outlook settings in the bottom-right corner.

    View all Outlook settings option
    Click on View all Outlook settings.
  4. In the “Mail” section, select Compose and reply.

    Compose and reply option in Outlook settings
    Select Compose and reply.
  5. Enter a name for your signature in the Edit signature name box. This is what your signature will be called. It can be anything from “My Signature” to simply your name like “John.”

    Text Box for Signature Name
    Type a name for your signature.
  6. Type your signature in the text box. You should appropriately format the text using the provided Rich Text Editor.

    Signature in the Text Box
    Write your signature in the text box.
  7. Scroll down to “Select default signatures.”

    Select Default Signatures Section
    Go to “Select default signatures.”
  8. If you want to include your signature in all new emails: in the For New Messages option, select your signature name from the drop-down menu.

    Drop-Down Menu for New Messages
    Choose your signature name from the list.
  9. If you want to include it in all messages you reply to or forward: in the For Replies/Forwards option, choose your signature name from the drop-down menu.

    Drop-Down Menu for Replies or Forwards
    Select your signature from the list.
  10. Click on Save.

    Save Button in Compose and Reply Window
    Hit the Save button.

Manually choose when you want to attach a signature

If you don’t want to add your signature to every outgoing email automatically, you can insert it to specific emails manually.

  1. Compose a New message as you usually would.

    Compose Pane in Outlook Web App
    Type your email.
  2. Click on the three dots at the bottom of the compose pane.

    Three Dots Below Compose Pane
    Click the three dots below the compose pane.
  3. Select Insert signature.

    Insert Signature Option
    Choose Insert signature.
  4. Select your signature name.

    Signature Name Option
    Click on the signature name.
  5. Your signature will automatically be added to your message.

    Send Button Under Compose Pane
    Click on Send.

Creating a Signature in the Outlook Desktop App

  1. Launch the Outlook desktop app.
  2. Select File in the menu bar.

    File Tab in the Outlook Desktop App
    Click on the File tab.
  3. Click on Options.

    Outlook File Options
    Select Options.
  4. Select Mail on the left-hand side.

    Options Dialog Box
    Select the Mail button.
  5. Click on Signatures.

    Signatures Button Under Mail Tab
    Click on the Signatures button.
  6. In the “Email Signature” tab, select New.

    New Button in Signatures and Stationery Dialog Box
    Hit the New button.
  7. Enter a name for your signature in the text box and press OK. This name is simply what you want to call your signature.

    New Signature Pop-Up
    Type a name in the pop-up box.
  8. In the text box under “Edit signature”, type the signature you want to display. Change the formatting as you prefer.

    Signature in the Edit Signature Box
    Type your signature.
  9. To include your signature in all new messages you send: Under “Choose default signature,” click on the drop-down menu for New messages and select your signature.

    New Messages Drop-Down Menu
    Choose your signature name from the list.
  10. To include your signature in all new replies and forwards: In the drop-down menu for “New messages,” click on the “Replies/forwards” drop-down menu and select your signature.

    Replies and Fowards Drop-Down Menu
    Choose the signature name from the list.
  11. When you’re ready, press OK.

    OK Button in the Signatures and Stationery Dialog Box
    Click the OK button.

Manually choose when you want to attach a signature

  1. Click on New Email in the ribbon bar in the Outlook desktop app. Add your recipient/s and compose your message.

    Email Compose Box
    Write your email.
  2. Select Signature in the ribbon bar.

    Signature Button in Compose Box
    Click on Signature.
  3. Choose your signature name. The signature will then be automatically added to your message.

    Signature Drop-Down Menu
    Select your signature name.
  4. Click Send once you’re ready to send the email.

    Send Button in Compose Box
    Click on Send.

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