How to deploy a default email signature in Outlook

Article ID: 2691977 - View products that this article applies to.
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Summary

Outlook gives you the capability to create a default email signature for new email messages and messages to which you reply. Most users manually configure their own signatures because the information in the signature contains personalized details. However, in some scenarios, you may want to use a consistent email signature across all users. This article provides steps you can use to deploy Outlook email signatures so the signatures are automatically used by Outlook without any user intervention.

More information

Use the following steps to deploy a standard e-mail signature for Outlook.

Warning Serious problems might occur if you modify the registry incorrectly by using Registry Editor or by using another method. These problems might require that you reinstall the operating system. Microsoft cannot guarantee that these problems can be solved. Modify the registry at your own risk.
  1. Close Outlook.
  2. Delete the First-Run value under the following key in the Windows registry:

    HKEY_CURRENT_USER\Software\Microsoft\Office\x.0\Outlook\Setup

    Note, x.0 depends on your version of Outlook.

    Outlook 2013 = 15.0
    Outlook 2010 = 14.0
    Outlook 2007 = 12.0
  3. Add/deploy the signature files and folders you want to use for email signatures to the \Signatures folder under the user profile. This location varies, depending on your version of Windows.

    Windows Vista,Windows 7, or Windows 8

    %userprofile%\AppData\Roaming\Microsoft\Signatures

    Windows XP

    %userprofile%\Application Data\Microsoft\Signatures
  4. Create or locate the following key in the registry:

    HKEY_CURRENT_USER\Software\Microsoft\Office\x.0\Common\MailSettings

    or

    HKEY_CURRENT_USER\Software\Policies\Microsoft\Office\x.0\Common\MailSettings

    Note, x.0 depends on your version of Outlook.

    Outlook 2013 = 15.0
    Outlook 2010 = 14.0
    Outlook 2007 = 12.0
  5. Create the following value(s) under the MailSettings registry key:

    Name: NewSignature
    Type: REG_EXPAND_SZ
    Value: The name of signature to use for new messages (see step 3 above for signature names)

    Name: ReplySignature
    Type: REG_EXPAND_SZ
    Value: The name of signature to use for reply messages (see step 3 above for signature names)
  6. Start Outlook and open a new e-mail message.

    The signature specified in the NewSignature registry value will automatically appear in the body of the message.
By using these steps, the specified signature will automatically appear in new e-mail messages (and optionally, replies to e-mail messages). However, users are still able to manually edit or remove these default signatures.

Also, if you use the Disable Signatures group policy setting, the above steps will not work as this policy setting disables signatures in the profile.
Note This is a "FAST PUBLISH" article created directly from within the Microsoft support organization. The information contained herein is provided as-is in response to emerging issues. As a result of the speed in making it available, the materials may include typographical errors and may be revised at any time without notice. See Terms of Use for other considerations.

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Article ID: 2691977 - Last Review: October 29, 2013 - Revision: 3.0
Applies to
  • Microsoft Outlook 2010
  • Microsoft Office Outlook 2007
Keywords: 
KB2691977

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