This article is for people with visual or cognitive impairments who use a screen reader program such as Microsoft's Narrator, JAWS, or NVDA with the Microsoft 365 products. This article is part of the Microsoft 365 screen reader support content set where you can find more accessibility information on our apps. For general help, visit Microsoft Support home or Fixes or workarounds for recent office issues.
Use Outlook for Mac with your keyboard and VoiceOver, the built-in macOS screen reader, to add a signature to your outgoing emails. You can set the signature to appear automatically at the bottom of new email messages, replies, and emails you forward.
If you are not using a screen reader, but still need instructions on how to create and add a signature in Outlook, see Create and insert a signature in Outlook for Mac.
Notes:
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New Microsoft 365 features are released gradually to Microsoft 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.
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This topic assumes that you are using the built-in macOS screen reader, VoiceOver. To learn more about using VoiceOver, go to VoiceOver Getting Started Guide.
In this topic
Create a new signature
You don't have to use the same signature for everything. You can use a different signature for each type of email. For example, a business signature might include your name, job title, and contact information, while your home signature might have just a nickname and an image.
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In Outlook, press Command+Comma (,) to open the Outlook Preferences dialog box.
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Press the Tab key until you hear "Signatures, button," and press Control+Option+Spacebar. The Signatures dialog box opens.
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Press the Tab key repeatedly until you hear "Add signature, button," and then press Control+Option+Spacebar. A dialog box for composing your signature opens. Type the signature text you want.
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To give a descriptive name for the new signature, press Shift+Tab until you hear "Untitled, contents selected, edit text," and type the signature name.
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When you're done, press Shift+Tab until you hear "Save, button," and press Control+Option+Spacebar. To close the dialog box, press Command+W. The focus returns to the Signatures dialog box.
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If you use Outlook for multiple email accounts, you can choose the account that should default to the new signature. Press Shift+Tab repeatedly until you hear VoiceOver announce the current email account, followed by "Account pop-up button." To expand the list of accounts, press Control+Option+Spacebar. Use the Up or Down arrow key to move to the account you want, and press Control+Option+Spacebar to select.
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To automatically include the signature to all new outgoing messages from the selected email account, press the Tab key until you hear: "None, New messages, pop-up button." To open the list of available signatures, press Control+Option+Spacebar. Then press the Down arrow key until you hear the name of the new signature, and press Control+Option+Spacebar to select.
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To automatically include the signature to all the messages you reply to and forward, press the Tab key until you hear: "None, Replies slash forwards, pop-up button." To open the list of available signatures, press Control+Option+Spacebar. Then press the Down arrow key until you hear the name of the new signature, and press Control+Option+Spacebar to select.
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When you're done, press Command+W to close the Signatures dialog box and return to your Inbox.
Insert your signature
If you've created a signature, but didn't choose to automatically add it to outgoing messages, you can manually add it to specific messages.
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While composing a message in Outlook, press Shift+Tab until VoiceOver announces: "Signature, button." Press Control+Option+Spacebar to select.
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The signatures submenu opens. Press the Down arrow key until you hear the signature you want to use, and then press Control+Option+Spacebar to select.
The signature is added to the message. The focus stays on the Signature button on the ribbon. To move the focus to the message body, press the Tab key repeatedly until you hear "Edit text," followed by the current text insertion point.
Set a default signature
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In Outlook, press Command+Comma (,) to open the Outlook Preferences dialog box.
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Press the Tab key until you hear "Signatures, button," and press Control+Option+Spacebar. The Signatures dialog box opens.
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Press the Tab key until you hear "Entering signature name table," press Control+Option+Shift+Down arrow key, press the Control+Option+Right arrow key until you hear the name of the signature you want to set as a default, and press Control+Option+Spacebar to select. Press Control+Option+Shift+Up arrow key to exit the Signature name table.
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If you use Outlook for multiple email accounts, you can choose the account that should default to the selected signature. Press Shift+Tab repeatedly until you hear VoiceOver announce the current email account, followed by "Account pop-up button." To expand the list of accounts, press Control+Option+Spacebar. Use the Up or Down arrow key to move to the account you want, and press Control+Option+Spacebar to select.
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To automatically include the signature to all new outgoing messages from the selected email account, press the Tab key until you hear: "None, New messages, pop-up button." To open the list of available signatures, press Control+Option+Spacebar. Then press the Down arrow key until you hear the name of the new signature, and press Control+Option+Spacebar to select.
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To automatically include the signature to all the messages you reply to and forward, press the Tab key until you hear: "None, Replies slash forwards, pop-up button." To open the list of available signatures, press Control+Option+Spacebar. Then press the Down arrow key until you hear the name of the new signature, and press Control+Option+Spacebar to select.
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When you're done, press Command+W to close the Signatures dialog box and return to your Inbox.
Remove a default signature
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In Outlook, press Command+Comma (,) to open the Outlook Preferences dialog box.
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Press the Tab key until you hear "Signatures, button," and press Control+Option+Spacebar. The Signatures dialog box opens.
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Press the Tab key until you hear "Entering signature name table," press Control+Option+Shift+Down arrow key, press the Control+Option+Right arrow key until you hear the name of the signature you want to delete, and press Control+Option+Spacebar to select. Press Control+Option+Shift+Up arrow key to exit the Signature name table.
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Press the Tab key until you hear "Delete selected signatures button," and then press Control+Option+Spacebar. You're prompted to confirm the deletion. To delete the signature, press Control+Option+Spacebar.
See also
Use a screen reader to format text in your email in Outlook
Use a screen reader to insert a picture or image in an email in Outlook
Keyboard shortcuts for Outlook
Basic tasks using a screen reader with email in Outlook
Set up your device to work with accessibility in Microsoft 365
Use a screen reader to explore and navigate Outlook Mail
What's new in Microsoft 365
Technical support for customers with disabilities
Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.
If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.