How to add and change an email signature in Outlook
Applies To
Summary
Email signatures create professional consistency across your business communications and ensure recipients have your contact information in every message. In Outlook, you can set up multiple signatures for different purposes (internal vs. external, personal vs. business) and choose whether to automatically include them in new emails, replies, or forwards. Your signature can include text, links, pictures, and images (such as your handwritten signature or a logo).
This article covers signature creation for new Outlook for Windows, classic Outlook for Windows, Outlook on the web, and Outlook.com For Outlook on the Mac, go to Create, insert, or change a signature in Outlook for Mac.
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Or, select a tab option below for the version of Outlook you're using.What version of Outlook do I have? |
Note: If the steps under this New Outlook tab don't work, you may not be using new Outlook for Windows yet. Select Classic Outlook and follow those steps instead.
Create and add an email signature in new Outlook
You can set up various signatures in new Outlook and then select the signature you want to use when composing a message. Watch the video
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Select Settings .
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Select Accounts > Signatures.
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If you have more than one account added to new Outlook, select the account you want to apply your email signature to.
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Select Add signature, then give it a distinct name.
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In the editing box below the new name, type your signature, then format it with the font, color, and styles to get the appearance you want.
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Use the checkboxes at the bottom to choose whether to apply the signature to new messages and to replies and forwards. Or leave them blank and add the signature you want when composing a message.
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Select Save when you're done.
Add a signature when composing a message in new Outlook
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From Mail, select New mail.
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In the Insert group on the Message tab, select Signature.
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Choose one of your saved signatures to add to your message. If you want to create a new signature, select Signatures... from the dropdown. Follow the steps in the Create and add an email signature section to create and save a new signature.
Change an email signature in new Outlook
If you want to make changes to your email signature, use the following steps.
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Select Settings .
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Select Accounts > Signatures.
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Select the Edit signature button
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After making your changes, select Save.
Note: If you have a Microsoft account, and you use Outlook and Outlook on the web or Outlook on the web for business, you need to create a signature in both products.
Create your signature and choose when Outlook adds a signature to your messages in classic Outlook for Windows
If you want to watch how it's done, you can go directly to the video below.
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Open a new email message.
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On the Message menu, select Signature > Signatures. Depending on the size of your classic Outlook window and whether you're composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations.
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Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.
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Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to create and format your signature text, then copy and paste it into the Edit signature box. You can also use a pre-designed template to create your signature. Download the templates in Word, customize with your personal information, and then copy and paste into the Edit signature box.
Notes:
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You can add links and images to your email signature, change fonts and colors, and justify the text using the mini formatting bar under Edit signature.
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You can also add social media icons and links in your signature or customize one of our pre-designed temlates. For more information, see Create a signature from a template.
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To add images to your signature, see Add a logo or image to your signature.
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Under Choose default signature, set the following options.
In the E-mail account drop-down box, choose an email account to associate with the signature. You can have different signatures for each email account.
You can have a signature automatically added to all new messages. Go to in the New messages drop-down box and select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This option does not add a signature to any messages you reply to or forward.
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You can select to have your signature automatically appear in reply and forward messages. In the Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none).
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Choose OK to save your new signature and return to your message. Classic Outlook doesn't add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You'll have to add the signature manually to this one message. All future messages will have the signature added automatically. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.
Change an email signature in classic Outlook for Windows
If you want to make changes to your email signature, use the following steps.
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Select File > Options > Mail > Signatures.
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Select the signature you want to edit and then make your changes in the Edit signature box.
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When you're done, select Save then OK.
Add a logo or image to your signature in classic Outlook for Windows
If you have a company logo or an image to add to your signature, use the following steps.
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Open a new message and then select Signature > Signatures.
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In the Select signature to edit box, choose the signature you want to add a logo or image to.
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Select the Image button
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To resize your image, right-click the image, then choose Picture. Select the Size tab and use the options to resize your image. To keep the image proportions, make sure to keep the Lock aspect ratio checkbox checked.
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When you're done, select OK, then select OK again to save the changes to your signature.
Note: Using Vector Markup Language (VML) tags in the signature can cause some elements to appear as attachments instead of inline images. For best results when inserting pictures, we recommend following the steps above.
Insert a signature manually in classic Outlook
If you don't choose to insert a signature for all new messages or replies and forwards, you can still insert a signature manually.
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In your email message, on the Message tab, select Signature.
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Choose your signature from the fly-out menu that appears. If you have more than one signature, you can select any of the signatures you've created.
See how it's done
Create and add a signature to a message in Outlook on the web or Outlook.com
You can create an email signature in Outlook on the web or Outlook.com that you can then add to all outgoing messages or add manually to specific ones.
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Select Settings at the top of the page.
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Select Accounts > Signatures.
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Select Add signature, then give it a distinct name.
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In the editing box below the new name, type your signature, then format it with the font, color, and styles to get the appearance you want.
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Use the checkboxes at the bottom to choose whether to apply the signature to new messages and to replies and forwards. Or leave them blank and add the signature you want when composing a message.
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Select Save when you're done.
Manually add your signature to a new message in Outlook on the web or Outlook.com
If you've created a signature in Outlook on the web but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.
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In a new message or reply, type your message.
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On the Message tab, select
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If you created multiple signatures, choose the signature you want to use for your new message or reply.
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When your email message is ready, choose Send.
Change an email signature in Outlook on the web or Outlook.com
If you want to make changes to your email signature, use the following steps.
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Select Settings .
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Select Accounts > Signatures.
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Select the Edit signature button
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After making your changes, select Save.
Tip: The steps to create a new signature is the same for new Outlook and the web versions of Outlook.