Create and add a signature to messages

Create and add a signature to messages

Revised by

Israel Cenir

Nature of Update

Added more content, still active process

Date of Revision

/20/2021


Create a signature

  1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures.

    Signatures command on the ribbon

  2. On the E-mail Signature tab, click New.

  3. Type a name for the signature, and then click OK.

  4. In the Edit signature box, type the text that you want to include in the signature.

  5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.

  6. To add elements besides text, click where you want the element to appear, and then do any of the following:

    Options

    How to

    To add an electronic business card

    Click Business Card, and then click a contact in the Filed As list. Then click OK

    To add a hyperlink

    Click Insert hyperlink icon Insert Hyperlink, type in the information or browse to a hyperlink, click to select it, and then click OK

    To add a picture

    Click Insert a picture icon Picture, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include .bmp, .gif, .jpg, and .png.

  7. To finish creating the signature, click OK.

    NOTE:  The signature that you just created or modified won't appear in the open message; it must be inserted into the message.

Top of page

Add a signature to messages

Signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature.

NOTE:  Each message can contain only one signature.

Insert a signature automatically

  1. On the Message tab, in the Include group, click Signature, and then click Signatures.

    Signatures command on the ribbon

  2. Under Choose default signature, in the E-mail account list, click an email account with which you want to associate the signature.

  3. In the New messages list, select the signature that you want to include.

  4. If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none).

Insert a signature manually

  • In a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want.

    Signatures command on the ribbon

    TIP:  To remove a signature from an open message, select the signature in the message body, and then press DELETE.


Create an email signature in OWA

  1. Sign in to Outlook on the web.

  2. Go to SettingsSettings> View all Outlook settings > Compose and reply.

  3. Under Email signature, type your signature and use the available formatting options to change its appearance.

    Note: You can have only one signature per account.

    • If you want your signature to appear at the bottom of all new email messages that you compose, select the Automatically include my signature on new messages I compose check box.

    • If you want your signature to appear on messages that you forward or reply to, select the Automatically include my signature on messages I forward or reply to check box.

    • If you don’t select these options, you can manually add your signature to a selected message. For details, see Manually add your signature to a new message below.

  4. Select Save when you're done.

    Note: You can always return to the Compose and reply page and select or clear the check box for automatically including your signature.

Manually add your signature to a new message

If you've created a signature, but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

  1. Go to your mailbox and choose New message.

  2. Type your message, and then choose More actions > Insert signature at the bottom of the compose pane.

  3. When your email message is ready, choose Send.

Instructions for classic Outlook on the web

Create an email signature

  1. Sign in to Outlook on the web.

  2. On the top nav bar, choose Settings > Mail, which opens the Options panel on the left.

  3. In the Options panel, under Mail, choose Layout > Email signature.

  4. In the text box, type your signature and use the available formatting options to change its appearance.

    Note: Inserting an image file (in a .gif or .jpg format for example) for your signature isn't supported, but you can copy an image from a webpage and paste it into the signature box.

  5. If you want your signature to display at the bottom of all outgoing email messages, including replies and forwards, select the Automatically include my signature on new messages I compose check box.

    If you don’t select this option, you can manually add your signature to a selected message. See the next section for more information.

  6. Select Save when you're done.

    Note: You can always return to the Email signature page and select or clear the Automatically include my signature on new messages I compose check box.

Manually add your signature to a new message

If you've created a signature, but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

  1. Go to your mailbox and choose Outlook on the web New icon for Email message to create a new email message.

  2. Type your message, and then choose More > Insert signature on the toolbar.

  3. When your email message is ready, choose Send.



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