How to create and add a signature to an e-mail in Outlook

Updated: 03/10/2024 by Computer Hope
E-mail message

In Microsoft Outlook, create a new signature and add it to an e-mail. A signature, or signature block, helps recipients know who you are, and if desired, you can provide your contact details to the recipients.

To create and add a signature to an e-mail in Microsoft Outlook, select a link below and follow the instructions.

Create a new signature

  1. In Microsoft Outlook, open a new, blank e-mail message.
  2. In the Ribbon, click the Insert tab.
  3. In the Include section, click the Signature option and select Signatures.

Create a new signature in Microsoft Outlook.

  1. In the Signatures and Stationery window, click the New button, enter a name for the new signature, and click the OK button.

Create named signature in Microsoft Outlook.

  1. Ensure the new signature is selected in the Select signature to edit section.
  2. In the Edit signature section, enter and format the text for your new signature.
  3. When finished, click the OK button to save the new signature.

Manually add a signature to an e-mail

  1. In Microsoft Outlook, open a new or existing e-mail message.
  2. In the Ribbon, click the Insert tab.
  3. In the Include section, click the Signature option and select a signature to add to the e-mail message.

Add a signature to en e-mail in Outlook

Note

The signature is added to the e-mail message where the text cursor is currently located.

Automatically add a signature to an e-mail

Note

To complete the steps below, you need at least one signature defined in Outlook. See the create a new signature section above for help, if needed.

  1. In Microsoft Outlook, open a new, blank e-mail message.
  2. In the Ribbon, click the Insert tab.
  3. In the Include section, click the Signature option and select Signatures.

Create a new signature in Microsoft Outlook.

  1. In the Signatures and Stationery window, at the bottom, click the drop-down menu for New messages and select the signature to use for new e-mails you create.

Set a signature for automatic use with newly created e-mails in Microsoft Outlook.

  1. Click the drop-down menu next to Replies/forwards and select a signature to use when you reply to e-mails received.
Tip

In older Outlook versions, New messages and Replies/forwards menu arrows are located to the right of the Select signature to edit section, near the top-right corner of the window.

  1. After selecting default signatures for new e-mails and replies, click the OK button to save the changes.