Create and add an email signature in Outlook
Applies To
Outlook for Microsoft 365 Outlook 2024 Outlook 2021 Outlook 2019 Outlook 2016 Office for business Office 365 Small Business Microsoft 365 admin Outlook on the web Outlook.com New Outlook for Windows Outlook on the web for Exchange Server 2016 Outlook on the web for Exchange Server 2019In Outlook, you can create one or more personalized signatures for your email messages. Your signature can include text, links, pictures, and images (such as your handwritten signature or a logo).
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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
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On the View tab, select View Settings.
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Select Accounts > Signatures.
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Select New 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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Select Save when you're done.
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With your new signature selected from the list above the editing box, go to Select default signatures and choose whether to apply the signature to new messages and to replies and forwards.
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Select Save again.
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
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 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. 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.
Add a logo or image to your signature
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 icon
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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.
Insert a signature manually
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
Note: Outlook on the web is the web version of Outlook for business users with a work or school account.
Automatically add a signature to a message
You can create an email signature that you can add automatically 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 Mail > Compose and reply.
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Under Email signature, type your signature and use the available formatting options to change its appearance.
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Select the default signature for new messages and replies.
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Select Save when you're done.
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.
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In a new message or reply, type your message.
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On the Insert 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.
Note: Outlook.com is the web version of Outlook for users signing in with a personal Microsoft account such as an Outlook.com or Hotmail.com account.
Automatically add a signature to a message
You can create an email signature that you can add automatically 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 Mail > Compose and reply.
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Under Email signature, type your signature and use the available formatting options to change its appearance.
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Select the default signature for new messages and replies.
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Select Save when you're done.
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.
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In a new message or reply, type your message.
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On the Insert 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.
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