Use a screen reader to add a signature in Outlook for Mac

In this topic

• Create a new signature

• Insert your signature

• Set a default signature

• Remove a default signature

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.

1. In Outlook, press Command+Comma (,) to open the Outlook Preferences dialog box.

2. Press the Tab key until you hear "Signatures, button," and press Control+Option+Spacebar. The Signatures dialog box opens.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

1. While composing a message in Outlook, press Shift+Tab until VoiceOver announces: "Signature, button." Press Control+Option+Spacebar to select.

2. 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

1. In Outlook, press Command+Comma (,) to open the Outlook Preferences dialog box.

2. Press the Tab key until you hear "Signatures, button," and press Control+Option+Spacebar. The Signatures dialog box opens.

3. 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.

4. 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.

5. 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.

6. 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.

7. When you're done, press Command+W to close the Signatures dialog box and return to your Inbox.

Remove a default signature

1. In Outlook, press Command+Comma (,) to open the Outlook Preferences dialog box.

2. Press the Tab key until you hear "Signatures, button," and press Control+Option+Spacebar. The Signatures dialog box opens.

3. 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.

4. 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 add a signature in Outlook (Windows, Mobile, Web)

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
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