Email Signatures

Create and add an email message signature

You can create personalized signatures for your email messages that include text, images, your electronic business card, a logo, or even an image of your handwritten signature. Your signature can automatically be added to outgoing messages, or you can manually add the signature to only the messages that you choose.

Outlook 2007 & Outlook 2010

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:
    • 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.

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.

Outlook 2011 Mac

  1. Launch Outlook.
  2. Click Outlook on the menu and select Preferences.
  3. Open Signatures.
  4. Click on the plus sign [+] on the bottom left corner.
  5. Double-click Untitled to rename it, for example,to My Signature.
  6. Click to check the box next to “My Signature”.
    Picture 1.
  7. On the right hand side, type your signature. You can format your signature by clicking on the Format menu and then choosing Text, Font and so on.
  8. Once you are done, click the Default Signatures button (See Picture 1) if you wish to make the signature you just created to be your default signature.
  9. In the window, select your email account.
  10. In the Default Signature click on the drop down arrow (See Picture 2) and select “My Signature” or the name of the signature you have created in step 5.
    Picture 2.
  11. Click OK.
  12. Close the Signature window.

Add a picture or image. To add a picture to your signature, follow these steps:

  1. Open Word and create your signature with the picture.
  2. Press Command A to highlight your signature and then press Command C to copy it.
  3. Open Outlook.
  4. Click Outlook then Preferences.
  5. Open Signature.
  6. Select your signature name.
  7. On the left hand side, press Command V to paste your signature.

Outlook 2013

Create a signature

  1. On the Home tab, click New E-mail.
  2. Click the Message tab.
  3. In the Include group, click Signature, and then click Signatures.
  4. On the E-mail Signature tab, click New.
  5. Type a name for the signature, and then click OK.
  6. In the Edit signature box, type the text that you want to include in the signature.
  7. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.
  8. To add elements other than text, click where you want the element to appear, and then do any of the following:
    • To add an electronic business card Click Business Card, click a contact in the Filed As list, and then click OK.
    • To add a hyperlink Click Insert hyperlink, type the link address or browse to a hyperlink, click to select it, and then click OK.
    • To add a picture Click Insert a 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.
  9. To finish creating the signature, click OK.

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

Add a signature to messages

You can set it up so that signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature. Setup a signature to appear automatically in every email you send.

  1. On the Home tab, click New Email.
  2. Click the Message tab.
  3. In the Include group, click Signature, and then click Signatures.
  4. Under Choose default signature, in the E-mail account list, click an email account to associate with the signature.
  5. In the New messages list, select the signature that you want to include.
  6. 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

  1. In a new email message, click the Message tab.
  2. In the Include group, click Signature, and then click the signature that you want.

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

Outlook Web Access

Email signatures can be created and used with the online version of Outlok email, OWA or 'web-mail'. Signatures for Outlook are not shared with Outlook web access (web-mail). You will need to create a signature for use with web-mail in web-mail. (Or type your signature manually on each message.)

Create a Signature

  1. Open Internet Explorer and go to the URL: https://mail.documation.com/
    (NOTE: Outlook online 'web-mail' can be accessed using any web-browser, including: Chrome, Firefox, and Safari. But Internet Explorer can take advantage of advanced features and is recommended for web-mail.)
  2. Find and click on the Options icon Options icon in the upper right.
  3. Find the Messages category on the left column.
  4. Then locate the Email Signatures section in the center pane.
  5. Compose your signature as desired.
  6. Check the box labeled 'Automatically include …'
  7. Be SURE to find and click the Save icon Save icon near the upper left.

Using Signatures in Web-mail

After creating and saving a signature in web-mail you can use that signature in messages that you create with web-mail.

  1. Click the New icon to start a new message
  2. Type the desired message
  3. Find and click the Signature icon Signature icon near the middle-top of the message window
  4. Your saved Signature will be appended to your message
Last modified:: 2016/03/19 16:03