How To Add Signature On Outlook Email

Insert A Signature Manually

How to Add Signature in Outlook

If you don’t choose to insert a signature for all new messages or replies and forwards, you can still insert a signature manually.

  • In your email message, on the Message tab, select Signature.

  • 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.

  • How To Set Up Your Email Signature On Ios And Android

    1. Download the Outlook app and sign in.

    2. Tap the Outlook icon in the upper left corner. If you’re using iOS, you’ll tap the icon in the top left as well, but it’ll be an icon with the first letter of your name.

    3. Tap the Settings gear icon in the bottom left.

    4. Scroll down and choose Signature. By default, your signature says “Get Outlook for Android” or “Get Outlook for iOS,” depending on your device.

    5. Tap Signature and clear the message field.

    6. Type in your name and/or contact information. Tap the checkmark on Android. If you’re working on iOS, it’ll save automatically.

    As with setting up a signature on a desktop, you can open a new message and see your signature.

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    Now let’s move on to our main tutorial on how to add a signature in Outlook.

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    Copy The Email Signature Image To The Directory

    Onceyou’ve finished your email signature graphic and hyperlink files, copy thefiles into the following path on your PC hard drive:


    *YourUsernameis the Microsoft Windows username assigned to you.

    So, in this example where we’re using the name Jane Doe the path would be:


    Note: The directory path pictured in the example above is the default path where MSOutlook email signature files are stored. If you or your system administratorhave changed this path, you’ll need to use the new location where your emailsignature files are currently stored.

    How To Add An Image In Outlook 2013 2016 And 2019

    How to Change Signature in Outlook in 2 Minutes (With ...
  • Simply type in signature in the search box at the top left side of your Outlook screen > and click on the Signature result that appears > click on Signature from the dropdown menu and the Outlook signature editor will open up
  • To get there you can also select the File tab > Click Options from the menu that appears > In the Settings panel the opens click the Mail tab > Then look for the Signatures button on the right-hand side and click it

  • In the signature, editor window select the signature you wish to edit and position your cursor by clicking it where you want to place your image or logo
  • Click on the Image icon from the editors toolbar to add an image by uploading it from your computer
  • Be sure to visit the top-right section of the editor to choose a default signature for your new messages and/or Forward/Reply
  • There is a way to make a better looking, more professional email signature in less effort and less time. Try the Wisestamp free email signature builder. You can design and customize a beautiful email signature like the one in the example above in less than 5 minutes.
  • Outlook desktop app email signature with image | Made with WiseStamp

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    How To Add Signature To Replies Or Forwarded Message In Outlook

    After creating a new signature, it will be automatically specified as the default signature for all new messages under your specific email account. For the reply or forwarded emails in Outlook, you need to manually select signature for them. Actually, you can also specify the signature as the default one for the reply emails or all emails in Outlook. Please browse the below tutorial for adding signature to replies or forwarded emails automatically in Outlook.

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    Add signature to replies or forwarded emails in Outlook

    For adding signature to replies or forwarded emails in Outlook, please do as follows.


    Why You Need An Email Signature

    Your is, surprisingly, one of the best ways to make a first impression on your recipient. In many ways, it is akin to a digital business card for new contacts. Its also an easy point of reference for anyone who needs to contact you.

    In heat map studies, email signatures created with intentionality drew a tremendous amount of attention upon opening the email. Lets look at a couple of examples.

    Below is the heatmap of an email with a basic signature. Notice the way the readers attention splits between the senders contact information and their company details this information could certainly be better streamlined, to say nothing of its style or design.

    Worse than that, though, is the fact that the reader devotes almost no attention to the call-to-action underneath the signature. This is a huge missed opportunity!

    Now, check out the next heatmap. The following email was sent with an optimized and carefully crafted signature, with the CTA built-in.

    Look at that difference! The readers eyes are immediately drawn to the signature box, where theyre called to engage further with the brand.

    Now, this isnt to say that you absolutely must include a banner, or bright colors, or even any images at all. The point here is that there is a right and a wrong way to plan and design your email signature and the right way will generate a lot of opportunities for your business.

    When crafted correctly, an effective Outlook signature can help achieve the following:

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    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

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

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

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

  • 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 .

  • 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.

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

    Create Your Signature And Choose When Outlook Adds A Signature To Your Messages

    How to Add Email Signature to Outlook 365 Outlook 365 Signature Setup and Signature Location

    Important: If you have a Microsoft Microsoft 365 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. To create and use email signatures in Outlook on the web, see Create and add an email signature in or Outlook on the web.

    If you want to see how it’s done, go directly to the video below.

  • Open a new email message.

  • 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.

  • Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.

  • 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 format your text, then copy and paste the signature into the Edit signature box. You can also use one of our pre-designed templates for your signature. Download the templates in Word, customize them with your personal information, and then copy and paste them into the Edit signature box.


  • 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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    How To Back Up Your Outlook Signatures

    After you’ve created your beautiful Outlook email signatures, you’ll probably want to back them up or export to another computer.

    As already mentioned, nearly everything related to Outlook signatures is very easy to do. The backup process is not an exception. You just need to copy the entire contents of the Signatures folder to your backup location. To restore your Outlook email signatures, simply copy those files and folders back into the Signatures folder on your computer.

    The default location of the Signature folder is as follows:

    • On Windows XPC:\Documents and Settings\%username%\Application Data\Microsoft\Signatures
    • On Windows 8, Windows 7, and VistaC:\Users\%username%\AppData\Roaming\Microsoft\Signatures

    A quick way to locate a Signature folder on your machine is to open Outlook, click File> Options> Mail, and then hold the Ctrl key when clicking the Signatures button:

    Outlook Email Signature Generators

    The good news is that there exist plenty of online email signature generators that offer a selection of beautifully designed email signature templates. The bad news is that very few of those generators allow exporting their email signatures to Outlook for free.

    In our previous article, you can find a quick overview of 4 most popular email signature generators, and 3 of them let you export your custom html signatures to any email client, including Microsoft Outlook, free of charge.

    For example, to copy your email signature created with the Newoldstamp generator to Outlook, simply click the Outlook icon, and will see the detailed step-by-step instructions:

    In addition, there are a number of specialized tools to create and manage Outlook email signatures, for example:

    • Exclaimer Signature Manager – email signature software solution for Microsoft Outlook 2016, 2013, 2010, 2007, 2003 and OWA. It provides a number of email signature templates that let you create professional Outlook signatures that combine static text with images and dynamic data.
    • Xink – makes it easy to update your email signatures across different email clients such as Outlook, Office 365, Google Apps for Work, Salesforce and others.
    • Signature-Switch – an Outlook add-on that improves use of HTML-based signatures.

    All three are paid tools, though trial versions are available.

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    Automatically Add Your Signature To Every Message You Send

    If you’ve created a signature, you can specify if the signature is added to all outgoing messages, including replies and forwards.

  • In a web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organization. Enter your user name and password, and then select Sign in.

  • On the nav bar, choose Settings> Options.

  • Under Options, choose Settings> Mail.

  • Under Email signature, do one of the following:

  • To include your signature at the bottom of all outgoing messages, select the Automatically include my signature on messages I send check box.

  • To exclude your signature from showing at the bottom of all outgoing messages, clear the Automatically include my signature on messages I send check box.

  • Choose Save.

  • How To Add Signature In Outlook 365 Web App: Your Step By Step Guide

    How to create a custom Outlook email signature


    Using the integrated editor in Outlook 365 you can add text, links, and images, but its quite hard to use this editor to create a professional looking email signature. For better results, with less effort, consider using our Outlook signature creator

    Professional Outlook 365 web app signature | See more templates below

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    How To Assign Auto Signature To Every Email In Outlook

    Comparing to typing your contact information manually every time in outgoing emails in Outlook, you can assign auto signature to every email within a specified email account. And sometimes, you can even add auto signature to every new email within any email accounts in your Outlook. Below solutions will show you detailed steps:

      Assign auto signature for every email in one email account

      You can configure the signature settings to assign a signature to every new email or every responding email sent by a specified email account in Outlook.

      1. In the Mail view, create a new email with clicking Home > New Email.

      2. In the new Message window, please click Insert> Signature> Signatures. See screenshot:

      3. In the opening Signature and Stationery dialog box, please : Select the specified email account you will assign the signature to every email from the E-mail account drop down list Choose the specified signature you will assign to every new email from the New Messages drop down list Choose the specified signature you will assign to every replied or forwarded email from the Replies/forwards drop down list Note: For assigning the signature to all new emails and responding emails within other email accounts, please repeat above -. Click the OK button.

      From now on, when you create a new email or reply/forward an email within the specified email account, the specified signature will be added into the email automatically.

      Assign auto signature for every new email in all email accounts

      How To Create A Custom Outlook Email Signature

      Microsoft makes it relatively easy to add custom mail signatures, with hyperlinked images or company logos, in Outlook 2016 for Windows. It can take a bit of experimentation to find the fonts, colors and styles that are just right for you, but these easy-to-follow steps detail how to add and customize your own Outlook email signature.

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      How To Create And Add An Outlook Email Signature

    • Click the Home tab in the horizontal navigation bar that runs along the top of the Outlook screen.
    • Click the New Email box at the top-left corner of the screen, just below the horizontal navigation bar atop the screen.

    • In the new message box that appears, click the Signature box within the Include tab.
    • ClickSignatures in the drop-down that appears below the *Signature** box.
    • On the Email signature tab, click New.

    • In the Type a name for this signature field, enter some text to help remember the signature you create.

    • Click OK to confirm the name.
    • On the following screen, highlight the name of the signature you created in the Select Signature to Edit box.
    • In the large, empty box below Edit signature, enter in your name, title, company name, email address, social network information or any other personal details you want to appear in your new signature.

    • Use the various font and format controls below Edit signature but above the large text field to customize and modify your signature’s appearance. There are controls for font style, size, color and spacing, and you can apply different styles to different lines to make them stand out.
    • If you want to add a custom image, such as a company logo, navigate to where you want to insert the image, and with the cursor in place, hit the Insert picture icon.
    • Navigate to the image you want to insert using your computer’s file browser and click Insert.

    • With the image selected, click the Insert Hyperlink icon.
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