Create and Add a Signature to Email Messages (Outlook App)


In Outlook, you can create one or more personalized signatures for your email messages. Your signature can include text, images, your electronic business card, a logo, or even an image of your handwritten signature. You can set up Outlook so that signatures are automatically added to all outgoing messages or create your signature and add it to messages on a case-by-case basis.

Before you begin

  • Ensure you are logged into Outlook. If you don't have Outlook installed on your computer yet, you may set it up by following our article, How to Install Microsoft Office.

Steps to follow

  1. On the top left corner of the Outlook app, click New Email.

  2. 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.

  3. Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature then click OK.

  4. Under Edit signature, paste your signature then click OK.


    • 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.

      Formatting tool

      To change the font of the signature

      To change the font size of the signature

      To bold the text
      To italicized the text
      To underline the text

      To change the font color

      To change the alignment of the text

      To insert a business card to the signature

      To insert a picture to the signature

      To insert a link to the signature

    • You can also add a hyperlink to the contact number on your signature that will enable users to call you directly once they click your number. For more information, see How to open Teams using the contact number.

  5. Under Choose default signature, set the following options for your signature:

    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.

    If you want your signature added to all new messages by default, in the New messages drop-down box, select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This doesn't add a signature to any messages you reply to or forward.

    If you want your signature to appear in the messages you reply to and forward, in the  Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none).

  6. Choose OK to save your new signature and return to your message. It should reflect the signature now when you create a new email.

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