Create Email Signature Outlook

As explained in Email Signature it is important to the success of your business to include an email signature in all your email correspondance. To see what should be in your signature refer to Email Signature

These instructions are for Outlook. If you are using Outlook Express please refer to Create Email Signature Outlook Express

To create an email signature in Outlook:

  1. Open Outlook.
  2. Click Tools in the top toolbar then select Options.
  3. Select the Mail Format tab.
  4. Click the Signature Picker in the Signature section.
  5. Click the New button on the right.

Name Signature

  1. Type in a name for the signature in the box under 1. Enter a name for your new signature.

Blank Signature

  1. Select the radio button beside Start with a blank signature.
  2. Click Next button.
  3. In the large white box type your signature information.
  4. Click Finish at the bottom of the dialog box.
  5. Click Ok.
  6. Click Ok again.

Using an Existing Signature as a Template

If you have an existing signature that you want to copy the layout for:

  1. Select the radio button beside Use this signature as a template.
  2. Select your existing signature you wish to use as a template from the dropdown list below Use this signature as a template.
  3. Click Next.
  4. Edit the signature as required.
  5. Click Finish at the bottom of the dialog box.
  6. Click Ok.
  7. Click Ok again.

Using an External File as a Signature Template

If you have a signature already created in a text file:

  1. Select the radio button beside Use this file as a template.
  2. Click Browse button.

    A dialog box will appear.
  3. Navigate to the location of the signature text file.
  4. Select your existing signature text file you wish to use as a template.
  5. Click Select.
  6. The Edit Signature dialog box will appear.

    Edit the signature as required. Editing the signature will not affect the original file.
  7. Click Finish.
  8. Click Ok.
  9. Click Ok again.

Now that you have the signature created you have a couple of options:

  • Include the signature manually to each email.
  • Include the same email signature in every email message.

Include Email Signature Manually

  1. After completing the steps above go back to the Mail Format tab (Tools, Options,Mail Format tab).
  2. In the Signature section at the bottom, beside Use this Signature by Default there is a dropdown menu.

    Select None.
  3. Click Ok.
  4. When you have finished creating your email message hit Enter so the cursor is in the next empty line.
  5. Click Insert from the top bar then select Signature.
  6. If you have more than one signature created there will be a list. Select the one you wish to insert in this email.

Include Same Email Signature in Each Email Message

If you have only one email signature or a signature you want to use regularly you can set Outlook to include the email signature you have created automatically.

  1. After completing the steps above go back to the Mail Format tab (Tools, Options,Mail Format tab).
  2. In the Signature section at the bottom, beside Use this Signature by Default there is a dropdown menu.

    Select the signature you created.
  3. Click Ok.
  4. Click Ok and you are done.

Test it out. Create a new email message and the signature is automatically inserted before you type your message.

So now you know how to create an email signature in Outlook and insert it in your email messages. As explained in Email Signature adding an email signature to each and every email message you send is an important free type of advertising your business.

Revised: January 15, 2006

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2 Responses to “ Create Email Signature Outlook ”

  1. [...] Create an email signature in Outlook [...]

  2. nice tutorial for a newbie with outlook.

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