Add contact information, personality and, perchance, flair to every email you write by setting up a superb email signature once. Find out here how to add a signature to Outlook for Windows.
First, Alien Signals from Space (Down Below)
Observatories are famously picky about where they are, who can get where they are, and what those who can get where they are can do there. Nothing is to disturb the steady signals received from beyond earth.
The observatory in Parkes, Australia, is, of course, no different. The iconic Murriyang radio dish (which looks far too big for the puny building it has encroached upon) is protected well from disturbances.
These precautions are, of course, also why it took years to find the (inside) source for unexplained signature signals detected at odd intervals at Parkes Observatory.
Now, while that fascinating story awaits discovery, how about adding a signature signal to your emails in Outlook?
How to Add an Email Signature in Outlook for Windows
Time needed: 4 minutes
To add a new email signature to Outlook for Windows:
- Select File in Outlook for Windows.
- Choose Options on the screen that has appeared.
- Go to the Mail category.
- Click Signatures… (in the Compose messages section).
- Choose the account for which you want to set up the signature under E-mail account:.
One signature for multiple accounts: Outlook keeps email signatures separated for accounts. You can copy one account signature’s content to another account’s signature, of course.
Since around 2023: Versions of Outlook prior to Outlook for Microsoft 365 Version 2303 did not separate email signatures per account. - Now click New under Select signature to edit to create a new email signature.
Edit existing: Highlight any existing Outlook signature, of course, to open it for editing.
- Give your new signature a name and enter it under Type a name for this signature:.
Which name: A name that reflects how you are going to use the signature—for personal emails, for work, or a special occasion perhaps—usually works well; if you have only one signature, “Default” works just as well.
- Click OK.
- Now type the text for your signature in the Edit signature field.
Signature delimiter: Outlook will not insert the standard signature separator automatically; to add it manually, insert two dashes and a whitespace character on their own line before the signature content (see below).
Default signature: Optionally, you can (and probably should) pick one signature as your default for new emails and replies (also see below).
Signature size: Use about 5–7 lines for the signature.
Formatting: Use the signature editor’s formatting toolbar to apply formatting to your signature and add an image or logo.
- Click OK.
Also change the top of emails: How to Change the “From” Name in Outlook
On a Mac? How to Change an Email Signature in Outlook for Mac
Choose a Standard Email Signature in Outlook
To pick a signature inserted automatically in each new email (and reply) you start in Outlook:
- Go to the Signatures and Stationery settings in Outlook (see above).
- Select the account for which you want to change default signatures under E-mail account:.
- Choose the signature you want to use for new emails under Choose default signature for New messages:.
Nothing by default: Choose (none) to start new emails with no default signature. - Pick the signature you want for replies and forwards under Replies/forwards:.
No signature for replies: To start replies and forwards without a signature, select, again, (none).
Add an Email Signature in New Outlook for Windows
To add a new signature for an email account in New Outlook for Windows:
- Click the Settings gear icon in New Outlook.
- Go to the Accounts section.
- Now choose Signatures.
- Pick the email account for which you want to add or edit an email signature unter These settings are applied at the account level:.
- Click ＋ New signature for adding a new signature.
Change: To edit an existing signature, select it from the drop-down menu over the signature editing field. - Type the signature as desired in the editing field.
Formatting, guidelines and options: See above for employing formatting, adding images and more. - Click Save.
How to Add an Email Signature in Outlook for Windows: FAQ
How can I use the standard signature separator with Outlook for Windows?
Outlook’s AutoFormat options will thwart efforts to insert two dashes followed by a whitespace character in the signature editor, and neither the mouse nor the keyboard offer an obvious way to undo the standard signature delimiter being morphed into a list’s beginning.
To still enter the standard signature separator in your Outlook email signature, you can do one of the following:
- Turn off AutoFormat automatic formatting, specifically the option
– Automatic bulleted lists
on the AutoFormat As You Type tab.
- Copy the standard signature delimiter and past it into Outlook’s signature editor, ideally after you have perfected the rest of the signature’s contents.
Will my email signature synchronize between installations of Outlook?
Your signature will synchronize between Outlook for Windows installed on multiple computers (if settings synchronization is enabled), but not with Outlook for Mac, Outlook on the Web or the mobile apps.
(How to add an email signature tested with Outlook for Microsoft 365 Version 2303–2403 and New Outlook Version 1.2024.403 on Windows 11; updated April 2024)