Outlook: Create or Update Your Email Signature

Overview

An email signature automatically adds your name, contact information, and other details to the bottom of your email messages.

You can create multiple signatures, customize their appearance, and choose whether they appear automatically on new messages, replies, and forwarded emails.

Note: Signature settings may differ depending on which version of Outlook you use. If your signature does not appear across all your devices or Outlook applications, you may need to configure it separately.

New Outlook for Windows and Outlook on the Web

These instructions apply to the new Outlook desktop application and Outlook on the web at outlook.office.com.

  1. Open Outlook.
  2. Select Settings (gear icon) in the upper-right corner.
  3. Select Accounts > Signatures.
  4. If multiple email accounts are listed, select your Cedar Crest College account.
  5. Select Add signature and enter a name for your signature.
  6. Enter your signature in the editing box. You can customize the font, color, formatting, and add links or images.
  7. Choose whether to automatically include your signature on:
    • New messages
    • Replies and forwards
  8. Select Save.

To insert a signature manually, open a new message and select Signature from the message toolbar, then choose your saved signature.

Classic Outlook for Windows

  1. Open Outlook.
  2. Select File > Options > Mail > Signatures.
  3. Select New and enter a name for your signature.
  4. Enter and format your signature in the Edit signature box.
  5. Under Choose default signature, select your Cedar Crest College email account.
  6. Choose which signature to use for:
    • New messages
    • Replies/forwards
  7. Select OK to save your changes.

Tip: You can also access signature settings by opening a new email and selecting Signature > Signatures from the Message tab.

Outlook for Mac

  1. Open Outlook.
  2. From the Outlook menu, select Settings.
  3. Under Mail, select Signatures.
  4. Select Add (+) to create a new signature, or select an existing signature to edit.
  5. Enter a name and create your signature using the available formatting options.
  6. Close the signature editor when finished.
  7. Under Choose which signature appears, select your Cedar Crest College account.
  8. Choose your default signature for:
    • New messages
    • Replies or forwards
  9. Close the Signatures window.

To insert a signature manually, open an email, select Signature from the toolbar, and choose the signature you want.

Tips for Creating Your Signature

  • Include your name, title or department, and relevant contact information.
  • Keep formatting simple and professional.
  • You can create your signature in Microsoft Word, then copy and paste it into Outlook to preserve more complex formatting.
  • If you include a logo or image, keep it appropriately sized.
  • Send yourself a test email to verify that your signature displays correctly.

Edit or Remove an Existing Signature

Return to the Signatures settings using the instructions for your version of Outlook.

Select the existing signature to edit or delete it. You can also change your default signature or disable automatic signatures for new messages, replies, and forwards.

Additional Resources

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