Create an Email Signature in the Outlook Client (Win & Mac)

Overview

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.

Important to Notes: 

  • If you use both the Outlook desktop client and Outlook on the web, you need to create a signature in both products.
  • We recommend designing your signature block in Word, and then copying and pasting it into Outlook per the instructions below.

Please click on the links for detailed directions on Microsoft's website, or follow the brief directions below. 

Windows Client Directions

Microsoft's Website Instructions

Create a Signature

  1. Open a new email message.
  2. Select Signature Signatures from the Message menu.
  3. Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.
  4. Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment.
  5. Under Choose default signature, set the following options for your signature:
  6. 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.
  7. 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.
  8. 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).
  9. Choose OK to save your new signature and return to your message. Outlook doesn't add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You'll have to add the signature manually to this one message. All future messages will have the signature added automatically.

Add a Logo or Image to Your Signature

NOTE: While we do not recommend it, and it is not part of the College recommended signature if you want to add the College's logo, look in the Files section to the right of this page. There is a College-approved logo for you to download and use. 

NOTE: If you want to add the College's logo, look in the Files section to the right of this page. There is a College-approved logo for you to download and use. 

  1. Open a new message and then select Signature > Signatures.
  2. In the Select signature to edit box, choose the signature you want to add a logo or image to.
  3. Select the Image icon, locate your image file, and select Insert.
  4. To resize your image, right-click the image, then choose Picture. Select the Size tab and use the options to resize your image. To keep the image proportions, make sure to keep the Lock aspect ratio checkbox checked.
  5. When you're done, select OK, then select OK again to save the changes to your signature.

Office 2016 for MAC Instructions

Microsoft's Instructions Website

Create an email signature

  1. On the Outlook menu, select Preferences.
  2. Under E-mail, select Signatures.
  3. Select Add a signature.
  4. Double-click Untitled, and then type a name for the signature.
  5. In the right pane, type the text that you want to include in the signature.
  6. To apply formatting such as font, font style, font size, font color, or highlighting, select the text to style, from the Format menu choose Font..., and select the style options that you want.
  7. To add a hyperlink, position the cursor or highlight the text in the signature where you want to add a link, and then on the Format menu, select Hyperlink…
  8. Close the Signatures window.

Add art, logos, or pictures to your signature

NOTE: While we do not recommend it, and it is not part of the College recommended signature if you want to add the College's logo, look in the Files section to the right of this page. There is a College-approved logo for you to download and use. 

  1. On the Outlook menu, select Preferences.
  2. Under E-mail, select Signatures.
  3. Create a new signature, or select an existing signature from the list.
  4. Copy and paste or drag an image from a folder or desktop to the position where you want it to appear in the signature. Edit the image to size ahead of time, as you won't be able to resize the image once you've dragged it to the Signatures box.
  5. Close the Signatures window.

Add a signature to a message

  1. Click in the body of your email message.
  2. On the Message tab, select Signature, and then choose a signature from the list.

Add a signature automatically to all messages

  1. On the Outlook menu, select Preferences.
  2. Under E-mail, select Signatures.
  3. Under Choose default signature, select the account for which you'll set a default signature.
  4. If you want to add a signature to all new messages, set the New messages option accordingly.
  5. If you want to add a signature to all messages you reply to or forward, set the Replies/forwards option accordingly.
  6. Close the Signatures window.

Details

Article ID: 53701
Created
Thu 5/10/18 4:43 PM
Modified
Thu 4/29/21 12:33 PM