Signatures in Outlook

In Microsoft Outlook, you can create custom email signatures that include text, images, the Ithaca College logo, or a scanned version of your handwritten signature. You can set Outlook to add this signature to every email you send automatically or manually insert it as needed.

Creating Signatures

The process of creating signatures varies depending on whether you are using the desktop versions of Outlook on Windows or macOS, or accessing Outlook through a web browser.

Outlook on the web

You can create an email signature that you can add automatically to all outgoing messages or manually add specific ones.

1. Select  Settings at the top of the page.
2. Select Mail > Compose and reply.
3. Under Email signature, type your signature in the editing box below the new name, then format it with the font, color, and styles you want to achieve the desired appearance.
4. Select the default signature for new messages and replies.
5. Select Save when you're done.

If you've created a signature but didn't choose to add it to all outgoing messages automatically, you can add it later when you write an email message.

1. Type your message in a new message or reply.
2. On the Insert tab, select Outlook signature. If you have created multiple signatures, choose the signature you want to use for your new message or reply.
3. When your email message is ready, select Send.

Outlook for Windows

1. On the View tab, select  View Settings.
2. Select Accounts > Signatures.
3. Select  New Signature, and then give it a distinct name.
4. Type your signature in the editing box below the new name, then format it with the font, color, and styles you want to achieve the desired appearance.
5. Select Save.
6. With your new signature selected from the list above the editing box, go to Select default signatures and choose whether to apply it to new messages, replies, and forwards.
7. Select Save.

Outlook Classic for Windows

1. Open a new email message.
2. On the Message menu, select Signature > Signatures.
3. Under Select signature to edit, choose New. In the New Signature dialog box, type a name for the signature.
4. Type your signature in the editing box below the new name, then format it with the font, color, and styles you want to achieve the desired appearance.
5. Under Choose default signature, set the following options:
   • 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.
   • You can have a signature automatically added to all new messages. Go to in the New messages drop-down box and select one of your signatures. If you don't want to add a signature to new messages automatically, choose (none). This option does not add a signature to any messages you reply to or forward.
   • You can select to have your signature automatically appear in reply and forward messages. In the Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none).
6. Select OK.

If you don't choose to insert a signature for all new messages, replies, and forwards, you can still insert one manually.

1. In your email message, on the Message tab, select Signature.
2. Select your signature from the menu that appears. You can select any of the signatures you've created if you have multiple signatures.

Outlook for macOS

1. On the Outlook menu, select Preferences or select Settings if you are using macOS Ventura or higher.
2. Under Email, select Signatures.
3. Select Standard, and then rename the default signature or select  Add to add a new signature.
4. In the New Signature dialog box, type a name for the signature.
5. Type your signature in the editing box below the new name, then format it with the font, color, and styles you want to achieve the desired appearance.
6. After you are done creating your signature, select Save and close the editor window.
7. Close the Signatures window.

To manually add a signature to an email or calendar invite:

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

To automatically add a signature to all messages:

1. On the Outlook menu, select Preferences or select Settings if you are using macOS Ventura or higher.
2. Under Email, 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.

Further Reading

• Create and add an email signature in Outlook for Windows or the web (microsoft.com)
• Create and add an email signature in Outlook for Mac (microsoft.com)