Adding a Signature in Outlook

Outlook Signatures are basically your digital business card. They contain all your contact information, to let your recipient knows how or when to reach you. Adding a Signature in Outlook is something people often find a bit difficult to do.

In this article, I will explain how you can add a signature in Outlook. Both the online, Microsoft 365, and normal versions of Outlook. Also, I will give you some tips on creating an Outlook Signature.

Good to know is that signatures in Outlook will soon sync between Outlook for Windows and Outlook Online (Microsoft 365 and Office 365). The feature is called “Outlook for Windows: Signature cloud settings” and is planned to roll out in December 2020.

Adding Outlook 365 Signature

To add a signature to your messages in Outlook 365 (Outlook Online) you will have to open Outlook in your web browser: outlook.office.com.

  1. Select the gear icon on the right side in the top bar.
  2. Add the bottom of the settings pane, select View all Outlook settings
Add signature in Outlook 365

In the settings screen is Mail on the left side already selected.

  1. Select Compose and reply
Create Signature in Outlook ONline

You will now see the Email signature settings. You can create or paste your signature in the text area.

  1. If you want to include your signature automatically to your emails, then make sure you select the two checkboxes below the text area.
  2. When you are done, click Save at the bottom and simply close the settings screen. Your signature should now be active in your Outlook Online.

In Outlook Online you can’t create multiple signatures. If you need to use different signatures in the same email account, then you will need to use the Outlook app.

Using the Signature in Outlook 365

You can also manually add the signature to a message. You will first need to create the signature as described above, but leave the two checkboxes below the text area unchecked.

After you have created the signature, you can simply add it to an message as follows:

Add signature to message in Outlook Online
  1. Open a New Message in Outlook Online
  2. Select the More options icon
  3. Choose Insert Signature

Adding a Signature in Outlook

In the Outlook App, you can use multiple Email Signatures within the same account. You can set a default signature for your emails, but also easily switch it to another one if necessary.

To set a default signature in Outlook we first open a new mail.

  1. Create a New Email in Outlook
  2. Select Signature in the toolbar
  3. In the dropdown menu, select Signatures…
Add signature in Outlook

If you are using the minimal toolbar in Outlook then you can find the Signatures here:

adding a signature in outlook
  1. Click on New to add a new signature
  2. Give your signature a name. Make sure you use a recognizable name so you can easily select the correct signature in your emails later. You can create a separate signature for your reply emails for example.
Create new signature in Outlook
  1. Create or paste your signature in the Edit Signature text area.
  2. If you want to apply the signature automatically to your emails, then select the E-mail account you want to use
  3. You can set different signatures for new messages and replies.
Add signature in Outlook 2019
  1. When you are done, click Ok

Your new Outlook signature should now be available in your Email Messages. If you have set a default signature (step 8), then you should see the new signature in the body of your new messages.

Insert the signature in Outlook

You can add a signature in Outlook to your messages manually if you didn’t set a default signature. Simply open a new email and click on Signature in the toolbar. Your signatures will appear in the dropdown menu. Select your signature to apply it to your email message.

Change Email Signature in Outlook

In Outlook you can create multiple signatures, but ofcourse only set one as your default signature. When you want to change your email signature in Outlook you have two options:

  1. Right Click on the signature in the email body and select another signature.
  2. Click Signature in the toolbar and choose another signature from the dropdown menu.
Change Email Signature in Outlook

If you want to set another signature as your default signature, then click on Signatures… and change the default signature for new and reply messages as described earlier.

Edit Signature in Outlook

Sometime you need to edit your signature in Outlook, to change your telephone number for example.

To edit the signature:

  1. Right click on your current Signature
  2. Select Signatures…
Edit Signature in Outlook
  1. You can now make the changes to your signature, when done simply click Ok
Edit Outlook Signature

Export Outlook Signature

If you are getting a new computer or when you want to share your Outlook Signature as a template with your co-worker, you might want to export the Outlook signature.

Outlook doesn’t offer a built-in function to export the signature. But to copy the signature to another computer we only need to copy three files and a folder:

The Outlook Signature Location is:

  • %userprofile%\AppData\Roaming\Microsoft\Signatures
  1. Open your Explorer
  2. Paste the path in the address bar as displayed below and press Enter
Outlook Signature Location
  1. Copy the signature that you want to export
    1. Select the folder and the three files that start with the signature name
    2. Right-click and choose Copy (or press Ctrl + C )
Export Outlook Signature
  1. On the other computer, open the explorer and navigate to
    %userprofile%\AppData\Roaming\Microsoft\
  2. Create the folder Signatures if it doesn’t exist, otherwise, open the folder
  3. Paste ( Ctrl + V ) the signature files in the Signature folder.

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