How to Set Up a Signature in Microsoft Outlook

By Aaron Parson

Rather than writing out your name, title and contact info at the bottom of every email you send, create a signature in Outlook 2013, 2010 or 2007 to insert your information with two clicks. Set a signature as your default, and Outlook enters it in every new message you create. Even if you want to include colors, images or hyperlinks, there's no need to know HTML -- Outlook offers a panel of options that make writing your signature as straightforward as styling text in Word.

Step 1

**Start a new email in Outlook, click the "Signature" button and choose "Signatures" from the menu.**

Step 2

Click "New" and enter a name for your signature. Email recipients won't see this name -- it only serves to distinguish this signature from other signatures on your computer.

Step 3

Type your signature and change the text's size, color, alignment and font with the style options.

Step 4

Press "Business Card" if you want to add a virtual business card based on an existing contact in your Outlook address book.

Step 5

**Click the "Picture" icon to add an image from your computer.** To keep your signature from taking up too much space, you might need to resize the image in another program, such as Paint, before selecting it in Outlook.

Step 6

**Click the "Insert Hyperlink" icon to add a link to your website or to an email address.** Since 2007, Outlook does not support directly writing HTML code into your signature, so if you want to include a link, you have to use "Insert Hyperlink."

Step 7

Press "Save" and then **select your signature as the default for new messages**, or for replies and forwards, if you want to attach it automatically. Outlook supports using different default signatures on each account.

Step 8

Press "New" again if you want to create another signature.

Step 9

**Click "Signature" and pick one of your signatures to insert it in an email.** Your default signature appears at the bottom of every new email automatically.

Tips & Warnings

  • If you're familiar with HTML and want to tweak your signature's coding by hand, you can find its file in the directory "%APPDATA%\Microsoft\Signatures". Press "Windows-R" and enter this directory to reach the signature folder.
  • Some email clients wrap long text lines, so try to keep each line of your signature under 72 characters to avoid unwanted line breaks.
  • If you change your email format to plain text, your signature loses its colors and other styles. Leave email formatting on Outlook's default, HTML, to preserve these settings.