How to Set Up a Signature in Microsoft Outlook

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You can modify your signature in a particular email without affecting its default appearance.
Image Credit: Image courtesy of Microsoft

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.

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Step 1

Open the signature menu.
Image Credit: Image courtesy of Microsoft

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

Step 2

Start a signature.
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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.

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Step 3

Enter signature text.
Image Credit: Image courtesy of Microsoft

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

Step 4

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

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Step 5

Add an image.
Image Credit: Image courtesy of Microsoft

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.

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Step 6

Add a link.
Image Credit: Image courtesy of Microsoft

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."

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Step 7

Set the default signature.
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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.

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Step 8

Create additional signatures.
Image Credit: Image courtesy of Microsoft

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

Step 9

Insert a signature.
Image Credit: Image courtesy of Microsoft

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.

Tip

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.

Warning

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.

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