How to Set Up My Signature in Outlook 2007

By Bill Chott

Microsoft Outlook 2007 gives you the capability to create and manage signatures that you can include in outgoing email messages to make them more personal. Signatures can include text, pictures and graphic images--your company's logo or your actual handwritten signature, for example--and electronic business cards. You can set up a standard signature to accompany all your outgoing messages automatically; or, you can add a signature manually to a message you've just written, choosing the one that best matches a specific message.

Initiate signature creation

Step 1

Open Microsoft Outlook 2007.

Step 2

Open a new email message. Click "New" on the taskbar. The "Untitled - Message (HTML)" window displays.

Step 3

Open the signature-creation window. On the "Message" tab, in the "Include" section, click "Signature" and pull down to select "Signatures." The "Signatures and Stationery" window displays.

Step 4

Give the signature a name. On the "E-mail Signature" tab, click "New" to display the "New Signature" dialog box; type a name in the "Type a name for this signature" text box; then, click "OK." The name displays in the "Select signature to edit" text field. You are now ready to create a signature with one or more of the following features: text, pictures, graphic images,and hyperlinks.

Set up a text-only signature

Step 1

Enter text for your signature. In the "Edit signature" text field, type the text that you want to display as a signature in outgoing messages. Use as many lines as you like.

Step 2

Format text. Select the text and change its look using the word-processing-type formatting tools that display above the text field. If text is all you want in the signature, continue to Step 3 below. If you want to add graphics or hyperlinks to your signature now, do not continue to Step 3 below. Instead, to add graphics, skip to Step 3 of the "Set up a signature with graphics" section; to add one or more hyperlinks to your signature, skip to Step 3 of the "Set up a signature with hyperlinks" section.

Step 3

Click "OK."

Set up a signature with graphics

Step 1

Open a new email message. Click "New" on the taskbar to display the "Untitled - Message (HTML)" window.

Step 2

Open an existing signature. On the "Message" tab, in the "Include" section, click "Signature" and pull down to select "Signatures" and display the "Signatures and Stationery" dialog box; select an existing signature in the "Select signature to edit" list box. The signature displays in the "Edit signature" text field.

Step 3

Add a picture or graphic image to the signature. Place your cursor where you want to insert the picture or image; click the "Picture" icon to display the "Insert Picture" window; browse to the location of the graphic you want to insert and click to select it; then click "Insert." If you don't want to add more graphics or a business card to the signature, skip to Step 5. To add more graphics, repeat the process you just completed. To add a business card, continue to Step 4 below.

Step 4

Add a business card to your signature, if desired. You must already have a contact with the information you want on a business card in order to add a business card. If you do, place your cursor where you want to insert the card; click "Business Card" to display the "Insert Business Card" dialog box; select a contact from the "Filed as" contact list; then click "OK."

Step 5

Click "OK."

Set up a signature with hyperlinks

Step 1

Open a new email message. Click "New" on the taskbar to display the "Untitled - Message (HTML)" window.

Step 2

Open an existing signature. On the "Message" tab, in the "Include" section, click "Signature" and pull down to select "Signatures" to display the "Signatures and Stationery" dialog box; select an existing signature in the "Select signature to edit" list box. The signature displays in the "Edit signature" text field.

Step 3

Add a hyperlink to the signature. Place your cursor where you want to insert the hyperlink; click the "Hyperlink" icon above the text field to display the "Insert Hyperlink" window, which contains the two options you are most likely to choose in the "Link to" section: "Existing File or Web Page" and "E-mail Address." Click the option you prefer. For both options, begin by entering the text you want the link to display in the "Text to display" text box. To link to an existing file, browse to the existing file in the "Look in" section, select it and click "OK." To link to a Web page, enter the entire Web address in the "Address" text box, and click "OK." To link to an email address, enter a valid email address in the "E-mail Address" check box following the already-populated expression, "mailto:," then, click "OK."

Step 4

Click "OK."

Add a signature to messages manually

Step 1

Place your cursor after the text of your message.

Step 2

Click "Signature" on the "Message" tab,

Step 3

Pull down to select the name of a signature. The signature you created displays.

Include a signature in messages automatically

Step 1

Open a new email message. Click "New" on the taskbar. The "Untitled - Message (HTML)" window displays.

Step 2

Activate the "Signatures and Stationery" dialog box. On the "Message" tab, click "Signature," then pull down to select "Signatures."

Step 3

Associate an email account with the signature. In the "Choose default signature" section, from the "E-mail Account" drop-down list, pull down to select the email account for which you want to use the signature.

Step 4

Select the signature to include automatically. From the "New messages" drop-down list, pull down to select the name of the signature you want to include.

Step 5

Select whether to include the signature in replies and forwards. From the "Replies/forwards" drop-down list, select either the name of a signature or "None."

Step 6

Click "OK."

Tips & Warnings

  • To stop using a signature automatically, take the steps in the "Include a signature in messages automatically" section; but, in the "Choose default signature" section, select "None" for both "New messages" and "Replies/forwards."
  • To remove an automatically inserted signature from an existing open message, select the signature and delete it.