Create and add a signature to messages (2022)





Create and add a signature to messages

Outlook for Microsoft 365 Outlook 2021 Outlook 2019 Outlook 2016 Outlook 2013 Outlook 2010 Outlook 2007 More...Less

In Outlook, you can create one or morepersonalized signatures for your email messages. Your signature can include text, images, your electronic business card, a logo, or even an image of your handwritten signature. You can set up Outlookso that signatures are automatically added to all outgoing messages or create your signature and add it to messages on a case-by-case basis.

Newer versionsOffice 2007 - 2010

Create your signature and choose when Outlook adds a signature to your messages

Important:If you have a Microsoft account, and you use Outlook and Outlook on the web or Outlook on the web for business, you need to create a signature in both products. To create and use email signatures in Outlook on the web, see Create and add an email signature in or Outlook on the web.

If you want to see how it's done, go directly to the video below.

  1. Open a new email message.

  2. On the Message menu, select Signature > Signatures.

    Depending on the size of your Outlook window and whether you're composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations.

    Create and add a signature to messages (1)

    Create and add a signature to messages (2)

  3. Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.

  4. Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit signature box. You can also use one of our pre-designed templates for your signature. Download the templates in Word, customize them with your personal information, and then copy and paste them into the Edit signature box.

    Create and add a signature to messages (3)


    • You can add links and images to your email signature, change fonts and colors, and justify the text using the mini formatting bar under Edit signature.

    • You can also add social media icons and links in your signature or customize one of our pre-designed temlates. For more information, see Create a signature from a template.

    • To add images to your signature, see Add a logo or image to your signature.

    (Video) How to Create a Signature for Text Message
  5. Under Choose default signature, set the following options for your signature:

    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.

    If you want your signature added to all new messages by default, in the New messages drop-down box, select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This doesn't add a signature to any messages you reply to or forward.

    If you want your signature to appear inthe messages you reply to and forward, in the Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none).

    Create and add a signature to messages (4)

  6. Choose OK to save your new signature and return to your message. Outlook doesn't add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You'll have to add the signature manually to this one message. All future messages willhave the signature added automatically.To add the signature manually, select Signature from the Message menu and then pick the signature you just created.

Add a logo or image to your signature

If you have a company logo or an image to add to your signature, use the following steps.

  1. Open a new message and then select Signature > Signatures.

  2. In the Select signature to edit box, choose the signature you want to add a logo or image to.

  3. Select the Image icon Create and add a signature to messages (5), locate your image file, and select Insert.

  4. To resize your image, right-click the image, then choose Picture. Select the Size tab and use the options to resize your image. To keep the image proportions, make sure to keep the Lock aspect ratio checkbox checked.

  5. When you're done, select OK, then select OK again to save the changes to your signature.

Insert a signature manually

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

(Video) How to add create and add a signature to messages in Microsoft Outlook

  1. In your email message, on the Message tab, select Signature.

  2. Choose your signature from the fly-out menu that appears. If you have more than one signature, you can select any of the signatures you've created.

See how it's done

Create and add a signature to messages (6)

Top of page

Create a signature

  1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures.

    Create and add a signature to messages (7)

  2. On the E-mail Signature tab, click New.

  3. Type a name for the signature, and then click OK.

  4. In the Edit signature box, type the text that you want to include in the signature.

  5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.

  6. To add elements besides text, click where you want the element to appear, and then do any of the following:


    How to

    To add an electronic business card

    Click Business Card, and then click a contact in the Filed As list. Then click OK

    To add a hyperlink

    Click Create and add a signature to messages (8)Insert Hyperlink, type in the information or browse to a hyperlink, click to select it, and then click OK

    To add a picture

    Click Create and add a signature to messages (9)Picture, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include .bmp, .gif, .jpg, and .png.

  7. To finish creating the signature, click OK.

    Note:The signature that you just created or modified won't appear in the open message; it must be inserted into the message.

Add a signature to messages

Signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature.

Note:Each message can contain only one signature.

(Video) Add a Signature to Text Messages on iPhone

Insert a signature automatically

  1. On the Message tab, in the Include group, click Signature, and then click Signatures.

    Create and add a signature to messages (10)

  2. Under Choose default signature, in the E-mail account list, click an email account with which you want to associate the signature.

  3. In the New messages list, select the signature that you want to include.

  4. If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none).

Insert a signature manually

  • In a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want.

    Create and add a signature to messages (11)

    Tip:To remove a signature from an open message, select the signature in the message body, and then press DELETE.

Feedback on create an Outlook signature

Do you have feedback on creating or using Outlook signatures? We'd like to know. In particular, if you had trouble locating the Signatures menu, we'd like to know where you expected to find the option to create a signature. The Outlook programming team and the Outlook documentation team listen to your feedback. Click Yes or No at the bottom of your screen next to Was this information helpful? and leave your comments and suggestions for improving Outlook's signature feature under Any additional feedback?Please let us know what version of Outlook you're currently using as well as why you searched for help on creating a signature. We'll update this documentation regularly to answer as much of your feedback as we can.

See also

Customize your email message

(Video) How to Add Signature in Outlook

Need more help?

Join the discussion


(Video) 📧 How to Add Signature in Outlook

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How do I create a custom signature? ›

Add or change a signature
  1. Open Gmail.
  2. In the top right, click Settings. See all settings.
  3. In the "Signature" section, add your signature text in the box. If you want, you can format your message by adding an image or changing the text style.
  4. At the bottom of the page, click Save Changes.

Can I add a handwritten signature to my emails? ›

Using your mobile phone, open your camera app and take a photo of your handwritten signature. Send the photo from your phone to your email address. Once received, save the image to your computer then insert it into your email. Using your email client's image tools, crop the scanned signature and scale it down to size.

How do I get my signature to show up in replies? ›

Create a signature
  1. Select Settings > View all Outlook settings.
  2. Select Compose and reply.
  3. Create your signature.
  4. Choose if you want to include your signature on new messages and messages you reply to or forward.
  5. Select Save.

How do I add a signature to my reply on Iphone? ›

Go to Settings > Mail, then tap Signature (below Composing). Tap the text field, then edit your signature. You can only use text in your Mail signatures.

How can I copy a handwritten signature? ›

If you want to forge a signature using tracing paper, first place the sheet of paper over the original signature and lightly trace it with a pencil. Then, place the tracing paper over the space you want to copy it to, and go over the signature a little harder with a pencil to imprint the signature.

How do I add a signature to auto text? ›

To insert your signature block, click the Insert tab, click Quick Parts, click AutoText, and then click your signature block.

Why is my signature not showing up in replies? ›

The reason is that you are replying to an email that is in Plain Text (TXT) format. No worries... it's easy to create an email signature in plain text. Note: The plain text signature will not look the same as it does in HTML format. As the name suggests, Plain Text does not support any type of formatting.

Can I have a signature on my iPhone texts? ›

There isn't a built-in way to add text message signatures on iPhone. You can't automatically insert a custom signature into text messages or iMessages. But you do have keyboard shortcuts that can insert text for you.

How do I create a signable document on my iPhone? ›

Tap the attachment, then tap the gray arrow icon . Tap the Markup button to add your markup. Tap the plus button to add a signature, text, and more. Tap Done, then send your email.

Which app can I use to create a signature? ›

Signeasy's e-sign android app is the greatest value for money electronic signature solution on the market for SMBs and, according to our clients, is the most user-friendly app on the market as it offers great functionality.

What is the best tool app for creating a digital signature? ›

DocuSign is one of the most popular electronic signature apps available, and for good reason. It's great to use and hits all the features most people need in an eSignature app.

Can I just write my name for an electronic signature? ›

Yes, you can type your name as a signature if you use the right tools to capture information about when and where you signed. Some e-signing platforms invite signees to type their name as their electronic signature. It can be cursive, but it's not necessary.

Can you use an image as a signature? ›

Use the signature management options of your email client: You can also open up your email client and insert images directly into your email signature then (on many of the popular ones anyway). This will have you choose an image from your computer and add it into your email client.

What font looks most like a signature? ›

Here are all the cursive script fonts from Microsoft Windows I managed to find:
  • Mistral — casual cursive script.
  • Palace Script MT — copperplate script.
  • Rage Italic — casual brush script.
  • Script MT Bold — brush script.
  • Segoe Script — casual cursive script.
  • Viner Hand — disconnected cursive script with chancery element.

Can I copy and paste a signature? ›

A copied signature isn't legally enforceable

Generally, for an eSignature to be legally enforceable, the method of signing needs to be deemed reliable, and proven to identify the person. A copy-and-pasted signature won't cut it.

Can I copy an electronic signature? ›

An electronic signature can be copied and pasted and attached to other documents by anyone. An electronic signature doesn't provide any document security and it doesn't have a document verification process, or any tracking for changes made to the documents content after signing.

Can you print a digital signature? ›

A digital signature can be printed on all pages of a document and can then be used to locate job metadata such as author time of print and document name.

How do I add a signature to my text app? ›

You'll need to add a signature to your list to get started by tapping on the floating action button in the lower right-hand corner of the display. This will load an empty box, with which you can input a new signature into the app.

What are the three types of signature? ›

Recognize 3 Types of Digital Signatures
  • Simple. A simple digital signature is a digital signature in its simplest form because it is not protected by any encryption method. ...
  • Basic. Digital basic signatures don't have much difference compared to simple digital signatures. ...
  • Advanced & Qualified.

What is a ghost signature? ›

1907] Clemens first mentioned this odd amusement in a letter of 3 September 1905 to his daughter Clara: "The last fad is 'ghost-autographs. ' You write your name down the crease, then fold & press the paper while the ink is still wet & will blot. It generally makes something resembling a skeleton."

Can someone steal my signature? ›

And, if you've signed them, your signature is also right there for someone to carefully copy. This can lead to the most simple form of identity theft. With this bit of information, some unscrupulous person can be well on his way to making purchases either by phone or on the Internet using your credit card number.

Why is my signature not showing up on iPhone? ›

Go to Settings > Mail > Signature and edit your signature. Restart your iPhone and test by sending yourself an email to see if the signature shows. If you have multiple accounts, see if this is just affecting one account or all.

Should you include signature on replies? ›

For replies and forwards use a simplified form of your signature. In long e-mail conversation strings, it may be inconvenient to use the full composition of your signature. In reply/forward messages, it is better to keep the signature as short as possible.

Should you have a signature for replies? ›

Email recipients generally expect to see your email signature right below the end of your text. That makes it the best choice for new messages. In replies, however, a condensed version or none at all is a good option; after all, the recipient already knows who you are.

How do I create a signature on my phone? ›

Add or change a signature
  1. Open the Gmail app .
  2. In the top left, tap Menu .
  3. Scroll to the bottom, then tap Settings.
  4. Choose the Google Account where you want to add a signature.
  5. Tap Mobile Signature.
  6. Enter the text for your signature.
  7. Tap OK.

Can I make a digital signature on my phone? ›

Unlike handwritten signatures, which must take place in person, electronic signatures can be acquired through any electronic device, such as a computer, iPad, iPhone, or Android phone.

How do I make an electronic Signature on Apple? ›

Create and use signatures
  1. In the Preview app on your Mac, click the Show Markup Toolbar button (if the Markup toolbar isn't showing), then click the Sign button .
  2. Click Create Signature if shown, then follow the onscreen instructions. ...
  3. Click the Sign button , then click the signature to add it to your PDF.

How do I make a PDF fillable Signature? ›

To sign a PDF form, you can type, draw, or insert an image of your handwritten signature or initials. Open the PDF document or form in Acrobat or Reader, and click Fill & Sign in the right pane. Click the Sign icon in the Fill & Sign toolbar, and then choose whether you want to add your signature or just initials.

Can you make a PDF signable? ›

Click on the "Form" option from the top toolbar. There will be many types of forms that you can add to your PDFs, select "Text Field," and you can click on the PDF and drag your mouse to select a suitable area for signing. Step 4. Click on "Save" or "Save As" to export this signable PDF to your computer.

How do I create a custom signature in PDF? ›

Create a new signature
  1. To create your new signature, mouse over your name in the upper-right corner of the window. ...
  2. Click the Create button.
  3. The signature panel is exposed, allowing you to enter your signature. ...
  4. When you have a signature you like, click Apply. ...
  5. Follow the same process to save your initials.
11 Sept 2022

What program can I use to make a signature? ›

  1. DocuSign (Web, iOS, Android, Windows)
  2. HelloSign (Web, iOS, Android)
  3. Preview (macOS)
  4. Adobe Acrobat Reader DC (Windows)
  5. (Web)
  6. SignWell (Web)
  7. PandaDoc (Web, iOS, Android)
  8. signNow (Web, iOS, Android)
9 Mar 2022

How can I get a unique signature? ›

If you want to sign your name with a cool signature, try making certain letters larger so that they stick out or underlining your name for a classic style. You can also use elements of calligraphy, like loops and flourishes. If you're an athlete, you could even add your number to your signature.

How do I create a digital signature in PDF for free? ›

How to sign a PDF
  1. Create a free DocuSign eSignature account.
  2. Select “Start now”.
  3. Upload a PDF document that you want to sign.
  4. Check the “I'm the only signer” box.
  5. Click “Sign.”
  6. Drag and drop your signature from the left-hand navigation panel.
  7. Click Finish.

How do I add a signature to a PDF on my Iphone? ›

Tap the Camera button or the Document button , then look for the photo or PDF that you want to attach and mark up. Tap the attachment, then tap the gray arrow icon . Tap the Markup button to add your markup. Tap the plus button to add a signature, text, and more.

Can you add an electronic signature to a PDF document? ›

To sign a document using Adobe Reader, first open the PDF document in the Adobe Acrobat Reader DC application. Click the “Fill & Sign” button in the right pane. Click the “Sign” button on the toolbar and select “Add Signature” to add your signature to Adobe Acrobat Reader DC.

Can I type my name as a signature? ›

Does a signature have to be your full name? Yes, you can type your name as a signature if you use the right tools to capture information about when and where you signed. Some e-signing platforms invite signees to type their name as their electronic signature. It can be cursive, but it's not necessary.

How do I make the same signature every time? ›

It is simply because you have not had enough occasions to sign a document. If you are really concerned, then only solution is to take a blank notebook and put down the most natural signature once, or a few times, and then keep repeating it till you find some consistency.

How can I create a digital signature for free? ›

How to create an electronic signature online:
  1. Create a free DocuSign account.
  2. Choose a handwriting font for your electronic signature or create your own by signing with your trackpad, stylus or finger on your touch screen device.
  3. Upload a document you want to sign. ...
  4. Drag & drop your electronic signature.

How do I create an electronic signature for free on my phone? ›

Android: Using Adobe Fill & Sign
  1. Download the Adobe Fill & Sign app from Google Play.
  2. Open the app and select a document to sign from recent forms or click the + to add a form to sign.
  3. Choose an option.
  4. Find the form to sign, or take a photo of the form.


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