Did You Know…How to Create Auto Signatures in Outlook

by | Jul 2, 2012 | Uncategorized

Task: I would like to create an Outlook auto signature for the large number of regular business correspondence I send out daily.  However, for emails to my internal team I would like a more casual auto signature and for some new business contacts I would like to include a company logo or electronic business card. 

Solution: You can create personalized signatures for your email messages that include text, images, your electronic business card, a logo or other customized options.  You can create as many signatures as you need.  Your most popular signature can automatically be added to messages, or you can manually add the signature of your choice to each email as you choose.  Please check with your manager before creating a new signature if your company has a policy regarding email signatures.

How:  Follow the steps below on How to setup your Outlook Email signature and create multiple signatures:

Outlook 2007 & 2010 are very similar in steps:

Open a new message. On the Message tab, (in the Include group for 2007), click Signature, and then click Signatures

 outlook auto sig 1

In the Signatures & Stationary screen, click on New.  Type a title for your new signature, then click Ok

 outlook auto sig2

You are now back at the Signatures & Stationary screen.  Type in your contact information in the Edit signature box. 

  • To format the text, select the text, and then use the style and formatting buttons to select the options that you want.
  • To add elements besides text, click where you want the element to appear, and then do any of the following:
    • To add an electronic Business card: Click Business Card outlook auto sigA , then click a contact in the Filed As list.  Click OK
    • To add a hyperlink: Click Insert Hyperlink  outlook auto sigB   , type in the information of browse to a hyperlink, click to select it, and click OK
    • To add a picture: click Picture outlook auto sigC , browse to a picture, click to select it, click OK.  Common image file formats for pictures include .bmp, .gif, .jpg, and.png.

To add this signature to all new email messages, click the dropdown arrow next to New messages and select your signature.  You can also add your signature to Replies/forwards.

 outlook auto sig3

To finish creating the signature, click OK

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

Multiple Signatures

Open a new message. On the Message tab, (in the Include group for 2007), click Signature, and then click Signatures and you will be at the Signature & Stationary window. 

Select New and create a name for the new signature you would like to add.  Add your signature to the Edit Signature box.  Click OK.

 Your new signature will be listed with the other signatures you created:

outlook auto sig4

Insert a signature manually

In a new message, on the Message tab, (in the Include group 2007), click Signature, and then click the signature that you would like inserted.

 outlook auto sig5

Each message can contain only one signature.

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

How to set up your Office 2003 email signature:

  • From the main Microsoft Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
  • In the Compose in this message format list, click the message format that you want to use the signature with.
  • Under Signatures, select an e-mail account, and then choose the signatures that you want to use for new messages and for replies and forwards. You can use a different signature for each.

Creating signatures in OWA (Outlook Web Access)

If you also have access to your Exchange mailbox via Outlook Web Access (OWA), then you’ll notice that your Outlook signatures are not available there. You’ll have to set these up again in OWA as well.  You can find the Signature option in OWA in the following locations;

  • OWA 2003
    Options button in the left bottom corner-> section Messaging Options-> button Edit Signature…
  • OWA 2007
    Options button in the top right corner-> section Messaging-> E-mail Signature
  • OWA 2010
    Options button in the top right corner-> section Settings-> tab Mail


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John Ahlberg
CEO, Waident

CIO in the corporate world and now for Waident clients. John injects order and technology into business process to keep employees productive, enterprises running, and data safe.


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