How to Add a Signature in Outlook (Desktop)

Objective

This guide provides step-by-step instructions to add a signature in Microsoft Outlook for both the desktop app and the web version.

For Outlook Desktop (Outlook 2016 and Later)

Step 1: Open the Outlook Desktop App

1. Launch the Outlook application on your computer.
2. Go to the File tab in the top-left corner.

Step 2: Access Signature Settings

1. From the File menu, click on Options.
2. In the Outlook Options window, select Mail from the left-hand menu.
3. Click the Signatures button in the Compose messages section.

Step 3: Create a New Signature

1. In the Signatures and Stationery window, click New.
2. Enter a name for your signature (e.g., “Work Email” or “Personal Email”) and click OK.

Step 4: Design Your Signature

1. In the text box, create your signature.
   • You can add text, such as your name, job title, company name, phone number, and email address.
   • Use formatting options to adjust fonts, colors, and sizes.
   • Add an image or logo by clicking the Picture icon.

Step 5: Set Signature Defaults

1. Under Choose default signature, select the email account to use this signature with.
2. Choose the signature for:
   • New messages: Signature automatically added to new emails.
   • Replies/forwards: Signature automatically added to replies or forwarded emails.

Step 6: Save and Exit

1. Click OK to save your signature.
2. Click OK again to exit the Options menu.

Step 7: Test Your Signature

1. Compose a new email to verify the signature is applied correctly.