How To Add A Signature In Outlook

Email is already professional, and that’s the main reason all the people involved in a business setting use it primarily in communication with their partner businesses and other people in the same field. However, there’s still something you can do to improve and make your emails a lot more fitting in a formal setting — that is, adding your signature in all the emails you send.


Before you can insert a personal signature on the end part of your email, you must first accomplish the step of adding and saving your signature in the Outlook app. In this guide, we’ll discuss both of these topics in detail, so if ever you’re currently confused about something in the process, reading this can clarify things for you.

Creating Signature In Outlook Application

Before you can put a signature to an email, you must create and save your signature in the Outlook application.

1. Go to Outlook then select “New Email” from the ribbon bar.

Launch the Outlook application, then select “New Email” in the upper left corner of the screen to bring up the Untitled email message box.

2. In the ribbon bar of the new window, click the pen icon then select “Signatures.”

When you click the pen icon on the ribbon bar, a drop-down menu will appear. Select the “Signatures” option, and a new window titled Signatures and stationery will open.

3. In the signatures and stationery window, make sure “E-mail signature” is selected, then click “New.”

The Signatures and Stationery window is divided into two sections: Email Signature and Personal Stationery. Make sure “Email Signature” is chosen, then click the “New” button.

4. Type the name of the signature in the pop-up window then click “OK.”

A small pop-up window will appear where you can enter the signature’s name. After doing so, click “OK.”

5. Input your signature in the provided text box.

On the bottom part of the screen, there is a text box to type your signature. You can also add your contact details or business cards if you have one.

6. On the upper right side of the window, you can specify which signature should be the default for which of your email accounts.

You can specify which signature should be used as the default for each of your email accounts. You can also choose whether signatures appear in replies or only in new messages.

7. To save the changes made, click “OK.”

After entering all of the information required for your signature, click “OK” to save the changes.

Adding Signature When Composing Emails

If you’ve already created and saved your signature in your Outlook account, you can follow this guide for you to be able to add them to your emails.

1. In the ribbon bar, select “New Email.”

To compose a new message, select the “New Email” option in the ribbon bar, and a message window will show on your screen.

2. In the new window, click the drop-down arrow beside the pencil icon then select a signature you want to include.

There is a pencil icon in this new window, and you must click the drop-down icon beside it. It will display the various signatures on your Outlook account. Choose the one you want to include in the email you’re writing.

Additional Points

Yes, adding signatures to Outlook is as simple as that! Suppose you’re ever wondering why signatures are considered an essential component of an email. In that case, that’s because it adds not only to the formality of the message you’ll be relaying to the recipient but also helps in indicating that the sender’s identity is genuine and authentic.

Now, you better begin adding a signature to your Outlook app and practice its addition to every email you’ll be sending out!