How to add a signature to your emails in Outlook

We have already told you how to personalize your messages in Gmail, but is it possible to do the same in Outlook? If you want to give your emails a more personal touch, we tell you how you can add your email signature to Outlook.

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Both the desktop version of Microsoft’s email client and the one available online, allow you to give the format you want to your signature, incorporating fonts or images that represent you. You just need to know which version of Outlook you are using and follow the steps below.

How to create a signature for Microsoft 365, Outlook 2019, Outlook 2016, Outlook 2013

• Open a new email message.

• From the Message menu, select Signature> Signatures.

• Depending on the size of your Outlook window and whether you are composing a new message, a reply, or forwarding an email, the Message menu and Signature button might be in two different locations:

• Under Select signature to edit, choose the New option. In the pop-up dialog box, type a name that identifies your signature, such as your initials.

• Under Edit signature, type the signature with the text that message recipients will see. You can change the font, colors and font sizes. Alternatively, you can format it in Word and then paste it into the Edit signature box; or use some of Microsoft’s predesigned templates.

How to create a signature for Outlook on the web

Although the mechanism for creating a signature in Outlook on the web for Office Business or Microsoft 365 is similar to the traditional process, it has some variations.

• Sign in to Outlook.com

• Go to Settings > View all Outlook settings > Compose and reply.

• Under Email Signature, type your signature and use the formatting options available.

• If you want the signature to appear in all your new e-mails, check the box Include my signature automatically in the messages I compose. You can decide not to do so, to include it manually.

• If you wish, you can also activate the option Automatically include my signature in the messages I forward or reply to.

• Click Save when you are done.

If you want to insert it manually every time you write a message, you must do the following process:

• Go to your mailbox and choose New message.

• Type your message. Then select the three horizontal dots and the Insert signature option at the bottom of the composing panel.

• When you have finished your message, click Send.

How to create a signature for Outlook.com

If you only use the Outlook.com version (such as legacy Hotmail users), this platform also provides the ability to insert a signature, although the options are a bit more limited than the other versions.

• Log in to Outlook.com and select Settings > View all Outlook settings at the top.

• Choose Mail>Redact and Reply.

• Under Email Signature, type your signature and use the formatting options available.

• If you want it to appear in all your new e-mails, check the Include my signature automatically in the messages I compose option.

• If you wish, you can also check the Automatically include my signature in messages you forward or reply to.

• Click Save when you are done.

To add a signature to a new message manually, you must follow the following process:

• Open your mailbox and choose New Message.

• Type the message. Then choose the three horizontal dots and the Insert Signature option at the bottom of the compose pane.

• When the e-mail message is ready, click Send.

How to create an Outlook signature in previous versions of Office 2007/2010

If you are using any older version such as Office 2007 or 2010, you should follow the steps below to create your email signature.

• Open a new message. In the Message tab, look for the Include group. Click on Signature and then on Signatures.

• In the Email Signature tab, choose the New option.

• Type a name for the signature and then click OK.

• In the Edit Signature box, type the text you want your recipients to receive as a signature.

• To format the text, select it and use the style and format buttons.

• You can also add other elements such as an electronic business card, a hyperlink or an image. You only have to place the element where you want it to appear and insert it.

• To finish creating the signature, click OK.

To insert it automatically, follow these steps:

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

• Under Choose default signature, click on an e-mail account to which you want to associate the signature.

• Under New messages, choose the signature you want to include.

• If you want a signature to be included when replying to or forwarding messages, select the signature from the Replies / Forwards list. Otherwise, click

If you want to do it manually, just do the following:

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