This post will explain how to configure email signature(s) within Microsoft Outlook.  It assumes you have already installed the Office applications on your Windows desktop or laptop, and connected them to a mailbox.  Some familiarity with Windows is required in order to be able to follow the steps.

It is recommended that you prepare the signature first in Microsoft Word with all necessary formatting.

Please note that formatting will look different depending on the recipient’s email client.  Therefore you should stick to standard fonts and a very basic layout in order to ensure as much compatibility as possible.  It is NOT recommended to include images in an email signature, as these are actually transmitted as attachments.  Some email clients will display them as attachments.  Outlook does display images correctly however every email from you will have the attachment “paperclip” against it in Outlook which makes sorting email more difficult for the recipient.  Additionally, most email gateways impose a size limit on messages, so why waste valuable bytes with an image!

From within Microsoft Outlook, click the “FILE” menu in the top-left corner, and select “Options” from the menu on the left.


Click “Mail” to select the mail options, and then click “Signatures…”.


Choose the email account for which you wish to create the signature.


Click “New” and type a name for the new signature.


Select to add the signature to “New messages” and “Replies/forwards”, then paste your prepared signature into the “Edit signature” text box.


Click “OK” on the “Signatures and Stationery” dialog, and “OK” on the “Outlook Options” dialog.  Create a new mail item and verify that the signature has been added as expected.