This article guides you on creating or editing an email signature using Outlook desktop client and Outlook for the web.

The University has issued some guidelines on the format of your email signature - if you need guidance please read the University signature guidelines.

Creating a signature

From Outlook desktop application

Step 1 - Set up your signature

1. Open a new email message.

2. Select Signature, then Signatures from the Message menu.

Please note: depending on the size of your Outlook window and whether you're composing a new email message or a reply or forward, the "Message" menu and the "Signature" button might be in two different locations.  

3. Under the section "Select signature to edit", choose New

 
4. In the New Signature dialog box, type a name for the signature.

5. Go to the section “Edit signature” and start composing your signature.

You can change fonts, font colors, and sizes, as well as text alignment.

If you want to create a more robust signature with bullets, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit signature box. If you need help, watch this Microsoft tutorial.
 
Find full guidance about the University guidelines in the University Brand guidelines.

You can create as many signatures as you want.

Step 2 – Associate an email account to a signature

1. Go to the section "Choose default signature"

2. Open the E-mail account drop-down box

Choose an email account to associate with the signature, since you can have different signatures for each email account.

• If you want your signature to be added to all new messages by default: open the New messages drop-down menu and select one of your signatures.
• If you want your signature to be added to all replies / forwards by default: open the Replies / forwards drop-down menu and select one of your signatures. Otherwise, accept the default option of (None).

3. Choose OK to save your new signature and return to your message.

Step 3 – Add the signature automatically or manually

Add a signature automatically

Outlook does not add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You will have to add the signature manually only to this one message.

All future messages will have the signature added automatically.

Add a signature manually

You might need to add manually a different signature to your email. In this case, select Signature from the Message menu and then pick one of the signatures you created.

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Outlook web application (OWA)

Add the signature automatically

1. In a web browser, sign in to Outlook Web App. Enter your username and password, and then select Sign in.

2. On the navigation bar, choose Settings , then View all Outlook settings 

3. Select the button Mail

4. Select the button Compose and reply

4. Under Email signature, in the text box, type the signature you want to use. Use the formatting mini toolbar to change the appearance of the signature.

Add a name to your signature.

 
5. Go to the section Select default signature to choose which signature you want to add to your emails.

• If you want your signature to be added to all new messages by default: open the For New Messages drop-down menu and select one of your signatures.
• If you want your signature added to all replies / forwards by default: open the For Replies / forwards drop-down menu and select one of your signatures. Otherwise, accept the default option of (No signature).

Your signature will be automatically added to your messages.  

6. Select Save to save your changes.

Add the signature manually

1. Sign in to Outlook for the web

2. Choose the button New email

3. Select the button Signature from the menu bar

 
4. From the drop-down menu, choose the signature you want to add

5. Now you can edit your email as always.

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Editing a signature

From Outlook desktop application

1. Open a new email message.

2. Select Signature, then Signatures from the Message menu.

3. Under the section "Select signature to edit", select the signature you want to modify.

 
4. Edit the content already present within the “Edit signature” area

5. Select the button Save

 
6. Select OK to save the changes and close the window

Outlook does not add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You will have to add the signature manually only to this one message. All future messages will have the signature added automatically. 

Using Outlook web application (OWA)

1. Sign in to Outlook for the web using

2. On the navigation bar, choose Settings , then View all Outlook settings

3. Select the button Mail

4. Select the button Compose and reply

5. Under Email signature, in the text box, make the changes you need.
 
6. Select Save

Outlook does not add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You will have to close your message and open a new one to see the changes.

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Related content

University Brand guidelines

Microsoft Support - Create and add an email signature in Outlook Web App

Microsoft Support - Create and add a signature to messages using Outlook