Putting Your John Hancock in Outlook: The Ultimate Guide

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Written By Chris

Just a simple "data guy". Changing the world one formula at a time.

Inserting a signature into your Outlook emails is a no-brainer when it comes to professional correspondence. Sure, you’ll save time. But the most significant benefit to adding your signature in Outlook is that final stamp of confidence that recipients like to see.

In my last article, I showed you how easy it is to add a signature in Gmail. Now it’s time to lend a helping hand to my Microsoft brethren.

Inserting a signature in an Outlook email is a simple three-step process: 

  1. Open a new message and click on “Signature.”
  2. Create a unique signature and format it as desired.
  3. Select when you want your Outlook signature to appear and click “Ok.”

That’s it! 

Obviously, there may be subtle differences in your version of Microsoft Outlook, but locating the Signature editor shouldn’t be difficult. If you don’t find it in the ribbon of a new message, check under the “File” tab for additional “Options.

With that said, let me show you how to insert your custom signature in an Outlook email.

Inserting a Signature in Outlook Email

I told you it was easy to do, and now I’ll prove it to you. In this section, I’ll show you how to insert a signature in Outlook email on desktop, mobile, and web apps.

How to Add Signature in Outlook Desktop App

To add a signature in the Microsoft Outlook desktop app, follow these steps:

  1. Open Outlook and click on the “File” tab.
  2. Click on Options > Mail > Signatures.
finding outlook settings for signature desktop app
  1. In the “Select signature to edit” box, choose the signature you want to edit or create a new one by clicking “New.”
  2. Type your signature in the “Edit signature” box and format it using the available options.
  3. Click “OK” to save your signature.
adding a new signature in editor

The editor allows you to choose a default signature for new messages, replies/forwards, and Microsoft account emails by selecting the appropriate options in the “Choose default signature” section.

You can also locate the “Signature” settings in Outlook desktop by opening a new message and finding it on the ribbon under the “Message” tab.

locate signature in new message outlook

How to Add Signature in Outlook Mobile App

To add a signature to the mobile app, follow these steps:

  1. Open the Outlook app and tap the profile image in the top left corner.
  2. Tap on the gear icon to open the settings menu.
insert signature into outlook mobile settings
  1. Tap on your account name and select “Signature.”
  2. Type your signature in the box and format it using the available options.
  3. When you’re satisfied, tap the checkmark to save your signature.
save signature in the outlook mobile app

Automatically Adding a Signature in Outlook 365 

To create a signature and automatically add it in the Outlook 365 web app, follow the steps below.

  1. Sign in to Outlook 365 and click the gear icon in the top right corner.
365 settings outlook
  1. Click on “View all Outlook settings.”
  2. Click on Compose and reply > Email signature.
  3. Type your signature in the box and format it using the available options. Then click “Save.”
compose and reply settings

Below the editor box, you have the option to select the default signature for new messages as well as replies/forwards. 

set signature in outlook 365
  1. Use the drop-down to choose which signature will automatically be added in Outlook 365.
  2. Click “Save” to apply your changes.

Final Thoughts

If you’ve followed my steps, you should now have the knowledge necessary to add and edit your Outlook signatures. Before you go, there are two things you should be aware of.

First, you can create as many Outlook signatures as you need. It’s common to have several email accounts working within one Outlook app. You might as well save some time and customize each with its own email signature.

Second, setting an email signature in one app doesn’t mean it will transfer to all your devices. If you’ve selected a signature in the Outlook web app, you’ll have to duplicate the task on your iPhone.

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