Creating a Signature for Your Outlook E-Mail

By Bill Dyszel

Many people like to add a signature to the end of every message that they send. A signature is usually a small piece of text that identifies you to everyone reading your message and tells something that you want everyone to know. Many people include their name, the name of their business, their motto, a little sales slogan, or some squib of personal information.

You can tell Outlook to add a signature automatically to all your outgoing messages, but first you have to create a signature file. To create your signature file, follow these steps:

1. Choose Tools –> Options.

The Options dialog box appears.

2. Click the Mail Format tab.

The Mail Format dialog box appears.

3. Click the Signature button.

The Create Signature dialog box appears.

4. Click the New button.

The Create New Signature dialog box appears.

5. Type a name for your new signature.

The name that you type appears in the Signature box. You can name a signature anything that you want.

6. Click the Next button.

The Edit Signature dialog box appears.

7. Type the text of the signature that you want to create.

The text that you type appears in the Signature text box. You can put anything that you want in a signature, but try to be brief. You don’t want your signature to be longer than the message to which it’s attached.

8. Click the Finish button.

The Signature Picker dialog box appears.

9. Click OK.

The Mail Format dialog box appears.

10. Click OK.

The Options dialog box appears.

11. Click OK.

Your new signature now appears on every message that you send. If you create more than one signature, you can switch between signatures by following Steps 1 and 2 and then choosing the signature that you want from the scroll-down menu next to the words Use this signature by default.

If you use more than one email address, you can set up Outlook to use different signatures on different email addresses. For example, if you have one email address that you use for business and a different address that you use for personal messages, you can create a businesslike signature for the messages that you send from the business address and a more casual signature for your personal messages.

To designate which signatures go with which address, follow these steps:

1. Click the scroll-down menu labeled “Select the signatures to use with the following account.”

2. Pick the signatures that you want to use.

3. Click OK.