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Creating, editing, and applying signatures in Microsoft Outlook



In Outlook, you can apply a default signature to new messages, replies, and redirects. You can even use different default signatures for new messages and responses / redirects. You can also create additional signatures that you can apply directly to any message. That's how they work.

An e-mail signature is a useful way to provide information about yourself, your job, and how to contact them. This is a requirement in many companies, and your signature may have been set up for you before joining. However, Outlook does not offer a default signature if your company has not yet created one for you, or you have Outlook installed on your home computer; you must create one yourself. To do this, click File> Options> Email and click on the "Signatures" button.

This opens the Signatures and stationery window where you can add, edit, and delete signatures. To add a new signature, click on "New".

Give your new signature a name, and then click OK.

Your new signature is displayed in You can add the contents of the signature in the "Edit Signature" section.

There are many formatting tools available, including the insertion of images, hyperlinks, and business cards from your contacts.

You can use these formatting tools to add all kinds of information, but for a formal signature, you should probably include at least the following:

  • Your full name [19659010] Your phone number (desk phone AND cell phone)
  • Your email address
  • Your company's website

When you create a signature for yourself, it's up to you what you put in it. When you set up a signature for a corporate email address, it's likely to be worth checking to see if any items are included.

Once you've set up your signature as you like, this is the time to set it as the default. First select the correct mailbox (if you have set Outlook to access multiple mailboxes), then select a New Message signature and a Reply / Forward signature.

19659002] You also do not have to have a standard signature. If you prefer not to start with a signature, select (none) from any of the drop-down menus.

You can create any number of signatures for any reason – we created 15 different signatures without any problem. There is anecdotal evidence that you can use a maximum of 128 signatures, but we can not find confirmation for that, and it is unlikely that most people would ever encounter this problem.

When you create a new message or reply to it When you forward an existing message, Outlook will apply the standard signature that you choose. However, you can select another one by clicking Message> Signature and then selecting the one you want.

When you select a new signature, the default signature is replaced. If you selected "(none)" as the default, Outlook adds the signature at the bottom of the e-mail section.


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