How to add an email signature in Outlook

by Cecil | September 22, 2014

How to add an email signature in Outlook

The presentation of your email signature is just as important as letterhead, it is also one of the most overlooked opportunities for online marketing.

Every email that comes from you or your staff reflects upon your business. A good email signature is simple, informative and professional.

Attention: Before proceeding you must have your new email signature copied to your computer’s clipboard.  To do this, follow these next three steps:

Open the email that has been sent to you with your email signature in the body of the email.

Do not click or try to highlight anything using your mouse.
Using your keyboard only, SELECT ALL by pressing Ctrl-A (the “Ctrl” key and the “A” key at the same time). Everything will turn a color, blue usually.

Then using the keyboard only again, COPY by pressing Ctrl-C (the “Ctrl” key and the “C” key at the same time). You won’t see anything happen, but your email signature will be copied to your computer’s clipboard. Do not use copy-and-paste for anything else until you’ve reached the step in the following instructions where you paste your signature in place.

Step 1: Open Outlook and from the menu bar, select “File”.

Step 2: Select“Options”.


This will bring up the “Outlook Options” dialog box.

Step 3: Select “Mail” and click on “Signatures”….


Step 4: The “Signatures and Stationery” dialog box will open.

Step 5: Select the email account you would like to add the signature to in the “Select signature to edit”. Then in the “Choose default signature section”, make sure the correct E-mail account is selected under E-mail account: From the drop-down lists, select the new signature for New messages: and Replies/forwards:


Step 6: Click your mouse cursor in the “Edit signature” (blank white box below) and then using the keyboard only again,  PASTE by pressing Ctrl-P (the “Ctrl” key and the “P” key at the same time).


Your email banner should appear like our sample above.

Set 7: When finished editing, click Save in the “Select signature to edit” section. and then finally Click OK.

You have now correctly set up your email signature in Outlook.


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