How to Use Email Signatures in Outlook for Mac

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Outlook for Mac lets you create and use multiple email signatures, and you can pick defaults per account.

Ending Your Emails in Style (and Automatically So)

A frame is a comforting thing to have. An email's top and sides are nicely framed already, but its bottom can seem endless and unsteady—without a signature to end it.

Fortunately, setting up one signature is as easy as setting up many in Outlook for Mac, and you can set special defaults for certain email accounts.

Create an Email Signature in Outlook for Mac

To set up an email signature in Outlook for Mac:

  1. Select Outlook > Preferences from the menu.
  2. Open the Signatures category.
  3. Select + beneath the list of signatures.
  4. Type the desired text of your signature under Signature.
    1. Most people like their (and others') signature no more than 5 or 6 lines of text high.
    2. Include the standard signature delimiter.
    3. You can insert an image later.

To give your new signature a name:

  1. Select Untitled is the signature list.
    1. If the signature name does not turn editable, click again; make sure you do select the name Untitled, not next to it.
  2. Type the desired new name for the signature.
  3. Select Enter.

Set the Default Signature in Outlook for Mac

To pick a default signature to be inserted by default in new messages and replies you create in Outlook for Mac:

  1. Select Outlook > Preferences from the menu in Outlook for Mac.
  2. Open the Signatures category.
  3. For each email account whose default signatures you want to change:
    1. Select the desired account under Account in the Choose default signature section.
    2. Choose the signature you want to be inserted for new emails under New messages.
    3. Pick the signature you want to be used automatically in replies and when you forward under Replies/forwards.
      1. Choose None in either case for no default signature—say, if you want no signature on replies; you can still insert one manually when you write a message, of course.
  4. Close the Signatures preferences window.

Pick Default Signatures in Outlook for Mac 2011

To make your new signature the default inserted in new messages in Outlook for Mac 2011:

  1. Select Default Signatures.
  2. Make sure your new signature is selected under Default signature for all the desired accounts.
  3. Select OK.

Insert a Signature in an Email in Outlook for Mac

To use any signature you have set up in a message—or change the signature used—in Outlook for Mac:

  1. Make sure the Message ribbon is visible.
    1. If it is not, select Message near the message’s title bar in Outlook for Mac.
  2. Select the Add signature to this message button.
  3. Select the desired signature from the menu that has appeared.

As an alternative to the message’s toolbar, you can also select Draft > Signatures from the menu and then pick the signature you fancy.