How to Use a Special Signature for Replies and Forwards in Outlook

Use a special signature when you reply or forward a message

Man checking email with coffee and cookies

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An email signature puts your brand on your correspondence, and — when you include your contact information — makes it easy for people to reach you. Creating and using a signature in Microsoft Outlook is easy. Outlook, however, only adds a signature to new email messages. If you want to add a signature to messages that you've replied to or forwarded, change the Outlook settings.

Instructions in this article apply to Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook for Office 365.

How to Use a Special Signature for Replies in Outlook

If you want to automatically append your signature to replies or to messages you are forwarding, edit the Outlook options.

If you want to use a new signature for replies and forwards in Outlook, create the email signature before you begin.

  1. Go to the File tab.

  2. Select Options.

    Screenshot of Options in the File menu window
  3. In the Outlook Options dialog box, select the Mail tab.

  4. In the Compose messages section, select Signatures.

    Screenshot of Outlook Options Mail tab
  5. In the Signatures and Stationery dialog box, select the Replies/forwards dropdown arrow.

  6. Choose the signature you want to add to messages you reply to or forward to other recipients.

    Screenshot of Replies/Forwards drop-down
  7. Select OK to apply the changes and close the Signatures and Stationery dialog box.

  8. Select OK to close the Outlook Options dialog box.

Use a Special Signature for a Single Reply or Forward

You do not have to establish a default signature for all replies and forwarded email messages. Instead, you can opt to add a signature manually as needed.

  1. Open the email message you want to reply to or forward and select Reply or Forward to open a new message window.

    Screenshot of Reply and Forward buttons in Outlook email message window
  2. Select the Message tab.

    Screenshot of Message tab
  3. Select Signature in the Include group and then choose Signatures from the drop-down list. The Signatures and Stationery dialog box will open.

    Screenshot of Signature drop-down in Include group
  4. Select your signature in the Select Signature to Edit box. If you have more than one signature, you can select any of the signatures listed.

    Screenshot of Signatures and Stationery
  5. Select OK. The signature will appear in your reply or forwarded message.