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

Use a special signature when you reply or forward a message

An email signature automatically places your brand, name, or contact information at the end of your email correspondence, making it easy for people to reach you.

Creating and using a signature in Microsoft Outlook is easy. However, Outlook only adds a signature to new email messages. If you would like to add a signature to messages that you reply to or forward, you will need to change the settings.

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

How to Use a Special Signature for Replies in Outlook

When you want to automatically append your signature to replies or to messages you forward, edit the Outlook options.

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.

    The Outlook File tab with the Options heading highlighted
  3. In the Outlook Options dialog box, select the Mail tab.

    The Outlook options with the Mail tab highlighted
  4. In the Compose messages section, select Signatures.

    The Outlook options with the Signatures button highlighted
  5. In the Signatures and Stationery dialog box, select the Replies/forwards drop-down arrow.

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

    The Outlook Signature settings with the Replies/forwards option highlighted
  7. Select OK to apply the changes and close the Signatures and Stationery dialog box.

    The Outlook signature settings with the OK button highlighted
  8. Select OK to close the Outlook Options dialog box.

    The Outlook options with the OK button highlighted

Use a Special Signature for a Single Reply or Forward

You don't 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, then select Reply or Forward to open a new message window.

    A message in Outlook with the Reply and Forward options highlighted
  2. Select the Message tab.

    A message in Outlook with the Message tab highlighted
  3. Select Signature and then choose Signatures from the drop-down list. The Signatures and Stationery dialog box opens.

    A message in Outlook with the Signatures command highlighted
  4. Select your signature in the Select Signature to Edit box. If you have more than one signature, select any of the signatures listed.

    The Outlook Signatures and Stationery window with a signature highlighted
  5. Select OK. The signature appears in your reply or forwarded message.

    The Outlook Signatures and Stationery window with the OK button highlighted