How to Create and Use Signature Line In MS Outlook


Most of us when writing emails make it a point to include

an email signature

. It’s actually a good practice when it comes to email correspondence. What’s not a good practice however is to type the

signature line

every time you create a new mail. Rather, you should set a signature as default and it would appear with each mail of yours.

Almost all email services have this as an option. And today we are going to see how to create and use the same on MS Outlook.

Steps to Create Signature Line in MS Outlook

MS Outlook lets you create or configure multiple signatures and use/toggle between them very easily.

Step 1: Navigate to Tools > Options to launch the Options dialog. Here, highlight the Mail Format tab and hit Signatures button under the Signatures section.

Signature Setup

Step 2: This would bring up the Signatures and Stationery dialog. Highlight on E-mail Signature tab and click on New to begin creating your signature line.

Create New

Step 3: A pop up would appear wherein you must give a name to your signature. Give it a proper name so that later identification becomes easier.

Name Signature

Step 4: In the Edit signature section you can create your signature. Note that you may style your signature by applying different font, alignment and formats. In this way you may create multiple signatures.

Style Signature

Step 5: Next, you may associate default signatures to different accounts and also choose different ones for New Messages and Replies/Forwards. Save the settings when done.

Set Default Signature

Using Signature Line

As soon as you create a new mail your signature will be attached to the message. This means you just need to type the message and hit Send.


I have created a different template for replies and forwards, and it is quite obvious that you would also want to do the same (it is not very pleasing to send the full signature each time).

Reply Forward Mail

Besides, if you do not like the default, you can always change the signature for your current message by navigating to Signature and choosing the desired template.

Change Signature


This serves as a big time saver for me. The best thing is that you may create a number of signatures and toggle them on the go as per requirements. If you do not yet have one, I suggest you to create one immediately.

Last updated on 03 February, 2022

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