Outlook 2003 - Email Signatures


An email signature is usually a small amount of text added to the bottom of an outgoing email message. A signature most often includes a person's name, title, company and contact details although some people choose to add more or less information. Signatures are useful to the people you correspond with as it provides additional contact information -  like an electronic business card.

Creating a Signature

To create an email signature:
1. Click Tools | Options | Mail Format.


2. Click Signatures...

3. In the Create Signature dialog box, click New...


4. Enter a name to identify the signature.


Note: This can be your name or some other description of the signature. For example, you might have one signature for internal email and one signature for external email. In such a case, you might name them internal and external to distinguish them.

5. Choose Start with a blank signature and click on Next >

6. Enter the information you would like to appear at the bottom of your messages and click on Finish


7. In the Create Signature dialog box, check the Preview:. If you need to make further changes, click on the Edit... button. Otherwise, click OK


8. In the Options dialog box, the signature will be automatically selected as the Signature for new messages:


9. To finish, click OK  

Changing the Default Signature for New Messages, Forwards and Replies

Once a signature is created, it is automatically set as the default signature for new messages. No signature is added to replies and forwards.

To change the default signature settings:
1. Click Tools | Options | Mail Format.

2. Select the signature you would like added to new messages from the drop down

Note: The signature must be created before you can select it from the drop down.

3. Select the signature you would like added to replies and forwards from the drop down

Note: Selecting the <None> option means no signature will be attached to your messages.

Manually Adding a Signature

Outlook allows you to have multiple signatures. This can be useful if you need to write emails on behalf of a generic department account, or on behalf of your colleagues.

Note: If you will regularly use different signatures, it is advisable to set the default signature for new messages and for replies and forwards to . Otherwise, you must remember to delete the default signature from the message before inserting a new signature. If you forget, you will end up with two signatures on the message.

To manually add a signature to a message:
1. Create a new message and compose your email

2. Click Insert | Signature and select the signature you want to add