Introduction
Depending on which version of Outlook you use, the process for creating your signature and options associated with signatures will look different. To identify which option you should follow, locate the button slider at the top-right of your Outlook. If it looks like the image directly below, then you are using Classic Outlook, and if it does not, and you see that the button slider is blue with the text New Outlook, then you are using New Outlook. Follow the procedure for the version of Outlook you are using.
Procedure - Classic Outlook
1. In Outlook, open a new email message.
2. In the top menu in the pop-up, select Insert, and then select Signature
3. After the selection, a drop-down menu will appear. Select Signatures...
4. To create your signature, click the box on the right-hand side that says New
5. A pop-up will ask you to give a name to the signature you are creating. Create the name and click OK to create the new signature.
6. Under Edit Signature, compose your signature. (If using the UW Email Signature Generator form, copy the form results from the generator and paste them into the Edit Signature box). You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit Signature box.
7. Under Choose default signature, set the following options for your signature:
In the E-mail account drop-down box, choose an email account to associate with the signature. You can have different signatures for each email account.
If you want your signature added to all new messages by default, in the New messages drop-down box, select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This doesn't add a signature to any messages you reply to or forward.
If you want your signature to appear in the messages you reply to and forward, in the Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none).
8. Choose OK to save your new signature and return to your message. Outlook doesn't add your new signature to the message you opened in Step 1, even if you chose to apply the
signature to all new messages. You'll have to add the signature manually to this one message. All future messages will have the signature added automatically. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.
Procedure - New Outlook
1. In New Outlook, open a new email message.
2. Under Message, there will be an option called Signature. Click on it and click Signatures... from the resulting drop-down menu.
3. A pop-up will show on your screen. There will be an option to add a signature. Click the Add Signature button.
4. A new pop-up will show on your screen.
Under Edit Signature, add a signature name and compose your signature. (If using the UW Email Signature Generator form, copy the form results from the generator and paste them into the Edit Signature box). You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit Signature box.
If you want your signature added to all new messages by default, check the box that says "Set default for new messages". This doesn't add a signature to any messages you reply to or forward.
If you want your signature to appear in the messages you reply to and forward, check the box that says "Set default for replies and forwards".
After you are done editing your signature, click Save.
5. You will now be brought back to the original pop-up window with your newly created signature displayed as an option.
If you want to go back to editing the signature, click the pencil icon to the right of the signature name. For deleting a signature, click the trash can icon to the right of the signature name.
If you have more than one signature and would like to toggle between them, you can click the drop-down menu for Default for new messages and Default for replies and forwards to choose which signature you would like to use.
