How to insert your custom signature to your Outlook emails?

Here’s a question that we received from a reader:

Hello folks. A customer of mine sent me a note that had a quite fancy signature in the bottom, complete with his details, address, contact details. Wanted to ask you how can i insert a signature of my own into my Outlook email. Note that i use multiple email accounts concurrently – Gmail for business usage and for personal; so i would like to have couple of signatures defined. Is that possible? If so, how?

Hey – thanks for the question. Creating custom signatures is pretty simple with Outlook. As i am now setting up my Outlook 2019 account, i would like to explain using that version. The process is almost identical for other Outlook versions: 365/2016/2013.

Outlook signatures in Windows

  1. First off, open Outlook and select File
  2. Now select Options
  3. Go ahead and select Mail
  4. At the right hand side of the dialog hit the Signatures button.
  5. The following dialog will come up:


  1. Hit New.
  2. Customize your signature text as required.
  3. Note that you are able to easily add links, pictures and a business card to your signature. You could even make a nice handwritten signature and attach it to outgoing email.
  4. Use  the E-mail account drop down to associate a default signatures to different email accounts (Gmail / Yahoo/ Exchange / Outlook) as needed.
  5. Specify whether your settings should be used for new email/ when replying or in both cases.
  6. Create alternative signatures as applicable.
  7. Once done hit OK.

Outlook signatures on MAC OS X

  1. Open your Outlook client and hit Outlook.
  2. Now hit Preferences.
  3. Then, under Email, hit Signatures.
  4. Hit the + sign to add a signature.


  1. Edit the text as needed.
  2. Close the dialog.
  3. Use the Account drop down to associate the signature with a specific email accounts (Gmail/Outlook/Yahoo/Work Exchange).
  4. Specify whether it should be used for new email/ when replying or in both cases.
  5. Go ahead and add additional signatures as applicable.


That’s it for today, feel free to leave as a comment in case of questions.

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