Updated: September 2019
Applies to: Outlook 2019, 365, 2016, 2013; Both Windows 7/8/10 and macOS.
Here’s a question that we received from a reader who wanted to setup and update his footer signature text on Office Outlook 365:
Hello folks. A customer of mine sent me a note that had a quite fancy signature in the bottom, complete with his name, 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 Outlook.com for personal; so i would like to have couple of signatures defined. Is that possible? If so, how?
Hey – thanks for the question. Creating (or editing) custom signatures for your outgoing email messages is pretty simple with Outlook. As i am now setting up my Outlook 2019 account, i would like to explain the process using that version. The process is almost identical for other Outlook versions eg- 365/2016/2013.
Here’s how you create and edit your E-mail signature:
From time to time you might need to update an existing signature or to add a new signature for a new email account that you’ll access using Outlook. If so, kindly proceed as following:
Note: This might be a great opportunity to update your business card file (*.VCF file) and attach it to your new signature.
Couple of readers asked me about where does signatures get saved in Windows, so that they can backup their Outlook email signatures when needed. When switching computers, the already defined personalized signatures can be copied over the network/hard drive or OneDrive and then incorporated into Outlook.
In Windows 7/8 and 10, the Outlook signatures are located at the: C:\Users\<your_user_name>\AppData\Roaming\Microsoft\Signatures folder. When creating a signature several files are created in that folder, each corresponding to the different Outlook message formats: htm, rtf and txt. Additionally a folder containing additional files related to the signature is created.
So if you are switching computers and want your signatures to be available for use in Outlook, just make sure that you backup and copy the relevant files mentioned above into the same folder in your new computer; you’ll be all set.
Couple readers asked whether they can easily reuse signatures across desktop and web email. We learnt above that Outlook stores signature files locally, whereas Gmail and Outlook.com store those in the server. That said, you can go ahead and manually copy your signature from Outlook including rich text, and paste it over to the web email client.
In Gmail the signature is available under Settings>>General. This will include your signature in all ongoing messages from your mailbox.
Using the HTML format is supported in both Outlook for Windows and MAC.
In Windows just make sure that your email body format is set to HTML (Text Fomat tab and then hit the HTML option).
The VBA method .HTMLBody allow you to embed any HTML formatted text into your email body text using Outlook Macros.
You can add a personal touch to the signature by inserting picture (bmp, jpeg, png), animations (gif) and hyperlinks.
When editing your signature in both Windows and MAC versions of Outlook, you’ll find both the Insert Picture and Insert Hyperlink buttons that allow you to accomplish exactly that.
In order to insert an image proceed as following:
Note: Animated files (in gif or swf formats) can also be added, however chances are that policies of different email providers might quarantine messages containing animations or delete the animated files from the email before delivering to its recipients.
In general, we don’t recommend to auto generate signature using services found on the web. We believe that using this tutorial you can create great looking and professional signatures for your email.
Inserting an hyperlink is somewhat similar, just ensure that the url is correctly typed before adding it to the signature text.
That’s it for today, feel free to leave as a comment in case of questions.