If you find that you repeatedly send the same message, you may want to create a Signature file in Outlook. You can create a signature containing any information which will remain constant, save the signature, and then use the signature to send a new message or to reply to a message. NOTE: In order to select between multiple signatures, you must create a default signature file (e.g., a business, personal or even blank).
Outlook Windows
- Choose File | Options | Mail and then click on the Signatures button.
- Click the New button on the Signatures and Stationery window.
- Enter a name for your new signature (e.g., "invite") and click OK.
- Enter any text in the Edit signature text box that will not change. You may also change the message font and style if you would like. Note: You must set default signatures for new messages and replies/forwards
- Click the OK button to return to the Options menu.
- Click the OK button to close the Options menu.
Outlook Mac
- Click Outlook (on the upper left) | Preferences | Signatures
- Click the "+" at the bottom left of the screen to add a new signature
- The window on the right side of the screen will now be active and you can draft the signature
OWA
- Click Settings (gear icon)
- Choose Mail
- Choose Layout | Email Signature
- Type the text of the signature and select "Automatically include my signature in messages I compose"
- Select "Automatically include my signature on messages I forward or reply to" if you wish to choose that option.
- Click Save.
NOTE: OWA only allows one signature
Creating From an Existing Message
- Open the message and choose Select | Select All in the Editing section
- Right click on the highlighted text and select Copy
- Follow Steps 1-6 above.
- In Step 4 instead of typing in the message text, right click in the Edit signature text box and choose Paste.
- Continue with Step 5 above.
Outlook Windows
- Create a new message or reply to an existing message.
- Click down arrow of Signature icon
- Select the signature you wish to use
- Click the Send button.
Outlook Mac
- Create a new message or reply to an existing message.
- Click the Signature dropdown icon that is to the right of the picture icon on the taskbar.
- Choose which signature you wish to send
- Click the Send button.
OWA
If you didn't select "Automatically include my signature in messages I send" when you created the signature, do the following:
- Create a new message or reply to an existing message.
- Click the ... icon and select Insert signature
- Click the Send button.
Outlook Windows
- Select File | Options | Mail and then click on the Signatures button.
- Select the signature file you want to modify.
- Make any changes in the Edit signature text box and then click the OK button.
- Click on the OK button.
Outlook Mac
- Click Outlook (on the upper left) | Preferences | Signatures
- Highlight the signature you wish to modify by clicking on it
- You can now edit the signature by typing in the window on the right side of the screen
OWA
- Click Settings (gear icon)
- Choose Mail
- Choose Layout | Email Signature
- Edit the text of the signature.
- Click Save.
Outlook Windows
- Select File | Options | Mail and then click on the Signatures button.
- Select the signature file you want to delete, and click the Delete button.
- When prompted 'Are you sure you want to delete the selected signature? All e-mail accounts using the signature will no longer have a signature'. click the Yes button.
- Click the OK button.
- Click the OK button.
Outlook Mac
- Click Outlook (on the upper left) | Preferences | Signatures
- Highlight the signature you wish to delete by clicking on it
- Click the "-" at the bottom left of the screen to delete the signature
OWA
- Click Settings (gear icon)
- Choose Mail
- Choose Layout | Email Signature
- Deselect "Automatically include my signature on new messages I compose"
- Deselect "Automatically include my signature on messages I forward or reply to"
- Delete the text in the signature box
- Click Save.