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• Last Updated: 10/03/2020
• ( 5 minutes reading )

How to set up an Email Signature in Outlook 2016


Whether you use your emails for personal or business reasons, having a personalized and unique signature will instantly make you more recognizable and leave a lasting impression on the recipient. In this tutorial, we will guide you through configuring an email signature in the Outlook 2016 email application and saving you the time and effort of manually typing it each time you send emails.


Getting Started

Outlook 2016 allows you to set up multiple Email Signatures for each of your email accounts and any predefined replies you have.

First, please open the Outlook email application on your local computer and access the “File” tab located at the top left corner of the Email Menu bar.


Accessing the File tab


The above action will cause the Outlook client to redirect you to the “Account Information” section. Please select “Options” from the left-hand side menu bar.


Accessing the Outlook Options


After doing so, the email client will show the “Outlook Options” dialog. You will notice the left navigation bar displaying various sections containing different email settings. To modify your Signatures, please select the “Mail” section.


Clicking on the Signature button


Afterward, you will need to click on the “Signatures” button.


How to set up a Plain Text Outlook Email Signature

After the email application displays the “Signatures and Stationery” dialog, you will need to click on the “New” button. Doing so will cause a “New Signature” window to appear, and you will need to enter the signature title, which is only for your reference. When you are ready, click on the “OK” button to save your new signature.


Creating new signature


When you finish creating your Outlook email signature,  you can start customizing it to your preference.

Please enter your contact information inside the text field under “Edit Signature”. You can use the available tools to customize the text and include images or links.

Under the “Choose default signature” section, you can select which Outlook email will use the signature. The “New messages” and “Replies/Forwards” dropdown menus allow you to choose a specific signature for the corresponding messages.

In our example, we want Outlook to include the signature only in the initial email message, so we selected the  “New messages” option. If you wish the email client to incorporate your signature in all consequent email messages, please make sure to set the “Replies/Forwards” option as well.


Configuring new signature


When you are ready,  please click on the “OK” button to save your new signature.

To test if the signature appears as expected, please send a test email to ensure that it works.


Text Signature example


If you see it inside the test email - Congratulations! You have successfully performed the Outlook email signature setup!


How to set up an HTML Outlook Email Signature

Unfortunately, Outlook 2016 Client does not have an option to import and attach an existing HTML signature you already have.  However, you can attach it to your emails by following these straightforward steps.

First, you will need to copy the content of your signature as plain text. You can do that by opening your HTML signature file in your favorite browser. Afterward, you can mark it (including the text and images), right-clicking on them, and selecting the “Copy” option. We recommend using the “CTRL + A” button combination on your keyboard when inside the browser to mark everything inside.


Copying HTML signature


Now, please head back to the “Signatures and Stationery” dialog. You can do that by following the steps described in the first section of this guide. Please select the signature you want to edit or create a new one and then paste the content you copied from your browser into the “Edit Signature” text field.

Afterward, select the Outlook email address you would like to utilize the signature from the “Email Account” dropdown and then pick the messages you want to attach it to from the corresponding dropdown menus below.


Pasting HTML signature


When you are ready, click on the “OK” button to save the changes.

Please note that in some cases, the signature might seem incorrectly formatted in the content box, however, the Outlook email application will display it appropriately when it sends messages.

Finally, all that’s left is to test how the signature appears in your emails. You can do that by composing a new email.


HTML signature example


If you can see the signature inside the message, then you have performed the setup correctly!

We want to congratulate you on learning how to set up your email signature. We believe you will appreciate the convenience of having it pre-configured and avoid the need to type it each time you are composing an email manually. Hopefully, you have found the information well explained, and our guidance easy to follow. Should you have any questions on the topic, please do not hesitate to contact our Support Team.

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