OIT Tech 32px

Manage your Account - Email Signature

Create a Signature in Outlook 2010 and 2013


An Outlook email Signature is a block of text that you use to identify yourself, which often includes contact information. These Signatures can then be saved and set to automatically apply to new messages or replies and forwards, so that you don't need to retype them every time. Outlook 2007 supports multiple Signatures. You can establish a default signature that you want to use most of the time, but you can also set other Signatures to be applied in certain circumstances. For example, if you are a member of a committee and you want a special signature for messages related to that committee, you can use an alternate.

By using a common format for content in the signature space at the bottom of e-mail messages, all members of our University community can participate in helping to build the OHIO brand with every e-mail they send. Such measures advance a shared sense of our community's mission among those within the University and strengthen OHIO's brand to external audiences.  

Click on the link below for approved format options for brand signatures at the bottom of e-mails sent from ohio.edu accounts. If your phone number has an extension, you can use an 'x' to signify the extension number, as in 740.000.0000 x000.


Signature Guidelines

Using Outlook Signatures is a way of adding a creative or personal touch to your messages. Reviewing the following guidelines will help you to decide what is and is not appropriate.

  • Limit the length of the Signature to 4-6 lines.

  • Avoid using pictures in Signatures.

  • Include contact information about yourself. Examples include: phone number, address, and full name.

  • Some people also include the department and organizations that they belong to.

  • Avoid using the [Tab] key to align text. The spacing may look different or uneven on others' displays. Instead, use dashes or commas to separate text phrases.

  • Remember that your Signature reflects on you and the University.

Creating a Signature

Using Outlook's Signature feature adds a personal signature to all of your messages so you do not have to repeatedly type the same information in all of your emails. The following steps will take you through the basics.

  1. On the Home tab, click New E-mail.
  2. Click the Message tab.
  3. In the Include group, click Signature, and then click Signatures.
  4. On the E-mail Signature tab, click New.
  5. Type a name for the signature, and then click OK.
  6. In the Edit signature box, type the text that you want to include in the signature.
  7. To finish creating the signature, click OK.

Add a Signature to Messages

You can set it up so that signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature.

Setup a signature to appear automatically in every email you send

  1. On the Home tab, click New Email.
  2. Click the Message tab.
  3. In the Include group, click Signature, and then click Signatures.
  4. Under Choose default signature, in the E-mail account list, click an email account to associate with the signature.
  5. In the New messages list, select the signature that you want to include.
  6. If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none).

Insert a signature manually

  1. In a new email message, click the Message tab.
  2. In the Include group, click Signature, and then click the signature that you want.

Tip    To remove a signature from an open message, select the signature in the message body, and then press Delete.