An email signature puts your brand in your correspondence and — when you include your contact information — makes it easy for people to contact you. Create and use signature in Microsoft Outlook very simple. Outlook, however, only adds a signature to new email messages. If you want to add a signature to messages you’ve replied to or forwarded to, change your Outlook settings.

The instructions in this article apply to Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook for Office 365.

How to use a special signature for replies in Outlook

If you want to automatically add your signature to replies or forwarded messages, change your Outlook settings.

If you want to use the new signature for replies and forwards in Outlook, create an email signature, before you start.

  1. Go to tab » File «.

  2. Select Options .

    Screenshot of the File tab in Outlook with the Options heading highlighted
  3. AT dialog box » Outlook Options » select tab » Mail «.

    Screenshot of Outlook Options with Mail tab highlighted
  4. In chapter » Create messages » select « Signatures» .

    Screenshot of Outlook Options with Signatures button highlighted
  5. AT dialog box » Signatures and Form » select dropdown arrow » Replies / Forwarding» .

  6. Select the signature you want to add to messages you reply to or forward to other recipients.

    Screenshot of Outlook signing options with "replies/forwards" option highlighted
  7. Click OK, to apply the changes and close the Signatures and Letterhead dialog box.

    Screenshot of Outlook signature settings with OK button highlighted
  8. Click OK, to close the Outlook Options dialog box.

    Screenshot of Outlook Options with OK button highlighted

Use a custom signature for a single reply or forward

You do not need to set a default signature for all replies and forwarded email messages. Instead, you can add a signature manually if necessary.

  1. Open the email message you want to reply to or forward to and select Reply or forward, to open a new message window.

    Screenshot of a message in Outlook with reply and forward options highlighted
  2. Select tab » Message «.

    Screenshot of a message in Outlook with the Message tab highlighted
  3. Select » Signature» in the Enable group, and then select » Signature» in the drop down list. The Signatures and Letterhead dialog box opens.

    Screenshot of message in Outlook with Signatures command highlighted
  4. Select your signature in the » Select signature to edit» . If you have more than one signature, you can choose any of the listed signatures.

    Screenshot of Outlook Signatures and Stationery window with signature highlighted
  5. Select OK . The signature will appear in your reply or forwarded message.

    Screenshot of the Outlook Signatures and Stationery window with the OK button highlighted

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