Setting up Signatures in Outlook 2010

Outlook allows you to create several signatures if necessary, and select a signature to insert in a message. It can be useful to set up one or more signatures - one for Internal emails and one for External emails.

If you choose to use a signature on emails sent externally, you can find recommended wording for a disclaimer.

To set up a signature

  1. Select the File tab > Options, then select Mail.

    Outlook Options

  2. Select Signatures, as highlighted above.
  3. This opens up the Signatures and Stationery dialog box.

  4. Note that in Outlook, you can specify whether to include a signature on replies and forwards, and you could set up a different signature for these messages.
  5. Next Click on New
  6. In the Type a name for this signature: box, enter a name. (Such as External, shown in the example below).

  7. Click OK.
  8. Type the text of your signature in the Edit signature text box and make any other formatting changes as required.
  9. You can paste the text from the recommended disclaimer (see above) if you wish.
  10. Select Save when you are happy with it.

  11. Add any other signatures as required by selecting New again.
  12. If required, set your default signatures for New messages and Replies/forwards under the 'Choose default signature' area.

Selecting a different signature for a message

If you send mostly internal emails, set your default signature to be your internal signature, and insert your external signature as required.

If you send an equal number of internal and external emails, set your default signature to (none), and insert the appropriate signature as follows:

  1. When you get to the end of your email, from the Message tab, select Signature from the Include group.

  2. Select the one you want, and it will be inserted where your cursor is.
  3. Note: Clicking on Signatures... will take you to the Signatures and Stationery dialog box.