How to Create an Electronic Signature in Microsoft

By Johna Simon

Updated September 28, 2017

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Email signatures add individuality to your electronic messages. When you set up an electronic signature in Microsoft Outlook or Word, it automatically appears at the bottom of each message you send. There are many ways to customize your signature such as adding quotes, contact information, mission statements and pictures. You can even designate different signatures for different email groups, such as personal and business. Electronic signatures are easy to create and manage.

Create Your Message

Decide on an overall tone, or voice, for your electronic signature based on your general audience.

Visit for ideas and inspiration (see Resources).

Proofread your written content, test hyperlinks, and double check email addresses and phone numbers.

Create Your Electronic Signature in Outlook

Open Microsoft Outlook

Click on "Tools" on the top left side of your screen.

Choose "Options" from the menu.

Select "Mail Format" (third tab from the left), and click on the "Signatures" radio button at the bottom right of the menu.

Click "New." You will be prompted to name your signature.

Enter a name for your signature so you can easily recognize it later, and click on the "Next" arrow.

Type your signature message. Customize it by using the formatting options at the bottom of the window. You may also import a v-card from your "Contacts" menu.

Click "OK" to save your signature.

Adding an Electronic Signature in Outlook Express

Open Microsoft Outlook Express.

Click on "Tools" on the top left side of your screen.

Choose "Options" from the menu.

From the "Options" menu, select the "Signatures" option.

Click the "New" button, and type in your signature.

If you want this signature to auto-populate in all of your e-mails, click on "add signatures to all outgoing messages." (reference 2)

Click "OK" to save your changes.


If creating an electronic signature for business use, make sure to follow any established corporate and marketing standards.

Test your signature, and conduct a final proofread, by sending yourself an email.


Avoid lengthy signatures, as they may distract the reader from the actual message of the email.

Large graphics can be a drain on computer resources, and may cause problems for the recipient.