How to create an email signature

The method depends on the email software you are using. Below are instructions for a variety of different programs.

If you are trying to create a common signature to be used by a number of people, it is often easier to create a basic signature as a web page and then use this file as a template.

MS Outlook 2007

   * Select Tools | Options... from the menu in Outlook.
   * Go to the Mail Format tab.
   * Click Signatures... under Signatures.
   * Go to the E-mail Signature tab.
   * Click New.
   * Type the new signature's desired name.
         o If you have more than one signature for different purposes, name them accordingly. 
   * Click OK.
   * Type the desired text of your signature under Edit signature.
         o It is best to keep your signature to no more than 5 or 6 lines of text.
         o Include the standard signature delimiter.
         o You can use the formatting toolbar to format your text, or insert an image in
           your signature.
         o To add your business card as a vCard file (with which recipients can import or
           update your contact details):
               + Move the cursor where your business card should appear in the signature.
               + Click Business Card in the formatting toolbar.
               + Locate and highlight yourself.
               + Click OK. 
   * Click OK.
   * Click OK again. 

MS Outlook 2003 & earlier

   * Select Tools | Options... from the menu in Outlook.
   * Go to the Mail Format tab.
   * Click Signatures... under Signatures.
   * Click New....
   * Give the new signature a name.
         o If you set up more than one signature for different purposes — work mail
           vis-à-vis personal chat, for example —, name them accordingly. 
   * Click Next >.
   * Type the desired text of your email signature.
         o It is best to limit your signature to no more than 5 or 6 lines of text.
         o Include the standard signature delimiter (it does not count as a line of text).
         o You can use the Font... and Paragraph... buttons to format your text, but if you
           want to use links, fancy formatting and images even in your signature, you can
           do so more easily via a different route.
         o Additionally, select a business card to add under vCard options. 
   * Click Finish.
   * Now click OK.
   * If you have just created your first signature, Outlook has automatically made it
     the default — automatically inserted — for new messages. To use it for replies as
     well, which I recommend, select it under Signature for replies and forwards.
   * Click OK again. 

Mozilla Thunderbird

   * Using notepad create a text file as you would want your signature
   * Save it somewhere on your local computer or in an offline folder.
   * Open Thunderbird, go to Tools-->Settings.
   * Highlight your mail address on the left hand side.
   * Check the box which says "Attach this signature".
   * With the browse button to the right, locate your signature.txt.
   * Press ok.

MS Mail & Outlook Express

   * Select Tools | Options... from the menu in Windows Mail or Outlook Express.
   * Go to the Signatures tab.
   * Click New.
   * Type the text of your signature under Edit Signature.
         o Try to limit your signature to 4-5 lines of text, and
         o possibly use the standard signature delimiter.
         o This field is for plain text only, but you can also enrich your signature with
           HTML formatting. 
   * Click OK.

   * Select Tools | Options from the menu.
   * Go to the Signatures tab.
   * Make sure Add signatures to all outgoing messages is selected.
   * You probably also want to deselect Don't add signatures to Replies and Forwards.
   * Now select the signature you want to become the one automatically inserted.
   * Click Set as Default.
   * Click OK. 

MS Entourage

Creating an e-mail signature:

   1) On the Tools menu, click Signatures.
   2) Click New.
   3) In the Name box, type a name to distinguish this signature.
   4) In the box below, type the text that you would like to appear in the signature.
   5) If you would like to format the text, click the HTML icon to be sure HTML formatting
      is enabled. Then select and format the text.
   6) Select File>Save, to save the new signature, then close the form.

Setting a default signature: If you use one signature most of the time, you may want to set it as the default signature which appears automatically each time you create a new e-mail.

   1) On the Tools menu, click Accounts, then click the Mail tab.
   2) Double-click the account for which you want to set a default signature.