Last reviewed on March 17, 2014   —  15 Comments

I highly recommend assigning a signature to all accounts in Outlook 2003 (with Word as the editor), Outlook 2007, and Outlook 2010. This will allow the signatures to change when you change the account.

If the account doesn’t need a signature, assign a blank signature to it. To do so, create a blank signature that contains 2 dashes ( — ) to use when you don't want to use a signature. When no signature is assigned to an account the signature feature is completely removed from the message and changing accounts will not update the signature.

Outlook 2010 or Outlook 2013

Provided you have assigned a signature to the currently selected account, Outlook 2010 or 2013 will change the signature when you select a different account from the Account dropdown

To set the signatures for each account, go to File, Options, Mail, Signatures and create your signatures then assign one to each account in your profile.

Assign a signature to each email account

Outlook 2007

Provided you have assigned a signature to the currently selected account, Outlook 2007 will change the signature when you select a different account from the Account dropdown

Go to Tools, Options, Mail format, Signatures to create new signatures and assign them to each account in your profile.

Outlook 2003

When you use Word as your email editor, Outlook 2003 will change the signature when you select a different account from the Account dropdown.

Go to Tools. Options, Mail format, Signatures to create new signatures and assign them to each account in your profile. Create a blank signature that contains 2 dashes ( — ) to use when you don't want to use a signature. When no signature is assigned to an account the signature feature is completely removed from the message and changing accounts will not update the signature.

Outlook 98 or 2000

In these versions of Outlook, you can create as many signatures as you like:

  1. Choose Tools | Options | Mail Format.
  2. Click Signature Picker.
  3. Create the new signature.
  4. Repeat as needed

To insert a signature, either click the Signature button on the toolbar, or choose Insert | Signature.

If you use WordMail, you can create multiple AutoText entries to insert different signatures.

Outlook 97

Use multiple Outlook templates or forms, each with a different signature. Use Compose | Choose Form or Choose Template to pick the one you want to use to compose the message.

If you use WordMail, you can have a different autosignature in each different .dot template you devise. Switch between them with Tools | Options | E-mail | Template.

Comments

  1. Bill says

    Hi Diane, I don't know if my comment posted so am reposting.

    Am using Outlook 2010 in IMO mode with multiple email accounts attached to one datafile.

    Can I establish an email alias created on my server as a default email account for sending emails in Outlook? If so, how?

    Sorry if redundant.

    thanks for your help

    Bill

    • Diane Poremsky says

      Assuming I am understanding correctly - yes, you can. If you want to always reply from one address you have two options: a macro or edit the account settings so the From address is the account you want to always send from.
      Choose the account to reply from

  2. Julie Edison says

    Is there a way to assign a signature to specific contacts? More precisely, there is no need to even have a signature on my internal emails, is there a way to have it automatically omitted from those one's only?

    • Diane Poremsky says

      No, you can't assign signatures to domains or contacts - you can create a blank signature (i like to use two dashes as my blank sig, per the RFCs) and right click on your signature to swap them (Outlook 2003 with Word editor and all newer versions).

  3. Krish says

    Hi Diane,

    I have user, who is having two mailboxes imported in his outlook(he didn't created separate profile.). Now he wants to create automatic signature for two individual accounts. So that he no need to select signature always when sending a mail.

    Is there any way in outlook 2003 to accomplish this task?

    Thanks!

    Krish.

    • Diane Poremsky says

      What type of email account does he use? If he is using Word as the editor and the accounts are listed in Tools, Accounts, View or change accounts he will be able to assign signatures to each account. If they are not listed as separate accounts, he would need to use VBA to set the signature.

  4. Bruce says

    Hi

    i dont know if my question will make sense but i will try to break it down as possible as i can.on my replies and forward signature,i want my signature text to remain black in color and ( the replying text that il be typing should be in another color). im failling to have it like that, when im changing my reply and forwards color it changes the siganature(that i want it remain black)to the same color as the text il be typing in my replies or forwarding emails

    • Diane Poremsky says

      How are you changing the text color? If you use the automatic color change feature in Stationery and Fonts, only your new text will change color.

  5. Tom says

    Hi
    Is it possible to ADD a signature rather than just replace one every time. I would like to have my default signature and then choose to add different things beneath it (it won't work to have a different full signature every time because there are too many variations). There doesn't appear to be an option to have two signatures on one email without one being replaced, and I can't find discussions about it on-line either. Perhaps I'm the only one who cares!
    Thank you.

    • Diane Poremsky says

      No, you can't in current versions (2003 with Word editor, 2007 and up). Quick Parts and autocomplete (for short text blocks) can be used to insert boilerplate text.

  6. Sherri says

    I am using Outlook 2007 and have two email accounts within that program. I have set up two different signatures (one for each account) and have double and triple checked that they are correct. Outlook is still using only the one signature when I create a new email (I am on the Inbox of the account I am trying to send from) and it is using the Outbox of the same account (not the one I am trying to send from. How can I correct this so that I can have the correct signature automatically in my new email? Thanks for hour time!

    • Diane Poremsky says

      If you select the other account from the Account dropdown, does the signature change? Outlook 2007 doesn't pick the account automatically based on the folder you are viewing, that was added in 2010.

  7. Hank Moore says

    Hi Diane,
    In Outlook 2010 I'm using several different signatures for one account. My default signature has a vcard attached. When I go to switch signatures, my vcard remains even though I didn't assign it to that particular signature. Why doesn't the vcard drop out when the signature is changed?
    Thx,
    Hank

  8. Michael says

    Outlook will wipe out a second signature within an e-mail. My work around is to use the auto correct text (Tools, Options, Spelling and AutoCorrection...., AutoCorrect Options) Then set up code to use and it will autocorrect the code to the script. But there is a limit to the number of characters that can be used. But it is quick once you get used to the codes you are using for the text you want to insert.

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