How to Use Multiple Signatures

Last reviewed on March 17, 2014

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.

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

13 responses to “How to Use Multiple Signatures”

  1. Bill

    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

  2. Julie Edison

    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?

  3. Krish

    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.

  4. Bruce

    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

  5. Tom

    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.

  6. Sherri

    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!

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