How to Use Different Signatures in Outlook Desktop

How to Use Different Signatures in Outlook Desktop


Use different signatures in Outlook for Windows and Mac

Let’s say you’re sending a personal email to your friends and family, and in this case, you won’t want to attach a signature with business information. Likewise, when you want to reply to a business email, you won’t use a signature with personal social media profiles.

You can still use different email IDs for different purposes, but it’s not a viable solution to use different signatures. Fortunately, Outlook allows you to create different signatures for use depending on the recipient and the context of the email. Here’s how to set them up.

Use different signatures in Outlook app on Windows

The ability to use different Outlook signatures in a single Outlook account is limited to desktop applications only. This means that you cannot create and use multiple Outlook signatures from Outlook mobile apps or the web.

In the example below, we’ll be using the Microsoft 365 Outlook app to use different signatures. Follow the steps below.

Step 1: Open Outlook on a Windows computer.

2nd step: Click on File in the menu bar.

Select the file at the top


Select the file at the top

Step 3: Select Options from the left sidebar.

Select outlook options


Select outlook options

Step 4: Go to Mail and select Signatures.

Select signatures


Select signatures

Step 5: You will see your current signatures to modify.

Step 6: You can make changes to the existing signature and use the New button to create a new one.

Add a new signature


Add a new signature

Step 7: Type a name for this signature and click OK.

Enter signature name on Outlook windows


Enter signature name on Outlook windows

Step 8: Create a new signature using the rich text editor and hit the save button at the bottom.

In the Choose default signature menu, you can select your default signature for new messages as well as for replies / transfers. Don’t worry, you can always use a different signature when composing a new email. Here’s how.

Choose the default signature on Outlook


Choose the default signature on Outlook

When composing a new email, you can select the Signature menu at the top. Then, from the drop-down menu, select a relevant signature and start composing your email. If you don’t use the signature menu, Outlook will continue to use the default signature that you set in the Settings menu.

Use different Outlook signatures in Windows


Use different Outlook signatures in Windows

Even when you reply or forward an email, you have the option to use a different signature on Outlook.

Let’s move on to Outlook for Mac and discuss how to use different signatures in the email.

Use different signatures in Outlook Mac App

Microsoft recently redesigned a completely redesigned application on the Mac. In the future, Microsoft plans to release a single Outlook application on all operating systems. But it’s far from over, and the current Outlook app is what we’re getting for now.

So that this one is clear. Outlook will not synchronize your electronic signatures on different operating systems. This means that your Outlook signatures created on Windows will remain on Windows. Same case with the Mac application and the Outlook mobile applications.

We will not consider this to be a fault. It’s an understandable decision to separate email signatures based on the device / operating system you’re using.

With this in our own way, let’s learn how to use different email signatures in Outlook on Mac.

Step 1: Open the Outlook app on Mac.

2nd step: Click on Outlook in the menu bar and open the Preferences menu.

Select preferences


Select preferences

Step 3: Go to Email> Signatures.

Select the signature menu


Select the signature menu

Step 4: In the Signatures menu, you will see all of your current signatures on the left side. Click the + icon.

Add a new Outlook Mac signature


Add a new Outlook Mac signature

Step 5: It will open a small dialog with a rich text editor.

Step 6: Give the signature a relevant name and create a signature for the email.

Create a new signature in Outlook


Create a new signature in Outlook

Step 7: Close the dialog box and click the Save button.

In the Choose your default signature menu, you can select your preferred account and an email signature to use with new emails and replies / forwardings.

Choose the default signature


Choose the default signature

Select your frequently used electronic signature and close the menu.

Select different Outlook signatures on mac


Select different Outlook signatures on mac

Click the New Message button in the upper left corner and compose a new email from the Outlook home page. You can select Signature menu at the top and select a relevant signature to use in Outlook email on the right side.

Also on Guiding Tech

Use the right signature in the right place

You should use a signature that is relevant with the context of the email and the recipient, as we mentioned earlier. It makes a better impression on the person receiving. We mainly use 3-4 different email signatures with Outlook on Windows depending on the subject of the email. How do you plan to use different signatures in Outlook? Share your views in the comments section below.

Last updated on August 27, 2021

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