How to Create a New Email Signature in Outlook

Learn how to quickly create, configure, and apply a new email signature in Microsoft Outlook using content copied from an existing email thread.

May 15, 2026 By Lee Higgins

This guide shows you how to quickly create a new email signature in Microsoft Outlook by copying an existing signature from an email thread. Doing this saves time and ensures your formatting and branding remain consistent.

This process applies to any Microsoft Outlook desktop user looking to manage their signatures, update their contact information, or set up a new standardized signature across their communications.

Copy an Existing Signature

Step #1: Highlight the signature content you want to copy from an existing email thread, then press Ctrl + C to copy it to your clipboard. — Highlight the signature content you want to copy from an existing email thread, then press `Ctrl` + `C` to copy it to your clipboard.

Create and Configure the New Signature

Open up a "New Email"

Step #3: In a new email composition window, click the Signature button in the top ribbon. — In a new email composition window, click the **Signature** button in the top ribbon.

Step #4: Select Signatures... from the drop-down menu to open the Signatures and Stationery settings. — Select **Signatures...** from the drop-down menu to open the Signatures and Stationery settings.

Step #5: Click New to create a blank signature. — Click **New** to create a blank signature.

Type a name for your new signature (e.g., "Work New") and click OK.

Click inside the Edit signature text box and press Ctrl + V to paste the content you copied earlier.

Change all of the following details - Name, Job Role, Job Department & Email to match your current details.

You can manually format the pasted text, update phone numbers, or modify any disclaimer directly within the Edit signature box before saving.

Configure Default Settings

You can set Outlook to automatically append your signature depending on the type of email you are sending.

Setting	What it does	When to use
New messages	Automatically applies the selected signature to every new email you compose.	Use for your primary, fully detailed professional signature.
Replies/forwards	Automatically applies the signature when responding to or forwarding an email.	Use for a shorter, less cluttered version of your signature.

Step #9: Under the Choose default signature section, select your new signature from the New messages and/or Replies/forwards drop-down menus if you want it applied automatically. — Under the **Choose default signature** section, select your new signature from the **New messages** and/or **Replies/forwards** drop-down menus if you want it applied automatically.

Step #10: Click OK to save your settings and close the window. — Click OK to save your settings and close the window.

Create and Configure the New Signature

Open up a "New Email"

Type a name for your new signature (e.g., "Work New") and click OK.

Click inside the Edit signature text box and press Ctrl + V to paste the content you copied earlier.

Change all of the following details - Name, Job Role, Job Department & Email to match your current details.

You can manually format the pasted text, update phone numbers, or modify any disclaimer directly within the Edit signature box before saving.

Configure Default Settings

You can set Outlook to automatically append your signature depending on the type of email you are sending.

Setting

What it does

When to use

New messages

Automatically applies the selected signature to every new email you compose.

Use for your primary, fully detailed professional signature.

Replies/forwards

Automatically applies the signature when responding to or forwarding an email.

Use for a shorter, less cluttered version of your signature.