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How do I get my name, title and other information to show at the bottom of every message I send?

What you need is a signature.

What's a signature? It's the Title, Company, Phone number, Fax number, email address, pithy quote, legal disclaimer, website URL, list of website URLs, call to action, and/or dashed line that many people put at the bottom of every message that they send.

Sometimes their signature even includes their name.

Exactly how you set up a signature (sometimes called a ".sig" or ".signature" by some computer geeks) will vary based on what program you use to send your email.

In Hotmail, for example, click on Options and then Personal Signature. Create your signature therein, and after you hit OK, each new message you compose will start with your signature already in place.

In Outlook Express, under Tools, Options you'll find the Signatures tab. There you can define several different signatures for different uses, and also control whether Outlook Express will automatically add a signature to email for you. When you're editing your email, you can then insert a signature manually, if you like, by using the Insert menu, Signature item, and selecting which of your standard signatures you'd like to insert.

Outlook (2003 in this case) is very similar. Tools, Options, Mail Format tab, you'll see a section at the bottom labeled Signatures. There you can tell Outlook which signature to use for new mail and which to use for replies and forwards. Press the Signatures... button, and you can your signatures or create new ones.

Other mail programs will have different ways of specifying your signature text and options, but the concepts are the same.

Signatures are a great way to make composing your email a little easier and are often recommended as a acceptable way to promote a business or cause. My only caveat is this: keep them short and simple - especially when you email to a news group or discussion list. Long signatures get in the way of your message and unnecessarily clutter up message digests, archives, and the like.

But do include your name.

Article C1995 - June 8, 2004 « »

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Leo Leo A. Notenboom has been playing with computers since he was required to take a programming class in 1976. An 18 year career as a programmer at Microsoft soon followed. After "retiring" in 2001, Leo started Ask Leo! in 2003 as a place for answers to common computer and technical questions. More about Leo.

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19 Comments
Judy Bush
June 21, 2004 7:22 AM

I have a problem with inserting a signature manually with Outlook 2002. This works fine with Outlook 2000. When I try to manually insert the signature the only choice it offers me is my network name and not my electronic signature. I am sure that the electronic signature is there and it inserts when set to auto but not when I try to manually insert.

Derek
February 16, 2005 10:15 PM

What is the message that is at the bottom of emails that I receive called.... sometimes have a notification that the person is using virus protection or advertises yahoo... what is that called and how can I set something up like that?

Derek

Leo
February 17, 2005 8:27 PM

A signature, as described in the article you just commented on.

James McCanless
March 24, 2005 11:00 AM

I am experiencing the same thing that Judy Bush in the first response is. When I go to manually insert a signature the only thing that is available is my alias and not the signature. The signature is normal when in the auto mode.
Thanks,
Troy

Bob Shbob
September 1, 2005 5:25 PM

Joking.... nice article
Very good

Matt
December 13, 2005 12:54 PM

Hi,
I to am at a loss with this in 2003. As with other users, it comes up fine automatically... but I don't ALWAYS want it to come up if replying. I could manually insert in older versions of Outlook. (2000 I think)

The best I can do in 2003 is to go into options, open the signature file and cut and paste it into my message.

There has to be an easier way.
Can anyone help?

Doug
February 24, 2006 12:43 PM

Is there a way to have Outlook insert stored information into a signature, for example the name you entered when you installed Office? I'm thinking of a department signature that everybody in the group would copy to their PC, and without individual modification it would insert their own name above the dept info.

Klaus
January 5, 2007 1:30 AM

Microsoft describes how to manually insert a signature to Outlook messages in http://office.microsoft.com/en-us/outlook/HP052427531033.aspx
Unfortunately, when using Word as email editor, you don't seem to have access to the signature(s) you defined in Outlook. You can define them as AutoText in Word, but that means having 2 copies of you signatures - in a company that occasionally changes it's name and having multiple roles (and signatures!), this is not a really goos solution :-(
Klaus
www.salsaholic.de

Rosemarie Garland
April 20, 2007 8:24 PM

How do you get an icon or .gif to appear automatically with your signature?

Janice
April 24, 2007 5:47 PM

I tried to print this article on email signatures, as I do with something that requires enough steps that I need the printout right in front of me so I don't skip something. However, in Print Preview only the title showed, no text. I've printed other instructions from other Ask Leo questions, no problem. I tried a Save As, got only the title. Would appreciate a little help, please. Thanks.

Stephanie
June 2, 2007 8:34 AM

I hate your site and i am sure veeryone else does to because there is NO information on it at all.
My father can make a better site than this!!

Leo A. Notenboom
June 2, 2007 8:50 AM

-----BEGIN PGP SIGNED MESSAGE-----
Hash: SHA1

Sorry you feel that way. Fortunately I have lots of people telling me exactly
the opposite every day :-).

Leo
-----BEGIN PGP SIGNATURE-----
Version: GnuPG v1.4.6 (MingW32)

iD8DBQFGYZFyCMEe9B/8oqERAoo8AJ4lgthEtCsxcqgNe6uwatJwsEbSSQCgkCPI
IXpFJ8NuZ1u9JV7JIia3ZRA=
=mnEb
-----END PGP SIGNATURE-----

Kris
June 5, 2007 6:21 AM

A coworker has Microsoft Outlook 2003 SP2 small business edition. When inserting a signature in a new message, you should be able to just go to INSERT then SIGNATURE then pick which one you want. On her computer, when she goes to INSERT, there is NO SIGNATURE option. Is there a problem with her version? Do you suggest anything? Thanks.

Hal Kaye
June 6, 2007 5:53 AM

A slightly different topic, I would like to insert a recipients entire address (Name, Street, City, etc.) from a Contact list entry into the body if my email messages. Is this possible? I currently go to the contact entry, copy (using the copy command from the menu), Paste Special into the body of my email message as either unformatted or Unicode formatted text (either seems to give an identical result) then format the result by removing the field identifiers.

Senthil Kumar Moorthy
December 3, 2007 3:29 AM

Its really nice.
And i got a clear solution through by this artical.Actually i was asking some of my friends regarding attaching the signature at the end of the mail,but no one given me the exact result.

Thanks & Regards,
Senthil.

Aboahmad
September 7, 2011 2:47 AM

I use gmail ,could you direct me how to get my name and tiltle at the bottom of my email, noting that i do not use microsoft office out look. Thank you

Mark J
September 7, 2011 9:50 AM

@Aboahmad
In the Gmail web interface, there are also options to have a signature. Click on the gear icon on the upper right, make sure the General tab is selected (it usually is by default) and scroll down to signature and fill in whatever you want to appear on all your emails sent from Gmail.

John H. Ristine
December 18, 2011 12:04 PM

I'm using Windows 7. Outlook Express is not saving the signature imported from Pictures. The Outlook Express tabs do not feature Tools > Options > Signature as did Windows XP. How do I save the signature?

Unfortunately we're no longer addressing most questions about Outlook Express. It's known to have many problems that will not be resolved because Microsoft has discontinued all support for it.

I now recommend that you move to a different email program.

I'd strongly suggest you read this article for more information: Why Outlook Express Must Die.

All the existing articles on Ask Leo! about Outlook Express can be found here: Outlook Express
Leo
18-Dec-2011
Connie
December 18, 2011 12:10 PM

@John
I'm curious... Win7 doesn't support or provide Outlook Express. So you can't be running it on a Win7 machine. Do you mean Outlook?

Here's an article about that:
Outlook Express

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