How to Use a Special Signature for Replies and Forwards in Outlook

An email signature automatically places your brand, name, or contact information at the end of your email correspondence, making it easy for people to reach you. This article explains how to use a special signature for replies and forwards in Outlook for Microsoft 365, Outlook 2019, Outlook 2016, Outlook 2013, and Outlook 2010.

How to Use a Special Signature for Replies in Outlook

Creating and using a signature in Microsoft Outlook is easy. However, Outlook only adds a signature to new email messages. When you want to automatically append your signature to replies or to messages you forward, edit the Outlook options.

1. Go to the File tab.

2. Select Options.

3. In the Outlook Options dialog box, select the Mail tab.

4. In the Compose messages section, select Signatures.

5. In the Signatures and Stationery dialog box, select the Replies/forwards drop-down arrow.

6. Choose the signature you want to add to messages you reply to or forward to other recipients.

7. Select OK to apply the changes and close the Signatures and Stationery dialog box.

8. Select OK to close the Outlook Options dialog box.

Use a Special Signature for a Single Reply or Forward

You don't have to establish a default signature for all replies and forwarded email messages. Instead, you can opt to add a signature manually as needed.

1. Open the email message you want to reply to or forward, then select Reply or Forward to open a new message window.

2. Select the Message tab.

3. Select Signature and then choose Signatures from the drop-down list. The Signatures and Stationery dialog box opens.

4. Select your signature in the Select Signature to Edit box. If you have more than one signature, select any of the signatures listed.

5. Select OK. The signature appears in your reply or forwarded message.