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Signatures in Outlook 2011 for Mac

You can create multiple signatures and specify one to use on all messages. You can change to a different signature while composing a message. You can also create any number of signatures and have one chosen at random for each message.

This article applies to: Outlook 2011 for Mac


Outlook 2011 for Mac is an older email and calendar application used by Cornell faculty, staff, and graduate and professional students. Microsoft no longer distributes Outlook 2011 and has announced that support will end in 2017. The IT Service Desk will support Outlook 2011 through March 2017.

We recommend that you upgrade to Outlook 2016 for Mac, part of Office 2016 for Mac, which is free for faculty, staff, and students.

Create a Signature

  1. From the Outlook menu, select Preferences.
  2. In the Outlook Preferences dialog box, click Signatures.
  3. Click the plus sign near the bottom of the Signatures dialog box. An Untitled signature will be created.
  4. Double-click on Untitled (in the left section) then edit its name to identify it (formal, brief, funny, etc.)
  5. Type the text for your signature in the Signature box on the right.
  6. If you want this signature to be included in your list of randomly-selected signatures, click to put a check next to its name. (The random list is an optional feature.)
  7. To use this as your default signature, see Specify a Default Signature below.
  8. Close the Signatures dialog box.

Edit a Signature

  1. From the Outlook menu, select Preferences.
  2. In the Outlook Preferences dialog box, click Signatures.
  3. Click on the name of the signature you want to edit. The text for that signature will be displayed in the Signature box on the right.
  4. Edit the text for your signature in the Signature box on the right.
  5. If you want this signature to be included in your list of randomly-selected signatures, click to put a check next to its name. (The random list is an optional feature.)
  6. To use this as your default signature, see Specify a Default Signature below.
  7. Close the Signatures dialog box.

Delete a Signature

  1. From the Outlook menu, select Preferences.
  2. In the Outlook Preferences dialog box, click Signatures.
  3. Click on the name of the signature you want to delete. The text for that signature will be displayed in the Signature box on the right; make sure you've selected the right one.
  4. Click the minus sign icon near the bottom of the dialog box.
  5. Close the Signatures dialog box.

Specify a Default Signature

  1. From the Outlook menu, select Preferences.
  2. In the Outlook Preferences dialog box, click Signatures.
  3. In the Signatures dialog box, click Default Signatures. A dialog box will open showing each of your accounts. You may only have one account.
  4. For each account, use the dropdown list in the Default signature column to select the signature you want to use by default. You can also select None, or Random (which will use one of the signatures where you've checked Random next to the name in the list of signatures).
  5. Click OK.
  6. Close the Signatures dialog box.

Choose a Different Signature for an Individual Message

While composing a message or reply, you can insert the text of any signature into your message. You will most often want to replace the default signature with this new text.

  1. Click in the body of your message at the spot where you want the signature text to appear.
  2. Click Signature in the Message ribbon, then select a signature from your list. 

This selection affects only the message you have open. Inserting a signature for a single message does not affect your default settings.

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