How to insert Outlook signature when sending email in Excel?
If you frequently use Excel for managing contacts or work communication, you may encounter situations where you need to send emails directly from your worksheet. Integrating your default Outlook signature into these emails is often necessary to ensure consistency and professionalism, especially for business correspondence. By default, Excel doesn't automatically add your Outlook signature when sending emails, which can lead to repetitive manual effort. This article introduces two practical ways to automatically include your Outlook signature when sending emails from Excel, helping streamline your workflow and maintain branding standards.
Insert signature into Outlook email when sending by Excel VBA
Easily insert Outlook signature when sending email in Excel with an amazing tool
More tutorials for mailing in Excel...
Insert signature into Outlook email when sending by Excel VBA
Consider a scenario where you have a list of email addresses organized in an Excel worksheet and need to send personalized emails to these recipients. To efficiently include your default Outlook signature when sending these emails from Excel, you can use a VBA solution. The following approach allows you to automate the process and ensure your signature is appended automatically, saving time and minimizing errors due to manual copying.
Begin by preparing your data: make sure the worksheet contains the list of recipient email addresses, with each email in a separate cell. Make any necessary adjustments to your data range so that only valid email addresses are included. If possible, store additional required fields (such as names or messages) in adjacent columns for future enhancement, although the basic method focuses on email addresses only.
1. Press Alt + F11 to open the Microsoft Visual Basic for Applications window.
2. In the VBA editor, select Insert > Module. This creates a new code module for your project.
Copy the provided VBA2 code into the module window. This code sends emails to a range of specified addresses.
To ensure that your default Outlook signature is included in every email rather than a generic message, replace the .Body line in the provided code (VBA2) with the code snippet from VBA1. Next, be sure to move the line .Display just below With xMailOut so it runs after all properties are set. This adjustment is critical for the signature to appear as expected. For reference, the following code snippets are provided:
VBA1: Template of sending emails with Outlook default signature in Excel
.HTMLBody = "This is a test email sending in Excel" & "<br>" & .HTMLBodyVBA2: Send email to email addresses specified in cells in Excel
Sub SendEmailToAddressInCells()
Dim xRg As Range
Dim xRgEach As Range
Dim xRgVal As String
Dim xAddress As String
Dim xOutApp As Outlook.Application
Dim xMailOut As Outlook.MailItem
On Error Resume Next
xAddress = ActiveWindow.RangeSelection.Address
Set xRg = Application.InputBox("Please select email address range", "KuTools For Excel", xAddress, , , , , 8)
If xRg Is Nothing Then Exit Sub
Application.ScreenUpdating = False
Set xOutApp = CreateObject("Outlook.Application")
Set xRg = xRg.SpecialCells(xlCellTypeConstants, xlTextValues)
For Each xRgEach In xRg
xRgVal = xRgEach.Value
If xRgVal Like "?*@?*.?*" Then
Set xMailOut = xOutApp.CreateItem(olMailItem)
With xMailOut
.To = xRgVal
.Subject = "Test"
.Body = "Dear " _
& vbNewLine & vbNewLine & _
"This is a test email " & _
"sending in Excel"
.Display
'.Send
End With
End If
Next
Set xMailOut = Nothing
Set xOutApp = Nothing
Application.ScreenUpdating = True
End SubThe screenshot below illustrates where the key changes need to be made within the code to enable the Outlook signature to appear in each sent email. This visual guide can help you quickly spot the modified lines:
3. After updating the code module, execute the VBA process, press F5 to run the macro. Then a Kutools for Excel select box pops up, please select the email addresses you will sent emails to, and then click OK.
New Outlook email drafts will be created for each address in your range. If you correctly linked your signature as described, you will see that your Outlook default signature is automatically included at the bottom of each email body. Review the generated emails for accuracy before sending:
Tips and troubleshooting:
- You can modify the body content in VBA1 to suit each message, allowing for customization per recipient or group, as needed.
- If you encounter an error dialog stating "User-defined type not defined," this typically means the Outlook object model has not been referenced in your project. To resolve:
- Close the error dialog.
- In the Microsoft Visual Basic for Applications window, go to Tools > References.
- Check the Microsoft Outlook Object Library box and click OK.
- Run the macro again.
- Be mindful when running bulk emails, as Outlook may flag repetitive or high-volume actions as suspicious. Consider using batches or monitoring your Outlook send limits if you regularly email many contacts.
- Always preview your emails before sending, especially if automating communication, to avoid accidental messaging.
This VBA solution is suitable for users comfortable with macros and basic scripting in Excel. It provides direct control over message content and recipients. However, you should ensure all security settings permit Outlook automation from Excel and that you save your work before running macros to avoid any data loss.
Easily insert Outlook signature when sending email in Excel with an amazing tool
For users who prefer a friendly and intuitive interface rather than coding, Send Emails utility in Kutools for Excel offers a convenient solution. This feature enables sending personalized emails directly from Excel, using custom mailing lists and automatically appending your Outlook signature—streamlining the process for both individual and mass mailings. It's particularly helpful for scenarios such as regular newsletters, event notifications, or business updates where the professionalism of your Outlook signature is important.
Before you begin, you need a mailing list prepared with the columns required for your email tasks: these may include recipient addresses, subject, body, and any additional personal data for merging content. You can either create this list manually or use Kutools' Create Mailing List feature for rapid setup.
1. Click Kutools Plus > Create Mailing List to launch the dialog box.
2. Specify the fields for your mailing list (such as Email Address, Name, Subject, etc.), select where in the worksheet to output the list, and click OK.
3. Edit the sample mailing list as needed, changing fields to reflect real contacts and information. You can add or remove rows, update details, and format columns for easy management. Multiple rows are supported in the list, allowing you to send batch emails efficiently.
4. Select the entire list, including headers, to prepare for sending. Choose Kutools Plus > Send Emails to open the email dialog. Within the Send Emails dialog box, confirm each step:
- All fields from your mailing list are mapped automatically.
- Compose or paste your intended email body. You may use mail merge fields if needed.
- Make sure the Send email via Outlook and Use Outlook’s signature settings boxes are checked. This step ensures your Outlook signature is appended to each email exactly as it appears in your Outlook client.
- Click Send to begin mailing.
Once the emails are sent, you can open the sent items in Outlook to confirm your signature appears at the end of each email body. This method is recommended for users who prefer a guided process without writing code, and for cases where mail merges and templates are needed for efficient mass communication.
Additional practical notes:
- Check that Outlook is installed and properly configured on your computer before using Kutools features.
- If you frequently send similar emails, save your mailing list template in Excel for easy re-use.
- Review all email settings, especially when sending to multiple recipients, to avoid accidental duplicates or incomplete information.
If you want to have a free trial (30-day) of this utility, please click to download it, and then go to apply the operation according above steps.
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