Outlook: How to create signature with attachment

Author Sun Last modified 2024-09-10

This tutorial introduces the methods of creating a signature with attachment.

Note: Here takes Outlook 2021 as an instance, the steps and descriptions may have some differences in other Outlook versions.

Add phone number to signature

Add signature with attachment

1. Enable Outlook, in the Email view, under Home tab, click New Email to enable a new Message window.

2. Then click Format Text tab, and go to the end of the ribbon to click More commands button … to show the drop-down menu.

3. Click Aa Message Format > Aa Rich Text to change the Message text format to rich text.

Or if the ribbon is expanded, just click Aa Rich Text (Aa RTF) in Format group under Format Text tab.

4. Then go to the message body, and click Insert > Attach File, choose a file in which you want to add your signature. You can insert the file from recent items/web locations/this PC.

Now an attachment has been inserted into the message body.

5. Select the attachment you have inserted, and press Ctrl + C keys to copy it.

6. Then click Insert tab, then click Signature > Signature. See screenshot:

7. Then click New button under Email Signature tab in the Signature and Stationery window to display the New Signature dialog, then type a name for the new signature. Click OK.

8. In the Edit signature textbox, type the signature contents into it, then place the cursor at the position you want to insert the attachment, press Ctrl + V keys to paste the copied attachment. Click OK to finish the signature creation.

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Tip:

1. If the message is in other text formats (HTML, Plain Text), the attachment will be inserted as an attachment.

Message is in Rich Text format

Message in HTML or Plain Text format

2. If you want to always create message in Rich Text, you need to change the Outlook option.

Go back to Outlook main surface, click File > Options.

In the Outlook Options window, click Mail tab in left pane, and go to Compose message section in the right pane, change HTML to Rich Text in Compose message in this format, click OK. From now on, all the message created will be in Rich Text format.