How to set up email signature in Outlook 2003

This article explains how to:

  • create an email signature in Microsoft Outlook 2003
  • import an already prepared HTML file that contains your email signature

To find out more details about these two instructions, follow the steps below.

Create an email signature directly in Outlook 2003

  1. Open Microsoft Outlook 2003.
  2. Go to the Tools tab and click Options.
    Under the Tools tab select Options.
  3. In the Options window, go to the Mail format tab.
    In the Options window, go to the Mail Format tab.
  4. Then, click the Signatures button under the Signatures section.
    In the Signatures section, click the Signatures button.
  5. To start designing a new email signature, click the New button.
    In the Create Signature window, click the New button.
  6. In the following pop-up window, provide the name of your email signature.
    Provide the name of your signature.
  7. Then, under the Choose how to create your signature section, choose the Start with a blank signature so that you can create it from scratch. Click Next to go to the signature editor.
    Select the Start with a blank signature option.
  8. In the Edit Signature window under the Signature text section, you can create your email signature.
    In the Signature text field, create your signature.
  9. When you have typed in all information you need and you want to add an image as well, right click in the signature where you want the image to be inserted and select the Insert Image… option.
    Right click on your signature and select the Insert Image option.
  10. In the pop-up window, you can browse the image on your computer or paste the URL address of an online image (the link that provides the direct path to an image on the Internet).
    Provide the path to  your image using the Browse button.
  11. Once the image has been selected, click OK.
    Once the image has been selected, click OK.
  12. If you want to create a more sophisticated signature so that it suits your needs, you can also use the Advanced Edit… option.
    Click the Advanced edit button to modify your signature.
  13. As the advanced editor is not part of Microsoft Outlook 2003 you will be informed about that. Simply, click Yes to continue.
    The pop-up window informing that an external editor will be launched.
  14. Now you can adjust the signature to your needs using Microsoft Word formatting tools available in the top ribbon.
  15. When you have finished composing your email signature, save changes and close the window.
    Save changes and close the editor.
  16. In the following window, you can preview your signature. If it looks as expected, click OK.
    Take a final look at your signature and click OK.
  17. In the Options window, under Mail Format tab, go to the Signatures section and select your signature from the drop-down menu next to the Signature for new messages option. Thanks to that, the signature will appear automatically in every new email message.
    Set up your newly created email signature for all new messages.
  18. Once the signature has been chosen, Apply changes and click OK.
  19. To see the result, go to the main view of Outlook and click the New option to create a new email message. You should see your signature in the email message body.
    The email signature already inserted in the New message body.

Import an HTML file that contains your email signature

To follow the steps below, make sure that you have a file in HTML format that contains your email signature. If you do not have such a file or you do not have time to create it yourself, you can use one of our templates, which are ready for use. Once the file has been prepared, use the following instruction to make it work in Microsoft Outlook.

  1. Open Outlook 2003.
  2. Now, you need to access the Create new signature window in Outlook 2003 options. To learn how to do that, follow steps 2-6 from the instruction above.
  3. In the Create new signature pop-up window, go to the Choose how to create your signature section and select this option: Use this file as a template.
    In the Create New Signature window, select the option: Use this file as a template.
  4. Click the Browse… button to search for the file containing your signature.
  5. Then, select a proper HTML file and click the Select button to insert it into the program’s signature editor.
    Search for the file containg your email signature and select it.
  6. Once your email signature has been inserted, click Next to continue.
    Once the file has been selected, click Next.
  7. In the following window, you can preview your email signature and, if necessary, do some final correction directly in the Signature text field or use the Advanced Edit… option.
    In the Edit Signature window, you can preview your email signature and modify it using the Advanced Edit option.
  8. If the signature looks as expected, click Finish.
    If your email signature looks as expected, click Finish.
  9. In the following pop-up window, take a final look at your signature and click OK.
    If your email signature is prepared, click OK to save changes.
  10. Now your signature is ready to be used. Under Mail Format tab in the Options window, go to the Signatures section and select already created signature from the Signature for new messages list. Thanks to that, it will be set as a default signature for all new messages.
    Select your email signature as a signature for new messages.
  11. Once it has been selected, click the Apply button and then confirm your choice by clicking OK.
  12. To check the result, go to the main view of Outlook and open a new message by clicking the New button in the top ribbon.
    In the main view of Outlook, click the New button to open a new message.
  13. Your signature should be automatically inserted into a new message.
    Now you can see how your signature looks in a new email message.

Now you can enjoy your brand new email signature. Every time you open a new message, it will be available in the message body.

Suggested reading

Find out how to manage email signatures centrally
How to insert an internet/linked image into an Outlook signature
How to add social media buttons to your personal or corporate email signature
Business email signatures – best practices

One thought on “How to set up email signature in Outlook 2003

  1. avatarStu Mountjoy

    Thank you for your page, about how to set up an email signature in outlook 2003 – I had forgotten how to do it, and the class was getting a bit irritated, LOL.

    Reply

Leave a Reply

Your email address will not be published. Required fields are marked *