How to Automatically Insert Email Signatures into Outlook Meeting Invites

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Microsoft Outlook is one of the most popular email clients on the planet which has a lot of powerful features. However, if you’re trying to automatically add an email signature to outgoing calendar meeting requests (or appointments) you will be shocked to hear this…

It’s not possible.

That’s right, Outlook doesn’t actually have this feature available out of the box.

So, what can I do?

The only way to get an email signature to be automatically appended to an Outlook meeting invite is to create a new custom form and use that form whenever you send out meeting invitations.

Here’s how to automatically insert email signatures to meeting invites

These steps work on Outlook versions 2013 – 2019. However, some older versions of Outlook also support this method, but the steps might be slightly different.

Step 1:

Firstly, you will want to open Outlook and go to File > Options > Click on Customize Ribbon from the left menu.

On the right, under the “Customize the Ribbon” section, tick the box that says “Developer” to enable the developer tools.

Click OK.

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Step 2:

Next, go to your Calendar view and click on “New Meeting” in the top ribbon.

In the New Meeting window, click on the Insert tab.

Click on the Signature button and select the signature you want to insert.

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Step 3:

Next, click on the Developer tab in the top ribbon and then click “Design This Form”.

On the new window that has popped out, click on Publish > Publish Form As.

Enter a display name for the custom form, eg “Meeting Invite” and click Publish

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Step 4:

Close the new meeting window.

You will be asked if you want to save your changes to the current meeting invite, click “No”.

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Step 5:

To use your new custom form, go to your calendar view, and in the top ribbon click on New Items > Custom Forms > Click on your saved custom form.

This will open a new meeting invitation with your email signature automatically appended to it.

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2 Replies to “How to Automatically Insert Email Signatures into Outlook Meeting Invites”

  1. Great instructions. Is there a way to add the new form somewhere on the ribbon (like a macro button) so that the user doesn’t need to click 3 times in the “New Items” to get to the form? In other words, click only once? Thank you.

    1. Hi John,

      Great question! I cannot find a way to do it “easily” in Outlook, which is a bit of a shame. Maybe someone else can suggest a way to do it. I have tried going to Options and Customize Ribbon and adding a new Group etc, but that doesn’t cut down the number of clicks to get to the form. It seems like you can add the “Choose Form” part, but not the actual form itself.

      I did find this resource below which recommends creating a Macro that opens the form for you, and then adding that macro in the customize ribbon section in options as a button. It is for Outlook 2010, but I think it will probably work with newer versions too. Have a read at the link below and I think you should be able to get it working.

      https://social.msdn.microsoft.com/Forums/office/en-US/7403416c-2bfc-4aca-96b3-aae91e7dcf15/create-ribbon-button-to-open-custom-form?forum=outlookdev

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