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An odd quirk in Outlook is the inability to add a default signature to meeting requests. Here’s a quick and simple way to set up a one-click solution that avoids cutting and pasting every time you create a meeting.

We’ve covered creating, editing, and applying Outlook signatures in detail before, but these can only be applied to emails. If you’re required by your employer to add a signature—or if you just feel it’s more professional to use one—then sending out a meeting request requires you to either copy and paste a signature in or use Insert > Signature.

Choosing Insert > Signature on Outlook's Ribbon

Both methods work, but you have to remember to use them, and they’re a bit manual for our liking. You can create a custom form in Outlook that creates a meeting request with a signature, but more clicks are required to open a custom form than to use Insert > Signature. As such, that’s not really an improvement.

Instead, we recommend creating a Quick Step that opens a new meeting request with a signature already added. Not sure what a Quick Step is? We’ve written a comprehensive article about them to get you up to speed.

But as a brief reminder, Quick Steps are a way of applying multiple actions in one click. This feature is great for automating jobs, and it’s really easy to set up and use.

You can find Quick Steps in the middle of Outlook’s Home tab.

the Home tab, with the Quick Steps highlighted.

To add a new Quick Step, click the “Create New” option in the Quick Steps box.

The Quick Steps "Create New" option.

This opens up a new window where you can name your Quick Step and choose the actions you want to perform.

The Quick Steps editor, with the "Name" and "Actions" fields highlighted.

After you click the “Choose an Action” drop-down menu, scroll down to the “Appointment” section and click on “New Meeting.”

The "New Meeting" option.

Now, click the “Show Options” link.

The Quick Steps "Show Options" link.

In the Text field, add your signature.

The Text field for the new meeting request.

Now choose a shortcut key, if you want one, and click “Finish.”

The Quick Steps editor with the "Shortcut key" field and "Finish" button highlighted.

That’s it—your Quick Step is complete. To open a new meeting request with your signature already added, either click the “New Meeting” Quick Step or use the shortcut key you chose.

The new Quick Step option.

Your meeting request will open, with your signature already added.

A new meeting request with a signature already in place.

Rob Woodgate Rob Woodgate
Rob Woodgate is a writer and IT consultant with nearly 20 years of experience across the private and public sectors. He's also worked as a trainer, technical support person, delivery manager, system administrator, and in other roles that involve getting people and technology to work together.
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