Effective Use of Reply Signatures

To maintain clarity and reduce visual clutter, consider using a shortened version of your email signature for replies. This approach minimizes distractions, allowing recipients to focus on the message content with ease.

Key Attributes of Reply Email Signatures

A reply email signature serves as a streamlined rendition of the formal signature used when initiating an email conversation, delivering essential contact details to recipients. Exclude elements such as promotional banners, social media icons, legal disclaimers, profile photos, and award images, as these are already presented in the initial email to a new recipient.

Implementing Reply Signatures

Outlook app

1. Navigate to the File > Options (in the lower-left). 
2. Go to the Mail tab and click the Signatures… button.
3. Create a new, abbreviated Signature that you’d like to use in replies.
4. Select the new signature in the Replies/forwards drop-down in the Choose default signature section at the bottom.

Outlook on the web

1. Go to the View tab and select View settings in the Settings group.
2. Click the Settings (gear) icon in the top-right.
3. Navigate to Mail > Compose and reply to create a reply email signature. (Use the + New signature option, if needed.)
4. In the Select default signatures section, select the reply email signature from the For Replies/Forwards drop-down.

Source: Create and add an email signature in Outlook.com or Outlook on the web