Office Settings & Configuration

Fix Outlook Signature Missing When Sending Word Document by Email

Amos Gikunda Oct 9, 2026 870 views

Question details

The user needs their default Outlook signature to be added automatically when sending a Word document as an email attachment directly from Microsoft Word.

How to Fix Outlook Signature Missing When Sending Word Document by Email

Product: Microsoft Word 2019
Device & OS: not provided
Scenario: Sending a Word document as an email attachment using Word's built-in email feature.
Observed behavior: Outlook opens a new email message with the Word document attached, but the user's default email signature is entirely missing from the email body.

Before you start

Ensure that your default email signature is correctly configured in Microsoft Outlook and create a blank email containing only your signature to save as an Outlook Template (.oft) file.

Solution 1Recommended

Use a VBA Macro with an Outlook Template

Automate the email creation process by using a VBA macro that loads a pre-saved Outlook template containing your signature and attaches the active Word document.

Microsoft Word's built-in 'Send as Email' feature uses basic MAPI commands that bypass the trigger for inserting an automatic signature. To solve this, you can utilize a short VBA macro that explicitly instructs Outlook to use a template (.oft) file with your signature already inside it.

Create an Outlook Template (.oft)

Open Microsoft Outlook, start a new email, ensure your default signature is visible, clear any other text, and go to File > Save As. Choose 'Outlook Template (*.oft)' and save it to a memorable location on your computer.

Open the Word VBA Editor

Open the Word document you want to send. Press ALT + F11 on your keyboard to open the Visual Basic for Applications (VBA) editor.

Insert a New Module

In the VBA editor, click on 'Insert' in the top menu and select 'Module' to create a blank script window.

Add the Macro Code

Write a VBA script utilizing the 'CreateItemFromTemplate' method pointing to your saved .oft file path, and use 'MailItem.Attachments.Add ActiveDocument.FullName' to attach the current Word document.

Run the Macro

Save your code, return to your Word document, and run the macro via View > Macros. Outlook will now open a new email containing both your saved signature and the attached document.

Use a VBA Macro with an Outlook Template

Signature Formatting Preserved: Using an .oft template ensures that your HTML signature, including any company logos, hyperlinks, and custom formatting, remains perfectly intact.

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Frequently Asked Questions

Why does the 'Send as Email' feature in Word remove my Outlook signature?

Word uses a basic Messaging Application Programming Interface (MAPI) call to hand the document over to Outlook. This standard process generates a blank email and attaches the file, but it intentionally bypasses the specific Outlook trigger that automatically inserts your default signature.

Can I manually add the signature after clicking Send as Email?

Yes. Once the blank email opens in Outlook with your attached Word document, you can manually insert your signature by clicking the 'Signature' button in the Outlook message ribbon and selecting your preferred signature from the dropdown.

Do I need to know how to code to use the VBA macro solution?

While knowing VBA helps, it is not strictly necessary. You can easily copy and paste standard macro scripts found in Microsoft support forums. You will only need to safely edit the file path within the code to match where you saved your specific .oft template.

Will this macro work for older versions of Microsoft Word?

Yes, VBA macros utilizing Outlook templates are broadly supported across most legacy versions of Microsoft Office, including Word 2016, 2019, and Microsoft 365, provided that macros are enabled in your Office Trust Center settings.

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