How to Change Your Email Signature in Outlook

Where to find your signature settings in Outlook

Your email signature lives in Outlook's settings, not in the message itself. The path depends on which version you use. In Outlook on the web (the browser version), click the gear icon in the top right, select View all Outlook settings, then go to Mail > Compose and reply. Scroll down to Email signature and you'll see a text box where you can type or paste your signature.

In Outlook desktop (Windows or Mac), the route is different. On Windows, go to File > Options > Mail > Signatures. On Mac, open Outlook > Preferences > Signatures. Both open a window where you can create, edit, or delete signatures and choose which one appears by default.

If you use Outlook on your phone or tablet, you cannot edit signatures from the app itself — you'll need to use the web version or desktop version instead. Mobile apps let you choose which signature to use when composing, but not create new ones.

Key Takeaways

In Outlook on the web, your signature settings are under Mail settings in the Compose and reply section.
In Outlook desktop on Windows, signatures are in File > Options > Mail > Signatures.
On Mac, signatures are in Outlook > Preferences > Signatures.
You can create multiple signatures and set one as your default, or choose which signature to use each time you send a message.
Phone and tablet apps cannot create signatures, only select from ones you've already made.

Creating a new signature from scratch

When you open the signature editor, you'll see a blank text box. Type or paste whatever you want to appear at the bottom of your emails — your name, title, phone number, website, or any other information. You can format the text using the toolbar above the box: make text bold or italic, change the font, adjust the size, or add a line break.

If you want to add a logo or image, click the image icon in the toolbar (desktop versions) or use the attachment option (web version). The image will embed directly in your signature, so it appears in every email without being a separate attachment. Keep images small — large logos slow down email delivery and can look unprofessional.

In desktop Outlook, you can also insert a hyperlink by highlighting text and clicking the link icon. This is useful if you want your email address or website to be clickable. In the web version, you can paste a link directly and Outlook will usually recognize it as a URL.

Setting a default signature and managing multiple versions

Most people use one signature for all emails, but Outlook lets you create several and choose which one to use. This is helpful if you have different email accounts, different roles, or want formal and casual versions. In desktop Outlook, the Signatures window shows all your signatures in a list on the left. Create a new one by clicking New, give it a name, and build it in the text box.

Once you've created multiple signatures, you can set a default one. In desktop Outlook, use the dropdown under Choose default signature to pick which one appears automatically in new messages. You can also set a different default for replies and forwards — some people use a shorter signature for replies to keep threads clean.

In Outlook on the web, you can only create one signature at a time, but you can edit it whenever you need to change it. If you need multiple signatures, you'll need to use the desktop version or switch between them manually each time you compose.

Signatures for different email accounts

If you have multiple email accounts set up in Outlook, you may want different signatures for each one. In desktop Outlook, the Signatures window has a dropdown that says E-mail account. Select the account you want to customize, then create or edit a signature for just that account. When you compose a new message from that account, Outlook will automatically use the signature you assigned to it.

In Outlook on the web, you only have one signature per mailbox, so if you manage multiple accounts through the web version, you'll need to manually change your signature when switching accounts. This is one reason many people prefer the desktop version for managing multiple email addresses.

Troubleshooting signatures that don't appear

If you've created a signature but it's not showing up in your emails, check whether you set it as the default. In desktop Outlook, open File > Options > Mail > Signatures and confirm the signature is listed under Choose default signature. If the box is empty, click the dropdown and select your signature.

In Outlook on the web, make sure you've saved your changes. After typing your signature, scroll down and click Save at the bottom of the settings page. If you don't see the save button, you may need to refresh the page.

Another common issue: signatures don't appear in replies or forwards by default in some Outlook versions. In desktop Outlook, check the dropdown for Replies and forwards — you may need to select a signature there separately. In the web version, signatures only appear in new messages, not replies, unless you manually add them.

Formatting options and what works across email clients

Outlook's signature editor lets you use bold, italic, colors, and different fonts, but not all of these survive when someone reads your email in a different program. Plain text and basic formatting (bold, italic) work almost everywhere. Colored text and custom fonts may appear as plain text to recipients using older email clients or mobile apps.

Images and logos usually work fine, but some email clients block images by default for security reasons — recipients will see a placeholder instead until they choose to download images. If your signature relies on a logo to communicate important information, include text as a backup.

Avoid using tables, columns, or complex layouts in your signature. These often break when viewed on phones or in different email programs. A simple vertical list of information (name, title, phone, website) is the safest approach and looks professional everywhere.

Removing or changing your signature

To delete a signature entirely, open the signature settings, select the signature you want to remove, and click Delete (desktop) or clear the text box and save (web). If you've set it as your default, Outlook will stop adding it to new messages.

To change an existing signature, open the settings, select it from the list, and edit the text in the box. Any changes you make will appear in all future emails using that signature. Old emails you've already sent won't change — signatures only affect new messages going forward.

If you want to temporarily use a different signature for one email, you can usually change it while composing. In desktop Outlook, some versions let you click the signature dropdown in the compose window. In the web version, you may need to manually delete the default signature and type a different one for that message only.

Frequently Asked Questions

Can I use HTML code in my Outlook signature?

In desktop Outlook, you can paste HTML code directly into the signature editor, and Outlook will render it as formatted content. In the web version, you're limited to the formatting toolbar — you cannot paste raw HTML. If you need complex HTML formatting, use the desktop version or create your signature in an HTML editor and paste the result.

Why doesn't my signature appear in emails I send from my phone?

Outlook mobile apps cannot create signatures, only select from ones you've already made on desktop or web. If your phone app isn't showing any signatures to choose from, you need to create one first using the desktop version or Outlook on the web, then it will be available in the mobile app's compose menu.

Can I add a signature to emails I've already sent?

No. Signatures only appear on new messages you compose after the signature is created or changed. Emails already sent cannot be edited to add a signature. If you need to add information to a sent email, you'll have to send a follow-up message.

What happens to my signature if I change my Outlook password?

Your signature is stored separately from your password and won't be affected by password changes. It will continue to appear in your emails as usual.

Can I schedule my signature to change on a certain date?

Outlook does not have a built-in feature to automatically change signatures on a schedule. You'll need to manually update your signature when you want to change it. Some organizations use third-party tools or rules to manage rotating signatures, but this requires additional setup outside of Outlook itself.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.