Set up your signature in Outlook so it appears on every message you send

An auto signature is a block of text that Outlook adds to the bottom of every email you send automatically — you do not have to type it each time. It typically includes your name, job title, phone number, and company information. Once you set it up, Outlook handles it for you.

The steps differ slightly depending on whether you use Outlook on your computer (Windows or Mac) or Outlook on the web. Both methods take less than five minutes, and you can create multiple signatures if you need different ones for different purposes.

Key Takeaways

  • Desktop Outlook stores signature settings under File > Options > Mail > Signatures, where you write the text and choose which account uses it.
  • Outlook on the web requires you to go to Settings > Mail > Compose and reply, then paste your signature text into the box labeled "Email signature".
  • You can create more than one signature and choose which one to use for new messages versus replies.
  • Signatures appear the same way to everyone who receives your email, regardless of what email program they use.

Add a signature in Outlook on Windows

Open Outlook and go to the File menu in the top left corner. Click File, then select Options from the list that appears. In the Outlook Options window, click Mail on the left side, then look for the Signatures button on the right side of the window and click it.

The Signatures and Stationery window will open. Under the Email Signature tab (which should already be selected), click the New button. A dialog box will ask you to name your signature — type something simple like "Work" or "Professional" and click OK. Now you will see a text box where you can type or paste your signature content. Type your name, title, phone number, company name, or any other information you want to appear at the bottom of your emails.

Once you have entered your signature text, scroll down to the section labeled "Choose default signature". In the dropdown menu next to "New messages", select the signature you just created. If you want the same signature on replies and forwards, select it in that dropdown too. Click OK to save your changes.

Add a signature in Outlook on Mac

Open Outlook and click Outlook in the menu bar at the top of the screen. Select Preferences from the dropdown menu. In the Preferences window, find and click Signatures under the Authoring and Proofing section.

Click the plus sign (+) button to create a new signature. A dialog will ask you to name it — use something descriptive like "Work" or "Personal". Type your signature content in the text box that appears. Include your name, title, phone number, or any other details you want recipients to see.

After you finish typing, look for the dropdown menus at the bottom. Set "New messages" to use your new signature by selecting it from the list. You can also set a signature for replies and forwards if you want. Click Save or Done to finish.

Add a signature in Outlook on the web

Log into your Outlook account at outlook.com or outlook.office.com. Click the gear icon in the top right corner and select Settings from the menu. In the Settings panel, click Mail on the left side, then click Compose and reply.

Scroll down until you see the section labeled "Email signature". Click in the text box and type your signature content — your name, job title, contact information, or company details. You can format the text using the buttons above the box to make it bold, italic, or add links if needed. When you are done, click Save at the bottom of the page.

Your signature will now appear automatically on every new email you send from Outlook on the web. If you use both desktop Outlook and Outlook on the web, you will need to set up a signature in each one separately — they do not sync between them.

Format your signature with colors and images

Both desktop Outlook and Outlook on the web let you add more than just plain text. You can make your signature stand out by using bold or italic formatting, changing text color, or adding your company logo as an image.

In desktop Outlook, the Signatures window includes formatting buttons above the text box — use these the same way you would in a word processor. In Outlook on the web, similar buttons appear above the signature text box. Highlight the text you want to format, then click the button for bold, italic, underline, or color.

To add an image like a company logo in desktop Outlook, click inside the signature text box where you want the image to go, then go to Insert > Pictures and select your image file. In Outlook on the web, click the image icon (it looks like a small picture frame) above the signature box and upload your image. Keep images small so your signature does not make emails slow to load.

Create multiple signatures for different purposes

You might want different signatures for different situations — a formal one for client emails and a casual one for internal team messages. Outlook lets you create as many signatures as you need and choose which one to use each time you send an email.

In desktop Outlook, follow the same steps to create a new signature, but give it a different name. You can set one as the default for new messages, but you can always change it before you send. Click in your email, go to Insert > Signature, and select a different one from the list.

In Outlook on the web, you can create multiple signatures by repeating the steps in the Email signature section of Settings. However, Outlook on the web does not let you switch between them as easily — it uses whichever one you set as default for all messages. If you need to switch signatures often, desktop Outlook gives you more flexibility.

Troubleshoot signatures that are not appearing

If you set up a signature but it is not showing up on your emails, check that you selected it in the "New messages" dropdown. In desktop Outlook, go back to File > Options > Mail > Signatures and verify that your signature is listed in the default dropdown. In Outlook on the web, go back to Settings > Mail > Compose and reply and confirm the signature text is still there.

If you recently changed your email password or reconnected your account, Outlook may have reset your signature settings. You may need to set it up again. Also check that you are not using a template or stationery that overrides your signature — these can conflict with each other in desktop Outlook.

If your signature contains an image and the image is not showing up, the image file may have been moved or deleted from your computer. In desktop Outlook, right-click the signature and re-insert the image. In Outlook on the web, delete the broken image and upload it again.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. In desktop Outlook, when you create a signature, you can choose which account it applies to in the "Choose default signature" section. Select your account from the dropdown, then set the signature for that account only. In Outlook on the web, you can only have one signature per account, but if you have multiple accounts set up in Outlook, each one can have its own signature.

Will my signature look the same to everyone who receives my email?

Your signature will appear the same in most email programs, but some formatting like colors or fonts may look slightly different depending on what email client the recipient uses. Plain text signatures look identical everywhere. If you use images or special formatting, test by sending an email to yourself and opening it in different email programs to see how it looks.

Can I add a signature to emails I have already written?

No, signatures only appear automatically on new emails you compose. If you have already written an email and want to add a signature, you will need to manually type it or copy and paste it into the message. Going forward, all new emails will include the signature automatically.

How do I remove or change my signature?

In desktop Outlook, go to File > Options > Mail > Signatures, select the signature you want to remove, and click Delete. To change it, select the signature and edit the text in the box. In Outlook on the web, go to Settings > Mail > Compose and reply, clear the text from the Email signature box, and click Save.

What if I do not want a signature on a specific email?

In desktop Outlook, you can delete the signature from an individual email after you compose it — just highlight and delete the signature text before sending. In Outlook on the web, you will need to manually remove it each time. There is no built-in way to skip the signature for just one email, so you have to delete it manually.