The fastest way to add a signature in Outlook

Open Outlook and go to File > Options > Mail > Signatures. Click New, give your signature a name, type or paste what you want to appear at the end of your emails, then click OK. From that point on, Outlook will automatically add it to every new message you send.

If you use multiple email accounts in Outlook, you can create different signatures for each one. You can also set a signature to appear only on replies and forwards, or only on new messages. The whole process takes about two minutes.

Key Takeaways

  • Signatures are created in File > Options > Mail > Signatures, and you can make as many as you want.
  • You can set a default signature for new messages and a different one for replies and forwards.
  • If you have multiple email accounts, assign different signatures to each account separately.
  • Signatures can include text, links, images, and your contact details — anything you want to appear automatically at the end of your emails.
  • Once created, a signature appears on every outgoing message unless you manually remove it.

Creating your first signature step by step

Start by opening Outlook and clicking File in the top left corner. From the menu that appears, select Options. In the Outlook Options window, click Mail on the left side, then scroll down and click Signatures.

In the Signatures window, click the New button. A dialog box will ask you to name your signature — call it something simple like "Work" or "Personal" so you can identify it later. Type the name and click OK.

Now you'll see a text box labeled Edit signature. This is where you type what you want in your signature. You can include your name, job title, phone number, website, or any other text. When you're done typing, click OK at the bottom of the window. Your signature is now saved.

Setting which signature appears on new emails versus replies

After you create a signature, Outlook asks you to choose when it should appear. In the Signatures window, you'll see two dropdown menus: one for New messages and one for Replies and forwards.

Click the dropdown under New messages and select the signature you just created. This signature will now appear automatically on every new email you write. If you want a different signature on replies and forwards — or no signature at all — use the second dropdown to choose that option.

Many people use a full signature with contact details on new messages but a shorter version on replies, since the original email chain is already visible. You can set this up by creating two signatures and assigning each one to its dropdown.

Adding images, links, and formatting to your signature

The signature editor in Outlook supports more than plain text. While you're in the Edit signature box, you can highlight text and make it bold, italic, or underlined using the formatting buttons above the text area. You can also change the font or font size.

To add a link, type the text you want to appear, highlight it, then click the link icon in the toolbar. Paste the web address and click OK. To add an image, click the image icon in the toolbar, browse to the file on your computer, and select it. The image will appear in your signature.

Keep in mind that images in signatures can make your emails larger, which may slow down sending or receiving, especially if you send many emails per day. Text-based signatures are usually faster and work reliably everywhere.

Using different signatures for different email accounts

If you have multiple email accounts set up in Outlook, you can assign a different signature to each one. In the Signatures window, look for the dropdown menu labeled E-mail account at the top. Click it and select the first account you want to set up.

Create or select a signature for that account using the New messages dropdown. Then click the E-mail account dropdown again and select your second account. Create or assign a signature for that account too. Repeat for any additional accounts.

From now on, when you compose a new email, Outlook will automatically use the signature assigned to whichever account you're sending from. This is useful if you have a work email and a personal email, or if you manage accounts for different clients or projects.

Removing or editing a signature you've already created

To change a signature, go back to File > Options > Mail > Signatures. Click the signature name in the list on the left, then edit the text in the Edit signature box. Your changes take effect immediately on all future emails.

To delete a signature, select it from the list and click the Delete button. If that signature was assigned to any of your email accounts, Outlook will stop adding it to new messages. Emails you've already sent with that signature will not change — only future emails are affected.

If you want to stop using a signature temporarily without deleting it, go to the New messages dropdown and select (none). Your signature will be saved but won't appear on new emails until you assign it again.

Troubleshooting signatures that don't appear

If you've created a signature but it's not showing up on your emails, first check that you assigned it to the correct email account. Open File > Options > Mail > Signatures and make sure the New messages dropdown is set to your signature, not (none).

If the signature is assigned but still doesn't appear, try closing and reopening Outlook completely. Sometimes the program needs to restart to apply signature changes. If you're composing an email and the signature still hasn't appeared, you can manually insert it by going to Insert > Signature and selecting the one you want.

In rare cases, a corrupted signature file can cause problems. If nothing else works, delete the signature and create a new one with a different name. This usually fixes the issue.

Frequently Asked Questions

Can I have multiple signatures and choose which one to use for each email?

Yes. Create as many signatures as you need, then when you're composing an email, go to Insert > Signature and pick the one you want. This overrides the default signature Outlook would normally add.

Will my signature appear on emails I forward or reply to?

Only if you've set one in the Replies and forwards dropdown. By default, Outlook can use a different signature for replies than for new messages. Many people leave this blank so the signature doesn't clutter email chains.

Can I add my company logo to my signature?

Yes. In the signature editor, click the image icon, browse to your logo file, and select it. The image will appear in your signature on all outgoing emails. Keep the file size small so emails send quickly.

What happens to my signature if I change my password?

Your signature is stored separately from your password and won't be affected by password changes. Signatures remain in Outlook until you delete them.

Can I use the same signature in Outlook on my phone?

Outlook on mobile devices (iPhone, Android) can sync signatures you've created on your desktop, though the process varies by device. Check your phone's Outlook settings under Mail or Accounts to see if signature syncing is enabled.