Add a signature in Outlook on Windows or Mac

To add a signature in Outlook, open the application and go to File > Options (Windows) or Outlook > Preferences (Mac). Select Mail, then find Signatures. Click New, give your signature a name, type or paste the text you want, and click Save. You can then set it as your default signature for new messages and replies.

The signature appears at the bottom of every email you send once you've set it as default. You can create multiple signatures if you have different email accounts or want different versions for different purposes — for example, a formal signature for work and a casual one for personal emails. Outlook lets you choose which signature to use each time you compose a message, or you can set one to appear automatically.

If you use Outlook on the web (the browser version), the process is slightly different. Log in to your account, select the gear icon in the top right, go to View all Outlook settings, then Mail > Compose and reply. Scroll to Email signature, type your signature text, and click Save.

Key Takeaways

  • In Outlook desktop, signatures are created through File > Options (Windows) or Outlook > Preferences (Mac), then Mail > Signatures.
  • You can create multiple signatures and choose which one to use for each message, or set one as your default.
  • Outlook on the web uses the settings gear icon and the Compose and reply section to add a signature.
  • Signatures can include text, your name, job title, phone number, and links, but not images in all versions.

What you can include in your signature

A signature can be as simple as your name or as detailed as your full contact information. Most people include their name, job title, company name, phone number, and email address. You can also add a website URL, social media links, or a mailing address.

In Outlook desktop, you can format your signature text — make it bold, change the font, or adjust the size. You can also insert an image, though this works best in Outlook on Windows. If you paste an image into your signature in Outlook on Mac or the web version, it may not display consistently across all recipients' email clients.

Keep your signature concise. Long signatures can make your emails harder to read, especially on mobile devices where space is limited. A signature that takes up more than four or five lines is usually too long.

Set a default signature for new messages and replies

After you create a signature, you need to tell Outlook when to use it. In the Signatures window (File > Options > Mail > Signatures on Windows), you'll see two dropdown menus: one for New messages and one for Replies and forwards. Select your signature from each dropdown.

You can use the same signature for both, or choose different ones. For example, you might want a formal signature on new messages but a shorter one on replies. If you have multiple email accounts in Outlook, you can set a different default signature for each account.

Once you set a default, that signature will appear automatically every time you start a new email. You can still change it before sending if you want to use a different signature for a particular message.

Create different signatures for different accounts

If you have more than one email account set up in Outlook, you can create separate signatures for each one. In the Signatures window, create your first signature and name it clearly — for example, "Work" or "Personal". Then create a second signature with a different name.

When you set defaults, Outlook lets you choose which signature goes with which account. Select your first account from the dropdown at the top of the Signatures window, then set its default signature. Repeat for each additional account. Now when you compose a new email from your work account, your work signature appears automatically, and your personal signature appears when you use your personal account.

Troubleshoot a signature that isn't showing up

If you created a signature but it doesn't appear in your emails, first check that you set it as default. Open File > Options > Mail > Signatures and confirm your signature is selected in the New messages dropdown. If it's not there, select it and click OK.

If the signature still doesn't appear, restart Outlook completely. Close the application and open it again. Sometimes Outlook needs to reload to apply signature changes. If you're using Outlook on the web and your signature isn't showing, clear your browser cache or try a different browser to rule out a display issue.

On Mac, make sure you're in the correct account settings. If you have multiple accounts, the signature settings are separate for each one. Check that you've set the default signature for the specific account you're using to send the email.

Edit or delete a signature

To change a signature you've already created, go back to File > Options > Mail > Signatures (Windows) or Outlook > Preferences > Mail > Signatures (Mac). Select the signature you want to edit from the list, make your changes in the text box, and click Save. The updated signature will appear in your next email.

To remove a signature, select it from the list and click Delete. If that signature was set as your default, Outlook will ask you to choose a new default before you can delete it. You can also simply leave the default signature field blank if you don't want any signature on your emails.

Frequently Asked Questions

Can I add an image to my signature in Outlook?

Yes, in Outlook on Windows you can insert an image by clicking the image icon in the Signatures window. On Mac and Outlook on the web, you can paste an image, but it may not display correctly for all recipients. For the most reliable results across all email clients, stick to text-based signatures.

Why does my signature look different when recipients see it?

Email clients display formatting differently. A signature that looks good in Outlook might appear with different fonts or spacing in Gmail or Apple Mail. Use simple formatting — basic fonts, plain text, and avoid colors or images — to ensure your signature looks consistent for everyone who receives your email.

Can I use a signature on mobile Outlook?

Outlook on mobile (iPhone and Android) uses the signatures you set up in the desktop version. You cannot create or edit signatures directly in the mobile app, but your default signature will appear automatically when you send emails from your phone.

What if I want different signatures for different recipients?

Outlook doesn't automatically choose signatures based on who you're emailing. You can create multiple signatures and manually select which one to use each time you compose a message. Some people create signatures for different purposes — like "Formal" and "Casual" — and pick the right one before sending.