Where to find your signature settings in Outlook
Your email signature lives in Outlook's settings, not in individual emails. The exact path depends on which version you use — desktop, web, or mobile — but all three let you create and edit signatures the same way. You'll find the option under Account Settings or Mail Settings, and you can set up multiple signatures if you need different ones for different purposes.
The fastest way to start is to open Outlook and look for the settings gear icon, usually in the top right corner. From there, search for "signature" in the settings menu. Outlook will show you all your signature options in one place, and you can make changes immediately without restarting the program.
Key Takeaways
- Desktop Outlook stores signatures under File > Options > Mail > Signatures, while Outlook on the web uses Settings > Mail > Compose and reply.
- You can create multiple signatures and assign each one to a different email account or set one as your default for all new messages.
- Signatures can include text, links, images, and your contact information, but keep file sizes small so emails send quickly.
- If you change your signature, only new emails will use the new version — old sent emails keep their original signature.
- Mobile Outlook does not let you create signatures in the app itself, but signatures you set on desktop or web will appear on mobile automatically.
How to add a signature in Outlook desktop
Open Outlook and go to File in the top left corner. Click Options, then Mail in the left sidebar. Scroll down until you see Signatures and click that button. A new window will open showing your signature options.
Click New to create a signature. Outlook will ask you to name it — use something clear like "Work" or "Personal" so you can tell them apart later. Type your name, title, phone number, or any other text you want to appear at the bottom of your emails. You can format the text using the buttons above the text box: bold, italic, font size, and color all work the same way they do in a word processor.
Once you finish typing, click OK. Your signature is now saved. If you want this signature to appear automatically on every new email you write, go back to the Signatures window and use the dropdown menu labeled "Choose default signature" to select it. You can set a different default for replies if you want — for example, a shorter version without your full contact details.
How to add a signature in Outlook on the web
Log into Outlook.com or your work email through the web browser. Click the settings gear icon in the top right corner and select View all Outlook settings. Click Mail in the left sidebar, then Compose and reply. Scroll down to Signatures.
Toggle the switch to turn signatures on. Click in the text box below and type your signature the same way you would in desktop Outlook. You can use bold, italic, links, and other formatting. When you finish, click Save at the bottom of the page. Your signature will now appear on all new emails you send from the web version.
If you have multiple email accounts connected to Outlook, you can set a different signature for each one. Look for the dropdown menu that shows your email address and select which account the signature applies to before you save.
Adding images or logos to your signature
Both desktop and web versions let you insert images into your signature. In desktop Outlook, open the Signatures window again (File > Options > Mail > Signatures), click in your signature text box, and go to Insert > Image. Choose the image file from your computer. Keep the image small — under 100 pixels wide is standard — so your emails don't become too large to send quickly.
In Outlook on the web, click in the signature text box and look for the image icon in the formatting toolbar. Click it and upload an image from your computer. The same size rule applies: smaller images load faster and look better in email.
Images in signatures can be your company logo, a headshot, or a banner with your contact details. Make sure the image is in JPG or PNG format and that it displays clearly at small sizes. Test your signature by sending yourself a test email to see how it looks on different devices.
Setting different signatures for different accounts
If you have more than one email account in Outlook, you can use a different signature for each. In desktop Outlook, open the Signatures window and create a new signature for each account. Then, for each signature, use the dropdown menu at the bottom that says "Choose default signature for new messages" and select which email account it belongs to.
You can also set a separate signature for replies and forwards. For example, your new message signature might include your full title and office address, while your reply signature might be just your name and phone number. This keeps replies shorter and easier to read.
In Outlook on the web, the account dropdown appears at the top of the signature settings. Select the account you want to set a signature for, create or edit the signature, and save. Repeat for each account. When you write a new email, Outlook will automatically use the correct signature based on which account you're sending from.
Editing or removing a signature
To change a signature you've already created, go back to the Signatures window (desktop) or Signatures settings (web) and click on the signature name. Make your changes in the text box and click Save or OK. The new version will appear on all future emails, but emails you've already sent will keep their original signature.
To remove a signature entirely, open the Signatures window or settings, click on the signature name, and click Delete. If that signature was set as your default, Outlook will ask you to choose a new default before it removes the old one. You can also turn off signatures completely by toggling the switch in Outlook on the web or unchecking the "Use this signature by default" option in desktop Outlook.
If you delete a signature by mistake, you can recreate it by following the steps above. Outlook does not keep a backup of deleted signatures, so write down the text if you think you might need it again.
Troubleshooting signatures that don't appear
If your signature is not showing up on your emails, first check that you set it as your default. In desktop Outlook, go back to File > Options > Mail > Signatures and make sure your signature is selected in the "Choose default signature for new messages" dropdown. In Outlook on the web, check that the signature toggle is switched on.
If you're using Outlook on mobile, signatures created on desktop or web will appear automatically — you cannot create or edit them in the mobile app itself. If your mobile signature is missing, sign into Outlook on the web or desktop and confirm that a default signature is set.
Another common issue is that signatures only appear on new emails, not on replies or forwards. If you want your signature on replies too, go back to the Signatures settings and look for the option "Include signature on replies and forwards" (desktop) or set a separate reply signature (web). Some email accounts have this turned off by default.
Frequently Asked Questions
Can I use different signatures for replies than for new emails?
Yes. In desktop Outlook, the Signatures window has separate dropdowns for "New messages" and "Replies and forwards." You can set a longer signature for new emails and a shorter one for replies. In Outlook on the web, create two signatures and assign one to new messages and one to replies in the settings.
Will my signature appear if I use Outlook on my phone?
Yes, but only if you created it on desktop or web first. Mobile Outlook does not have a signature editor built in. Once you set a default signature on desktop or web, it will automatically appear on all emails you send from your phone.
What happens to my signature if I change my password?
Your signature is stored separately from your password and will not be affected. Changing your password does not delete or modify any signatures you have created. Your signature will continue to appear on all new emails after you change your password.
Can I add a signature to emails I've already written but not sent?
No. Signatures only appear when you create a new email or reply to one. If you have already started writing an email, you must manually add your signature text to that message. For all future emails, your default signature will appear automatically.
How do I make my signature appear only on external emails, not internal ones?
Desktop Outlook does not have a built-in option to hide signatures on internal emails. However, some organizations use rules or policies to strip signatures automatically. Contact your IT department to ask if your company has this set up. For web and mobile Outlook, you would need to manually remove the signature before sending internal emails.