Where to find and edit your signature in Outlook
Your email signature lives in Outlook's settings, not in individual messages. The exact path depends on which version you use — desktop, web, or mobile — but all three let you change it in under a minute.
On Windows or Mac desktop, open Outlook and go to File > Options (Windows) or Outlook > Preferences (Mac). Then select Mail > Signatures. On the web at outlook.com or outlook.office.com, click the gear icon in the top right, select View all Outlook settings, then go to Mail > Compose and reply > Email signature. Mobile apps (iOS and Android) do not let you create signatures in the app itself — you must set them on desktop or web first, then they appear on your phone.
Once you are in the signature editor, you can type or paste your new signature directly into the text box. Outlook saves changes automatically, so you do not need to click a separate save button.
Key Takeaways
- Desktop Outlook stores signatures under File > Options > Mail > Signatures (Windows) or Outlook > Preferences > Mail > Signatures (Mac).
- Outlook on the web requires you to go to Settings > Mail > Compose and reply > Email signature.
- You can create multiple signatures and choose which one to use for new messages versus replies, or set a default for all outgoing mail.
- Mobile apps cannot create signatures — set them on desktop or web first, then they sync to your phone.
- Signatures can include text, links, images, and formatted text like bold or italics, but very large images may not display on all devices.
Creating multiple signatures for different purposes
Outlook lets you save more than one signature and pick which one to use when you compose a message. This is useful if you send mail from multiple accounts, work in different roles, or want formal and casual versions.
In the Signatures window, click New and give your signature a name — something like "Work" or "Formal" or "Quick Reply". Type the content into the text box below. Repeat for each signature you want to create. Once you have saved them, Outlook shows a dropdown menu in the compose window labeled Signature, and you can pick the one you want before you send.
You can also set a default signature that appears automatically in every new message. In the same Signatures window, look for the dropdown that says New messages and select which signature should appear by default. You can set a different default for Replies and forwards if you want — for example, a shorter version for quick responses.
Adding images, links, and formatting to your signature
Outlook's signature editor accepts more than plain text. You can paste images, create hyperlinks, and use bold, italic, and underline formatting. However, keep file sizes in mind: very large images may not load on some email clients or mobile devices, and they can slow down message delivery.
To add an image, click the image icon in the signature editor (the exact location varies by version — look for a small picture or mountain icon). Select a file from your computer. To add a link, highlight the text you want to turn into a link, then click the link icon and paste the URL. For text formatting, select the text and use the bold, italic, or underline buttons in the toolbar.
Test your signature by sending a message to yourself or a colleague and viewing it on different devices — desktop, phone, and tablet. Some formatting may render differently depending on the email client the recipient uses, so simpler signatures tend to display more consistently.
Changing your signature for a specific account
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 a dropdown or section labeled Email account or Choose default signature. Select the account you want to customize, then pick or create the signature you want that account to use.
This is especially useful if you manage both a work email and a personal email in the same Outlook window. You can set a professional signature for your work account and a casual one for personal mail, and Outlook will use the correct one automatically based on which account you are sending from.
Removing or disabling your signature
To remove a signature entirely, open the Signatures window, select the signature you want to delete, and click Delete. If you want to keep the signature saved but stop using it temporarily, go to the New messages dropdown and select (none) instead of a signature name.
If you have already deleted a signature and want to undo that action, you can recreate it by clicking New and typing the content again. Outlook does not have an undo button for deleted signatures, so if you think you might want to use it again, consider renaming it to something like "Archived" instead of deleting it.
Troubleshooting signatures that do not appear
If your signature is not showing up in outgoing messages, first check that you have set a default signature in the New messages dropdown. If that dropdown is set to (none), no signature will appear. Also verify that you are composing a new message, not replying to one — replies use a different default signature setting, which may be set to (none).
If you are using Outlook on the web and your signature is not appearing, try clearing your browser cache and refreshing the page. Sometimes cached data can prevent new settings from taking effect. On desktop, restart Outlook completely — close it and open it again — to ensure the signature settings have loaded.
If you are sending from an account that is not your primary account, double-check that you have assigned a signature to that specific account in the email account dropdown. Signatures are account-specific, so each account needs its own default set.
Frequently Asked Questions
Can I use the same signature across multiple devices?
Yes. If you set your signature on Outlook on the web or in the desktop version, it syncs to other devices where you are signed into the same account. Mobile apps pull the signature you created on desktop or web, so you do not need to set it up separately on your phone.
Will my signature appear in emails I forward?
By default, no — forwarded messages do not include your signature. Only new messages and replies use the signature you set. If you want a signature on a forwarded message, you would need to add it manually by editing the message before you send it.
What happens to my signature if I change my password?
Your signature is stored separately from your password, so changing your password does not affect it. Your signature will remain the same unless you manually edit or delete it.
Can I include HTML code in my signature?
In desktop Outlook, you can paste HTML code directly into the signature editor, and it will render as formatted content. On Outlook on the web, the editor is more limited and may not support all HTML tags. Test any complex HTML on the version you use most often before relying on it.
Why does my signature look different on my phone than on my computer?
Different email clients render formatting differently. Images may scale down on mobile, colors may shift, and some fonts may not display as expected. To avoid this, use simple formatting, keep images small, and test your signature by sending messages to yourself on both desktop and mobile devices.