Where to find your signature settings in Outlook

Your email signature lives in Outlook's settings, not in your email itself. The path depends on which version you use — Outlook on the web (the browser version), Outlook desktop for Windows, or Outlook for Mac all keep signatures in different places.

If you use Outlook on the web, sign in at outlook.office.com, click the gear icon in the top right, then select "View all Outlook settings". Go to "Mail" and then "Compose and reply". Your signature box is there. If you use Outlook desktop on Windows, open Outlook, go to "File" at the top left, then "Options", then "Mail", then "Signatures". On Mac, open Outlook, click "Outlook" in the menu bar, select "Preferences", then "Signatures".

Key Takeaways

  • Outlook stores signatures in settings, not in individual emails — changing it once updates all future emails you send.
  • You can create multiple signatures and choose which one to use for each email, or set a default that appears automatically.
  • Signatures in Outlook on the web, Windows desktop, and Mac are stored separately — changing one does not change the others.
  • You can include text, links, and images in your signature, but keep file sizes small so emails do not become slow to send.

Creating a new signature from scratch

Once you are in the signature settings, click "New" (or the plus sign) to create a signature. Give it a name — something like "Work" or "Professional" — so you can tell it apart if you create more than one later.

Type or paste your signature text into the box. This is where you put your name, job title, phone number, company name, or any other information you want at the bottom of every email. You can format the text using the buttons above the box: bold, italic, underline, font choice, and text color all work the same way they do in a word processor.

If you want to add a link — to your website, your LinkedIn profile, or anything else — highlight the text you want to turn into a link, click the link button (it looks like a chain), and paste the web address. If you want to add an image like a company logo, click the image button and upload the file from your computer.

Setting a default signature

Once you have created a signature, you can tell Outlook to add it automatically to every new email you write. In the signature settings, look for the dropdown that says "New messages" or "Default signature" (the exact wording varies by version). Select the signature you just created from the list.

You can also set a different signature for replies and forwards if you want — some people use a shorter version for those. Just select a different signature from the "Replies and forwards" dropdown if that option appears.

If you do not set a default, Outlook will not add a signature automatically. You will have to manually insert one each time you send an email, which you can do by clicking "Signature" in the compose window and picking the one you want.

Managing multiple signatures

You can create as many signatures as you need. Some people keep one for work emails, one for personal emails, and one for formal letters. Each one is stored separately, and you choose which one to use when you compose an email.

To create another signature, go back to the signature settings and click "New" again. Give it a different name so you can tell them apart. You can set one as your default (the one that appears automatically), and manually pick a different one whenever you need it.

To delete a signature you no longer use, find it in the list, select it, and click "Delete". This does not affect any emails you have already sent — it only removes the signature from your settings so you cannot use it for new emails.

Fixing common signature problems

If your signature is not appearing on new emails, check that you actually set a default. Go back to the signature settings and make sure something is selected in the "New messages" dropdown. If nothing is selected, pick your signature from the list.

If your signature appears on replies and forwards when you do not want it to, look for the "Replies and forwards" dropdown in the signature settings. You can set it to "None" so a signature does not get added automatically to those emails. You can still insert one manually if you need it.

If you created a signature in Outlook on the web but it is not showing up in your desktop version (or vice versa), that is normal — they are separate. You will need to create the signature again in whichever version you want to use it in. The two versions do not share signature settings.

Adding images and keeping file size down

Images in signatures — like a company logo or a photo — make emails larger. If your signature image is very large, it can slow down sending and receiving, especially for people with slow internet. Before you add an image, make sure it is not bigger than 100 kilobytes (KB). Most image editing tools or even your phone can shrink an image down to that size.

When you insert an image into your signature, Outlook embeds it in every email you send. That means every single email will carry that image file. Keeping it small is a courtesy to the people receiving your emails, especially if they are on slow connections or have limited data.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. If you have multiple email accounts set up in Outlook, you can create separate signatures for each one. In the signature settings, look for a dropdown at the top that lets you pick which account you are setting up. Create a signature for each account, and Outlook will use the right one depending on which account you are sending from.

What if I want no signature on some emails?

If you have a default signature set, you can remove it from individual emails. Open the email you are composing, click "Signature" in the toolbar, and select "None". That email will send without a signature even though your default is set. For the next email, the default will come back.

Can I include my phone number or address in my signature?

Yes, you can type anything you want into your signature. Keep in mind that your signature appears in every email you send, so anyone who receives your email will see that information. Only include details you are comfortable sharing with everyone who gets your messages.

Why is my signature not showing up in the Outlook mobile app?

Signatures created on desktop or web do not always sync to the Outlook mobile app. You may need to create your signature again in the mobile app settings, or use the web version to compose emails if you need your signature. Check your mobile app settings under "Mail" or "Compose" to see if signature options are available.