How to Add an Email Signature to Outlook

Create a signature in Outlook in three steps

An email signature is a block of text that appears at the bottom of every message you send — usually your name, job title, phone number, and company. Outlook lets you create one signature and apply it to all outgoing mail automatically, or create multiple signatures and choose which one to use for each message.

The process takes about five minutes and works the same way whether you use Outlook on Windows, Mac, or the web version. You write the signature once in the settings, then Outlook adds it to every new email you compose.

If you use multiple email accounts in Outlook, you can create a different signature for each one. You can also set one signature as your default so it appears automatically, and choose a different one when you need it.

Key Takeaways

Open Outlook settings, go to Mail > Signatures, and create your signature text in the editor window.
You can set a default signature that appears on all new messages, and a separate one for replies and forwards.
If you have multiple email accounts, create a signature for each one and assign them separately in the settings.
Signatures can include text, line breaks, and links, but not images or special formatting in the web version of Outlook.
Changes to your signature take effect immediately on new messages, but do not change signatures on emails you have already sent.

Create a signature in Outlook on Windows

Open Outlook and select File in the top left corner. Click Options at the bottom of the menu. In the Outlook Options window, select Mail from the left sidebar, then click Signatures near the bottom of the list.

In the Signatures window, click New and type a name for your signature — something like "Work" or "Professional" so you can tell it apart if you create more than one. Click OK. The cursor will move to the large text box below, where you type the actual signature text.

Type your name, title, phone number, company name, and any other information you want to appear at the bottom of your emails. Press Enter to create line breaks between each piece of information. When you are finished, click OK to save the signature.

If you want this signature to appear automatically on all new messages, go back to the Signatures window, find the dropdown that says New messages, and select your signature from the list. If you want a different signature for replies and forwards, use the Replies/forwards dropdown instead. Click OK again to confirm.

Create a signature in Outlook on Mac

Open Outlook and click Outlook in the menu bar at the top. Select Preferences. In the Preferences window, click Signatures. On the left side, you will see a list of your email accounts; select the account you want to add a signature to.

Click the + button at the bottom left to create a new signature. A text box will appear on the right side. Type a name for your signature in the top field, then type your signature text in the larger box below. Use Enter to create line breaks.

To set this signature as your default for new messages, find the dropdown menu that says Choose default signature and select your signature from the list. If you want a different signature for replies and forwards, use the second dropdown instead. Close the Preferences window when you are done.

Create a signature in Outlook on the web

Go to Outlook.com or your organization's Outlook web portal and sign in. Click the gear icon in the top right corner and select View all Outlook settings. Click Mail in the left sidebar, then scroll down and click Compose and reply.

Scroll down to the Email signature section. Click in the text box and type your signature. You can use Enter to create line breaks, but the web version does not support images or colored text — only plain text and links.

If you have multiple email accounts, you will see a dropdown at the top of the signature section that lets you choose which account the signature applies to. Create a separate signature for each account if you need different ones. When you are finished, click Save at the bottom of the page.

Add links and formatting to your signature

In Outlook on Windows and Mac, you can add a link to your signature by highlighting text, right-clicking, and selecting Hyperlink. Type or paste the web address in the dialog box and click OK. The text will turn blue and underlined, and clicking it will open the link.

You can also make text bold or italic by selecting it and using Ctrl+B or Ctrl+I on Windows, or Command+B or Command+I on Mac. In the web version, use the formatting buttons in the toolbar above the signature box — look for the B for bold and I for italic.

The web version of Outlook does not support images in signatures. If you need to add a company logo or photo, use Outlook on Windows or Mac instead, where you can click Insert and select Pictures to add an image file from your computer.

Use different signatures for different accounts

If you have set up multiple email accounts in Outlook, you can create a separate signature for each one. In Windows, open File > Options > Mail > Signatures. Create a new signature for each account, then use the New messages dropdown to choose which signature goes with which account.

The dropdown shows your email addresses. Select an address, then choose the signature you want to use for that account from the list. Repeat for each account. Now when you compose a new message, Outlook will automatically use the correct signature based on which account you are sending from.

If you switch accounts and want to use a different signature for that message, you can change it manually. In a new email, click Signature in the Insert tab (Windows) or Message tab (Mac) and select a different signature from the menu.

Edit or delete a signature

To change a signature you have already created, go back to the Signatures settings. In Windows, open File > Options > Mail > Signatures. Click the signature name in the list and edit the text in the box below. Click OK to save your changes.

On Mac, open Outlook > Preferences > Signatures, select the account, click the signature name, and edit the text on the right. Close Preferences when you are done. In the web version, go to Settings > Mail > Compose and reply, click in the signature box, make your changes, and click Save.

To delete a signature, select it in the Signatures window and click Delete (Windows and Mac) or highlight it and press Delete (web). If that signature was set as your default, Outlook will stop adding it to new messages. Any emails you have already sent with that signature will not change.

Frequently Asked Questions

Can I have different signatures for different folders or message types?

Outlook does not let you assign signatures to specific folders. You can create multiple signatures and manually choose which one to use for each message, or set one as your default and change it when needed. If you have multiple email accounts, you can assign a different default signature to each account.

Why is my signature not appearing on my emails?

Check that you have set a default signature in the Signatures settings. In Windows and Mac, open the Signatures window and make sure your signature is selected in the New messages dropdown. In the web version, verify that the signature text is in the Email signature box and you have clicked Save. Signatures only appear on new messages, not on emails you have already sent.

Can I add an image or logo to my signature?

Windows and Mac versions of Outlook support images. Click Insert in the signature editor, select Pictures, and choose an image file from your computer. The web version does not support images — you can only use text and links. If you need a logo in the web version, contact your email administrator about other options.

What happens if I change my signature after I have already sent emails?

Changing your signature only affects new messages you compose going forward. Emails you have already sent will keep the old signature. The recipient sees what was in the message when you sent it, and changes to your settings do not change past emails.

Can I use HTML code or special characters in my signature?

Outlook on Windows and Mac accepts basic text formatting through the toolbar, but not raw HTML code. The web version is more limited and only supports plain text, bold, italic, and links. If you need advanced formatting, use Outlook on Windows or Mac and apply formatting through the menus instead of typing code.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.