Where to find the signature settings in Outlook

Your signature settings live in Outlook's account preferences, not in the compose window. The exact path depends on which version of Outlook you use — desktop, web, or mobile — but the principle is the same: you create the signature once, and Outlook adds it to every outgoing message automatically.

In Outlook desktop (Windows or Mac), go to File > Options (Windows) or Outlook > Preferences (Mac). Look for Mail in the left menu, then select Signatures. In Outlook on the web, click the gear icon in the top right, then View all Outlook settings > Mail > Compose and reply. Scroll down to Email signature.

Key Takeaways

  • Desktop Outlook stores signatures in File > Options > Mail > Signatures (Windows) or Outlook > Preferences > Mail > Signatures (Mac).
  • Outlook on the web keeps signature settings in the gear icon > View all Outlook 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 Outlook does not have a built-in signature editor, but you can set a signature through the web version and it will appear on messages sent from the phone app.
  • Signatures can include text, links, images, and formatting, but very large images or complex layouts may not display correctly on all devices.

Creating a new signature in desktop Outlook

Once you open the Signatures window, click the New button 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. Type or paste your signature text into the large box below.

You can format the text using the buttons above the text box: bold, italic, underline, font choice, and text color. If you want to add a clickable email link, highlight the text you want to link, click the link icon (it looks like a chain), and type your email address. To insert an image — like a company logo — click Insert Image and choose the file from your computer.

At the bottom of the window, you will see two dropdown menus: one for New messages and one for Replies and forwards. If you want this signature on every new email you write, select it in the New messages dropdown. If you want a different signature (or no signature) on replies, set that separately. Click OK to save.

Setting up a signature in Outlook on the web

In the web version, the text box for your signature is simpler than desktop Outlook. Type or paste your signature text directly. You can make text bold or italic using the formatting toolbar, add a link by highlighting text and clicking the link icon, or insert an image by clicking the image icon.

The web version does not let you create multiple signatures or choose different ones for new messages versus replies. Whatever you set here will appear on all outgoing mail from that account. If you need multiple signatures, you will need to use desktop Outlook instead, or manually add different signatures to different types of messages.

Adding images and links to your signature

Images in signatures should be small — under 100 KB — and in a common format like JPG or PNG. Large images slow down email delivery and may not display on all devices, especially on phones. If you are adding a company logo, ask your IT department for a version that is already sized for email signatures.

Links in signatures work best when they are short and clear. If you add a link to your website or social media, test it after you save the signature by sending yourself a test email and clicking the link. In desktop Outlook, you can also add a link to your phone number or physical address using special formats — right-click in the signature box and look for Hyperlink options — but these work only if the recipient's email client supports them.

Using different signatures for different accounts

If you have multiple email accounts set up in Outlook, you can create a separate signature for each one. In desktop Outlook, when you create a new signature, the dropdown at the bottom shows which account it applies to. Make sure you select the correct account before you save.

In Outlook on the web, you can only set one signature per account, and it applies to all mail sent from that account. If you switch between accounts frequently and want different signatures, you will need to change the signature manually each time, or use desktop Outlook where you can set defaults per account.

Troubleshooting signatures that do not appear

If your signature is not showing up on outgoing mail, first check that you actually selected it in the dropdown menus. In desktop Outlook, open Signatures again and confirm that your signature name appears in the New messages or Replies and forwards field. If it is blank, select your signature from the dropdown and click OK.

If the signature is set but still not appearing, try closing and reopening Outlook. Sometimes the change does not take effect until you restart the program. If you are using Outlook on the web and the signature still does not appear after you refresh the page, try a different browser or clear your browser cache.

If your signature contains an image and the image is not showing up, the file may have been moved or deleted from your computer. In desktop Outlook, open Signatures again, click the signature name, and re-insert the image using the Insert Image button. Make sure the image file stays in the same location on your computer, or Outlook will not be able to find it.

Frequently Asked Questions

Can I use different signatures for different recipients?

Outlook does not have a built-in way to automatically choose a signature based on who you are emailing. You can create multiple signatures and manually select which one to use each time you compose a message, but you cannot set a rule that says "use Signature A for internal emails and Signature B for external ones." Some third-party tools add this feature, but they require additional software.

What happens to my signature if I change my password?

Your signature is stored separately from your password, so changing your password will not affect it. The signature will continue to appear on outgoing mail as long as your account is still set up in Outlook.

Can I add my signature to emails I have already written?

No. Signatures are added automatically when you create a new message or reply. If you have already written an email and saved it as a draft without a signature, you will need to manually type or paste your signature at the bottom before you send it.

Why does my signature look different on my phone than on my computer?

Mobile email clients display formatting differently than desktop versions. Bold text, colors, and images may not look the same on a phone. Keep your signature simple — plain text with a basic link works on all devices. If you use images, test how they look on a phone before you finalize the signature.

Can I schedule my signature to change on a certain date?

Outlook does not have a built-in scheduling feature for signatures. If you need to change your signature on a specific date, you will need to manually update it in your signature settings on that day. Some organizations use third-party tools or scripts to automate this, but the standard Outlook application does not support it.