Where to find the signature settings in Outlook

Your signature settings live in Outlook's preferences, but the exact path depends on which version you use. In Outlook on the web (the browser version), click the gear icon in the top right, then select "View all Outlook settings." Go to "Mail" in the left sidebar, then scroll down to "Compose and reply" and click "Signatures." On Outlook desktop for Windows, open the File menu, select "Options," then "Mail," then "Signatures." On Outlook for Mac, go to "Outlook" in the menu bar, select "Preferences," then "Signatures."

Once you reach the signatures section, you'll see a button to create a new signature. Click it and give your signature a name — something like "Work" or "Personal" so you can tell them apart if you create multiple versions. The name appears only to you in settings, not in your emails.

Key Takeaways

  • Outlook stores signatures in different places depending on whether you use the web version, Windows desktop, or Mac — check your version first to find the right menu.
  • You can create multiple signatures and choose which one to use for each email, or set one as your default for all outgoing messages.
  • Signatures can include text, your contact details, a logo or image, and basic formatting like bold or italics, but not videos or interactive elements.
  • If you use multiple email accounts in Outlook, you can assign different signatures to each account so the right one appears automatically.

Creating a text signature with contact details

In the signature editor box, type out what you want to appear at the bottom of your emails. Most people include their name, job title, phone number, and email address. You can also add your company name, office address, or a website URL. Keep it concise — three to five lines is standard.

Use the formatting toolbar above the text box to make parts of your signature stand out. You can make your name bold, italicize your job title, or change the font color. Highlight the text you want to format, then click the button for that style. Avoid using too many colors or fonts, since some email clients display formatting differently and you want your signature to look professional across all devices.

Adding an image or logo to your signature

To insert a logo or image, click the image icon in the formatting toolbar (it usually looks like a small picture frame). Select the file from your computer. The image will appear in your signature editor, and you can resize it by dragging the corners. Keep images small — under 100 pixels wide is typical — so your signature doesn't take up too much space in the email.

Make sure the image file is saved somewhere you won't delete it later, since Outlook links to the file rather than embedding it. If you move or delete the original image, it won't show up in your emails. For logos you plan to use long-term, save them in a dedicated folder on your computer or in cloud storage like OneDrive.

Setting a default signature for new emails

After you create your signature, you need to tell Outlook when to use it. In the signature settings, look for a dropdown menu labeled "New messages" or "Default signature." Select the signature you just created from the list. This makes it appear automatically at the bottom of every new email you write.

You can also set a separate signature for replies and forwards if you want something different. Some people use a full signature with contact details for new messages but a shorter version for replies. If you don't set a default, you'll have to manually insert your signature each time you send an email.

Using different signatures for different email accounts

If you have multiple email accounts set up in Outlook, you can assign a different signature to each one. In the signature settings, look for a section that lists your email accounts. Select one account, then choose which signature should be the default for that account. Repeat for each account you use.

This is especially useful if you have both a work email and a personal email in the same Outlook window. Your work signature will automatically appear when you send from your work account, and your personal signature when you send from your personal account. You won't have to remember to switch them manually.

Troubleshooting signatures that don't appear

If your signature isn't showing up in your emails, first check that you set it as the default. Go back to the signature settings and confirm the dropdown for "New messages" has your signature selected. If it does, try closing Outlook completely and reopening it — sometimes the change doesn't take effect until you restart the program.

On Outlook for Mac, signatures sometimes don't appear if you're using certain email account types. Try removing and re-adding your email account in Outlook's account settings. On Outlook on the web, clear your browser cache and cookies, then log back in. If you're using a work or school account, your organization's IT department may have disabled signature customization — contact them if nothing you try works.

Frequently Asked Questions

Can I use HTML code in my Outlook signature?

Outlook on the web and Outlook desktop both allow basic HTML, but the editor doesn't show a raw code view. Use the formatting toolbar to style your signature instead. If you need advanced HTML, you can paste it into the signature box in some versions, but test it first by sending yourself an email to make sure it displays correctly.

What happens to my signature if I change my password?

Your signature is stored separately from your password, so changing your password won't affect it. Your signature will continue to appear in your emails as normal. You only need to update your signature if you want to change the content itself.

Can I add a signature to emails I've already written?

No, signatures only appear automatically on new emails you compose. If you've already written an email without a signature, you'll need to type it in manually or copy and paste it. To avoid this, set your default signature before you start writing.

Do signatures appear the same way on all devices?

Signatures usually look the same across devices, but formatting can vary slightly depending on the email client the recipient uses. Text and images display consistently, but some email programs don't support certain fonts or colors. Stick to standard fonts like Arial or Calibri and common colors to ensure your signature looks good everywhere.