Where to find your signature settings in Outlook

Your signature settings live in a different place depending on whether you use Outlook on your computer, Outlook on the web, or Outlook on your phone. On a Windows or Mac computer, open Outlook and go to File > Options (Windows) or Outlook > Preferences (Mac). Then select Mail > Signatures. On the web at outlook.office.com, click the gear icon in the top right, then View all Outlook settings > Mail > Compose and reply > Email signature. Phone versions have limited signature control and are covered separately below.

The desktop version gives you the most control, so if you're making a major change, that's where to start. The web version syncs with your desktop version, so changes made in one place eventually appear in the other — though it can take a few minutes.

Key Takeaways

  • Desktop Outlook stores signatures under File > Options > Mail > Signatures, while Outlook on the web uses the gear icon > View all Outlook settings > Mail > Compose and reply.
  • You can create multiple signatures and choose which one to use for new messages versus replies, or set one as your default for all outgoing mail.
  • Signatures sync between desktop and web versions, but changes can take several minutes to appear across all your devices.
  • Phone versions of Outlook have no built-in signature editor, so you must create or edit signatures on a computer or the web.

Creating a new signature on Windows or Mac

Once you're in the Signatures section, click the New button (Windows) or the plus sign (Mac). Type a name for this signature — something like "Work" or "Professional" — so you can tell it apart from others if you create more than one. Then click in the large text box below and type or paste your signature text. This is where you add your name, title, phone number, company name, or any other information you want at the end of your emails.

You can format the text using the buttons above the text box: bold, italic, underline, font choice, and text color all work the same way they do in a regular email. If you want to add a logo or image, click the image icon and browse to the file on your computer. Keep images small — large logos can make your emails slow to load for recipients.

When you're done, click OK to save the signature. It now appears in your signature list and is ready to use.

Setting a default signature for new messages and replies

After you create a signature, you need to tell Outlook when to use it. In the Signatures window, look for the section labeled Choose default signature. You'll see two dropdown menus: one for New messages and one for Replies and forwards. Click the dropdown under New messages and select the signature you just created. This signature will now appear automatically at the bottom of every new email you write.

The Replies and forwards dropdown is separate because many people use a shorter signature for replies — just their name, for example — and a longer one for new messages. If you want the same signature for both, select it in both dropdowns. If you want no signature on replies, select (none) in that dropdown.

Click OK to save these settings. The next time you open a new email, your signature should appear automatically.

Changing your signature on Outlook on the web

On outlook.office.com, click the gear icon in the top right corner, then select View all Outlook settings. In the left sidebar, click Mail, then scroll down and click Compose and reply. You'll see a section called Email signature with a text box. Click in the text box and type or paste your new signature.

The web version does not have separate dropdowns for new messages versus replies — the same signature applies to both. Format your text using the toolbar above the text box, just as you would in desktop Outlook. When you're done, scroll down and click Save at the bottom of the page. Your new signature takes effect immediately for new emails you compose on the web.

If you also use Outlook on your computer, the web signature will sync to the desktop version within a few minutes, but it may overwrite any separate signatures you created there. To avoid confusion, make your signature changes in the desktop version if you use both.

Managing multiple signatures

If you have more than one email account in Outlook, or if you want different signatures for different purposes, you can create as many signatures as you need. In the desktop version, each signature you create appears in the signature list. When you write a new email, you can click the Signature button in the message toolbar and choose which signature to insert — this overrides your default for that one message.

To delete a signature you no longer use, select it in the signature list and click Delete. To edit an existing signature, select it and make your changes in the text box, then click OK. Changes to a signature take effect the next time you use it.

If you have multiple accounts, you can set a different default signature for each account. In the Choose default signature section, look for a dropdown that says Account or Email account. Select the account you want to configure, then set its default signature separately.

Troubleshooting signatures that don't appear

If you've created a signature but it's not showing up in your emails, first check that you've set it as the default. Open the Signatures settings again and confirm that your signature is selected in the New messages dropdown. If it is, close Outlook completely and reopen it — sometimes Outlook needs to restart to apply signature changes.

If you're using Outlook on the web and the signature still doesn't appear, clear your browser cache and reload the page. If you're switching between the web and desktop versions, remember that they sync but don't update instantly — wait a few minutes and check again. On a phone, you cannot set a signature within the app itself, so if you need a signature on mobile, you'll have to add it manually to each message or use the desktop or web version to set it up first.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. In desktop Outlook, go to File > Options > Mail > Signatures, then look for the Account dropdown in the "Choose default signature" section. Select each account and set a different default signature for it. On the web, you can only set one signature per account, and it applies to all messages from that account.

Why is my signature appearing twice in my emails?

This usually happens when you've set a default signature and then manually inserted another one. When you reply to a message, check that you're not adding a second signature through the Signature button in the toolbar. Also check that you haven't pasted your signature into the message body by hand — Outlook may then add the default one on top of it.

Can I add a logo or image to my signature?

Yes, in desktop Outlook. In the Signatures window, click the image icon and select a file from your computer. Keep the image small — under 100 pixels wide is usually safe — so it doesn't slow down email delivery. On the web, you cannot insert images directly into the signature editor, so you'll need to use the desktop version.

Does my signature show up when I forward an email?

It depends on your settings. In desktop Outlook, the Replies and forwards dropdown controls whether a signature appears on forwarded messages. If you want one, select your signature there. On the web, the signature appears on forwards by default if it's set in your email signature settings.

What if I delete a signature by mistake?

If you haven't closed Outlook yet, you can undo the deletion by pressing Ctrl+Z (Windows) or Command+Z (Mac) while the Signatures window is still open. If you've already closed the window, the signature is gone and you'll need to recreate it by clicking New and typing it in again.