Where to find the signature settings in Outlook

Outlook stores signature settings in different places depending on whether you use the desktop app, the web version, or Outlook on your phone. On Windows or Mac, open Outlook and go to File > Options (Windows) or Outlook > Preferences (Mac). Look for Mail in the left menu, then select Signatures. On the web at outlook.com, click the gear icon in the top right, choose View all Outlook settings, then navigate to Mail > Compose and reply.

The mobile app (Outlook for iOS or Android) does not let you create signatures directly in the app itself. Instead, you set up your signature on the desktop or web version, and it will appear automatically when you send mail from your phone.

Key Takeaways

  • Desktop Outlook stores signatures under File > Options > Mail > Signatures (Windows) or Outlook > Preferences > Mail > Signatures (Mac).
  • Outlook on the web uses the gear icon > View all Outlook settings > Mail > Compose and reply to access signature settings.
  • You can create multiple signatures and choose which one to use for each email account or set a default for all outgoing mail.
  • Signatures can include text, images, links, and contact details, but keep file sizes small if you add graphics.
  • Mobile Outlook does not have a signature editor; signatures created on desktop or web will appear automatically on messages sent from your phone.

Creating a new signature on Windows

In the Signatures window, click the New button to create a signature. You will be asked to name it — use something descriptive like "Work" or "Professional" so you can tell your signatures apart. Type your signature text directly into the box below. You can format the text using the buttons above: bold, italic, underline, font choice, and font size all work the same way as in a word processor.

If you want to add an image (like a company logo), click Insert Image and select the file from your computer. Keep images small — under 100 KB is best — so your emails do not become too large. You can also insert a hyperlink by highlighting text and clicking the link button, which is useful if you want your email address or website to be clickable.

Once you have finished editing, click OK to save the signature. If you have multiple email accounts set up in Outlook, you can choose which signature appears by default for each account in the dropdown menu labeled Choose default signature.

Creating a new signature on Mac

Open Outlook and go to Outlook > Preferences > Signatures. Click the plus sign (+) at the bottom left to create a new signature and give it a name. Type your signature content into the text box on the right side of the window. Use the formatting toolbar above the text box to add bold, italic, color, font changes, or alignment.

To add an image, click Insert Image and choose the file. Mac Outlook also lets you insert a link by selecting text and clicking the link icon. When you are done, close the Preferences window — your signature is saved automatically. In the same Preferences window, you can set a default signature for each email account by selecting the account name on the left and choosing your signature from the dropdown.

Setting up a signature on Outlook.com

Log into outlook.com and click the gear icon in the top right corner. Select View all Outlook settings, then go to Mail > Compose and reply. Scroll down until you see the Email signature section. Type your signature directly into the text box provided.

The web version offers basic formatting: you can make text bold, italic, or underlined, change the font and size, add links, and adjust text color. To add an image, click the image icon and upload a file from your computer. When you are finished, scroll to the bottom and click Save. Your signature will now appear automatically on all emails you send from outlook.com.

Using different signatures for different emails

You do not have to use the same signature for every email. In Outlook desktop, after you create multiple signatures, you can choose which one to use each time you send a message. When you start a new email, look for a small arrow or menu near the signature area at the bottom of the compose window. Click it to select a different signature before you send.

You can also set different default signatures for different email accounts. If you have both a work account and a personal account in Outlook, go back to the Signatures settings and assign a different signature to each account. Then Outlook will automatically use the right signature based on which account you are sending from.

Troubleshooting signatures that do not appear

If your signature is not showing up on new emails, check that you have set a default signature. In the Signatures window, make sure a signature is selected in the dropdown menu next to New messages or Replies and forwards. If the dropdown shows (none), click it and choose your signature.

On Outlook.com, signatures sometimes do not appear if you have turned on the Focused Inbox feature or if you are using a template. Try composing a plain email without a template to see if the signature appears. If you recently created the signature, log out of Outlook.com completely and log back in — this forces the browser to refresh and load your new settings.

If you added an image to your signature and it is not showing, the image file may be too large or the link to it may be broken. Try removing the image and re-adding it, or replace it with a smaller version. On desktop Outlook, you can also try restarting the application entirely.

Frequently Asked Questions

Can I have a different signature for replies than for new emails?

Yes. In the Signatures window on desktop Outlook, you will see separate dropdowns for New messages and Replies and forwards. You can assign one signature to new emails and a different one to replies. On Outlook.com, the web version applies the same signature to both new messages and replies.

What happens to my signature if I change my password?

Your signature is stored separately from your password and will not be affected by password changes. It will continue to appear on your emails as usual.

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

No. Signatures are added automatically when you create a new email or reply. If you have already written and saved a draft, you can manually type your signature at the bottom, or delete the draft and start a new email so the signature appears automatically.

Will my signature appear the same way to everyone who receives my email?

Most of the time, yes — but formatting can vary slightly depending on the email client the recipient uses. Plain text signatures appear the same everywhere. Signatures with colors, special fonts, or images may look slightly different in some email programs, especially older ones or mobile apps.

How do I remove a signature I no longer want?

In the Signatures window, select the signature you want to delete and click the Delete button. If it was set as your default, Outlook will ask you to choose a different default before removing it. On Outlook.com, go back to the email signature settings and clear the text box, then click Save.