Where to find and edit your signature in Outlook
Your email signature lives in Outlook's settings, not in individual emails. The exact path depends on which version you use. In Outlook on the web (the browser version), go to Settings in the top right, then Mail, then Compose and reply. In Outlook desktop (Windows or Mac), go to File, then Options, then Mail, then Signatures. Once you're there, you'll see a list of existing signatures and a button to create a new one.
The first time you open the signature editor, you may see a default signature already created. You can edit that one or delete it and start fresh. Most people keep one main signature for everyday emails and create a second one for specific purposes — like a formal signature for client work or a brief one for internal messages.
Key Takeaways
- Signatures are stored in Outlook settings, not in individual emails, so you change them once and they apply to all new messages you send.
- In Outlook on the web, go to Settings > Mail > Compose and reply; in Outlook desktop, go to File > Options > Mail > Signatures.
- You can create multiple signatures and choose which one to use for each email, or set one as your default for all new messages.
- Signature changes do not affect emails you have already sent or drafts you have started — only new emails created after you save the change.
Creating a new signature from scratch
Click the New button in the signature editor. You'll be asked to name the signature — something like "Work" or "Professional" helps you remember which one to use. Type a name that makes sense to you, then click OK.
The text box that appears is where you type your actual signature. You can type plain text, or you can format it with bold, italics, font size, and color using the toolbar above the text box. Many people include their name, job title, phone number, and company name. Some add a website or social media handle. Keep it brief — most signatures are three to five lines.
If you want to add a logo or image, click the picture icon in the toolbar. This works best in Outlook desktop; in Outlook on the web, image insertion is more limited. Once you've written and formatted your signature, click Save.
Setting a default signature for new emails
After you create a signature, you need to tell Outlook when to use it. In the signature editor, look for the section labeled "Choose default signature" or similar wording. There are usually two dropdown menus: one for new messages and one for replies and forwards.
Select the signature you want to use for new emails from the first dropdown. If you want a different signature for replies (for example, a shorter one), select that from the second dropdown. You can also choose "None" if you don't want a signature on replies. Click Save when you're done.
From now on, every new email you compose will automatically include your chosen signature at the bottom. If you've set up multiple signatures, you can still override the default by clicking the signature dropdown in the compose window and picking a different one for that specific email.
Editing or deleting an existing signature
To change a signature you've already created, go back to the signature editor and click the name of the signature in the list. Make your changes in the text box — add text, remove text, change formatting, whatever you need. Click Save when you're done.
If you want to delete a signature entirely, select it from the list and click the Delete button. Outlook will ask you to confirm. If that signature was set as your default, Outlook will remove it from the default setting automatically, so you won't accidentally send emails with a deleted signature.
Signature behavior in Outlook on the web versus desktop
Outlook on the web and Outlook desktop handle signatures slightly differently. On the web, you can only use one signature per email account, though you can create multiple signatures and switch between them manually in the compose window. On desktop, you can set different default signatures for different email accounts if you have more than one set up in Outlook.
Desktop Outlook also lets you insert images and links more easily, and the formatting options are more extensive. On the web, the text editor is simpler, and some formatting may not display the same way to recipients depending on their email client. If you use both versions, test your signature in both to make sure it looks right.
Common signature mistakes and how to avoid them
The most common mistake is adding a signature to replies and forwards when you didn't mean to. This can make a thread very long and cluttered, especially in a back-and-forth conversation. Consider setting your reply signature to "None" and only using a signature on new messages. You can always add one manually to a reply if the situation calls for it.
Another mistake is using special characters or unusual fonts that don't display correctly in all email clients. Stick to standard fonts like Arial, Calibri, or Times New Roman, and avoid emoji or symbols that might turn into question marks on someone else's screen. If you do use color or formatting, test it by sending yourself an email and viewing it on your phone and computer to make sure it looks right everywhere.
Finally, don't include sensitive information in your signature. Your signature appears on every email you send, including to people outside your organization. Avoid putting your full home address, personal phone number, or financial account details in a signature.
Frequently Asked Questions
Can I use a different signature for different email accounts in Outlook?
In Outlook desktop, yes — you can set a different default signature for each account. In Outlook on the web, you can create multiple signatures but can only set one as the default for your account. You can manually select a different signature when composing an email to that account.
Why isn't my signature showing up on emails I send?
Check that you've set a default signature in the compose and reply settings. Also make sure the signature is saved — if you edited it but didn't click Save, the changes won't take effect. If you're using Outlook on the web, try refreshing the page. Signatures also don't appear on emails you've already started drafting before you changed the setting.
Can I add a hyperlink or button to my signature?
In Outlook desktop, you can highlight text and click the link icon to add a hyperlink. In Outlook on the web, the link option is more limited. Test any links you add by sending yourself an email to make sure they work for recipients.
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 remain the same until you manually edit or delete it.