Adding a signature in Outlook takes three steps: create the signature text, set it as your default, and choose whether it appears on new messages, replies, or both

A signature in Outlook is a block of text that appears automatically at the bottom of your emails — typically your name, title, phone number, or a company disclaimer. You create it once in Outlook's settings, then it attaches to every message you send without you having to type it again. The process differs slightly depending on whether you use Outlook on Windows, Mac, or the web version, but the core steps are the same.

This guide covers the Windows desktop version of Outlook, which is the most common setup. If you use Outlook on the web (outlook.office.com) or Mac, the steps are similar but the menu locations change slightly — we'll note those differences as we go.

Key Takeaways

  • Signatures are created in Outlook's settings under File > Options > Mail > Signatures, not in a message itself.
  • You can create multiple signatures and choose which one to use for different email accounts or situations.
  • You can set a signature to appear on new messages only, replies and forwards only, or both.
  • If you use multiple email accounts in Outlook, you can assign a different default signature to each one.
  • Changes to your signature take effect immediately on new messages but do not change emails you have already sent.

Creating a signature in Outlook on Windows

Open Outlook and go to File in the top left corner. Click Options, then select Mail from the left sidebar. Look for Signatures in the list and click it.

In the Signatures window, click the New button. Outlook will ask you to name your signature — something like "Work" or "Professional" is fine. Type the name and click OK. Now you have a blank text box where you can type your signature. Add whatever text you want: your name, job title, phone number, company name, or a legal disclaimer. You can format the text using the buttons above the box — bold, italic, font size, and color are all available.

Once you have typed your signature, decide when you want it to appear. Under "Choose default signature", you will see two dropdowns: one for new messages and one for replies and forwards. Select your signature name from whichever dropdown applies to you. Most people set the same signature for both, but you can choose different ones if you want a shorter version for replies.

Adding a signature in Outlook on the web

Go to Settings (the gear icon in the top right). Click View all Outlook settings, then select Mail from the left sidebar. Look for Compose and reply and expand it.

Scroll down to Email signature and click in the text box. Type your signature directly — there is no separate "create" step like in the desktop version. The web version does not offer as much formatting, but you can use bold and italic if you highlight text first. When you are done, click Save at the bottom of the page. Your signature will now appear on all new messages and replies automatically.

Adding a signature in Outlook on Mac

Open Outlook and go to Outlook in the menu bar at the top. Click Preferences, then select Signatures. Click the + button at the bottom left to create a new signature and give it a name.

Type your signature in the text box on the right. Use the formatting buttons above the box to adjust font, size, and color. When you are done, drag your signature name from the left column onto the email account you want to use it with (shown in the middle column). This sets it as the default for that account. If you have multiple accounts, you can assign different signatures to each one.

Using multiple signatures for different situations

You do not have to use the same signature for every email. In Outlook on Windows, you can create as many signatures as you want by repeating the New button step. Name them clearly — "Work", "Personal", "Formal", or "Quick Reply" — so you can find them later.

When you compose a new message, look for the Signature button in the Insert tab (Windows) or the Message tab (Mac). Click it and choose which signature you want to use. This overrides your default signature for that one message only. On the web version, you cannot switch signatures mid-compose, so you would need to set your default before writing.

Editing or removing a signature

To change a signature you have already created, go back to the Signatures settings (File > Options > Mail > Signatures on Windows, or Outlook > Preferences > Signatures on Mac). Click the signature name in the list, edit the text in the box, and click Save. The changes apply to all future emails using that signature.

To delete a signature, select it in the list and click Delete. If that signature was set as your default, Outlook will ask you to choose a new default before you can proceed. Deleting a signature does not affect emails you have already sent — it only stops the signature from appearing on new messages going forward.

Common issues and fixes

If your signature is not appearing on new messages, check that you have actually set it as the default. Go back to Signatures settings and make sure a signature name appears in the "New messages" dropdown. If the dropdown is blank, select your signature and click OK.

If your signature appears on replies when you do not want it to, go to Signatures settings and clear the "Replies and forwards" dropdown. Leave it blank if you only want the signature on new messages. In Outlook on the web, there is no separate control for this — the signature appears on everything — so if you need different behavior, you may need to use the desktop version instead.

If you recently changed your signature but old emails still show the old one, that is normal. Outlook only applies the current signature to new messages you compose. Sent emails are not retroactively updated. If you need to change a signature on an already-sent email, you would have to forward it with a corrected version.

Frequently Asked Questions

Can I include a logo or image in my signature?

Yes, but only in Outlook on Windows and Mac. In the Signatures window, click where you want the image to go, then use the Insert menu to add a picture from your computer. The web version does not support images in signatures. If you need a logo in web-based Outlook, you would have to add it manually to each message.

What if I have multiple email accounts in Outlook?

You can set a different default signature for each account. In Windows, go to Signatures settings and use the "Choose default signature" dropdowns to pick which signature goes with which account. On Mac, drag each signature onto the account name in the middle column. The web version applies one signature to all accounts.

Can I add a signature to emails I have already written but not sent?

No, Outlook only adds the signature when you first create a new message. If you have already started composing, you can manually insert it by going to Insert > Signature (Windows) or Message > Signature (Mac) and selecting the one you want. On the web, you would have to delete the message and start over.

Does my signature get sent to everyone I email?

Yes, your signature appears in the body of the email, so anyone who receives it will see it. They cannot remove it or hide it on their end — it is part of the message text. If you want to hide your signature from certain people, you would have to delete it manually before sending that particular email.

Can I use different signatures for different folders or contacts?

Outlook does not have a built-in way to automatically assign signatures based on folder or contact. You can only set a default signature per account or per message type (new vs. reply). If you need a signature to change based on who you are emailing, you would have to manually select the right signature each time you compose.