Add a signature in Outlook on the web

If you use Outlook through a web browser, your signature settings are in the mail settings menu. Open Outlook, select the gear icon in the top right corner, then choose View all Outlook settings. From there, go to Mail > Compose and reply. You will see a text box labeled Email signature — type or paste your signature there.

Once you have entered your signature text, scroll down and select Save. The signature will now appear at the bottom of every new email you write. If you want your signature to appear on replies and forwarded messages too, check the box that says Automatically include my signature on messages I send. This is already turned on by default for new emails.

You can format your signature with bold, italics, or different text colors using the formatting toolbar above the text box. If you paste a signature from another program, make sure to check how it looks in a test email first — some formatting may not carry over correctly.

Add a signature in Outlook desktop application

In the Outlook desktop app for Windows, go to File > Options > Mail > Signatures. You will see a button that says New — click it and give your signature a name, like "Work" or "Personal". Then type your signature text in the box below.

After you have entered your signature, click OK. Now when you write a new email, your signature will appear automatically at the bottom. If you created multiple signatures, you can choose which one to use for each email by clicking the Signature button in the message toolbar before you send.

On a Mac, the process is similar but the menu path is different. Open Outlook, then go to Outlook > Preferences > Signatures. Create a new signature the same way, and it will be ready to use in your emails.

Key Takeaways

  • In Outlook on the web, your signature goes in Settings > Mail > Compose and reply, in the Email signature text box.
  • In the Outlook desktop app for Windows, signatures are found under File > Options > Mail > Signatures.
  • You can create multiple signatures and choose which one to use for each email you send.
  • Formatting like bold and italics works in signatures, but test it first if you copy from another program.
  • Turn on automatic signatures so they appear on replies and forwarded messages, not just new emails.

Include contact information in your signature

A signature is most useful when it includes information people need to reach you. At minimum, add your full name, job title, and phone number. If you work for a company, include the company name and address. Many people also add their email address, though Outlook already shows this in the message header.

Keep your signature short — three to five lines is standard. Long signatures with graphics or multiple colors can make emails harder to read, especially on phones. If you need to include a company logo or image, test it carefully to make sure it displays correctly when someone receives your email.

Use different signatures for different email accounts

If you have multiple email accounts set up in Outlook, you can create a different signature for each one. In the web version, each account has its own settings, so you will need to log into each account separately and set up a signature for it. In the desktop app, when you create a new signature, you can choose which account it applies to in the dropdown menu labeled New signature for.

This is helpful if you have both a work email and a personal email, or if you manage accounts for different clients. You can also set a default signature for each account so it appears automatically, or leave it blank and choose manually each time you send an email.

Fix a signature that is not appearing

If you have added a signature but it is not showing up in your emails, first check that you saved your changes. In the web version, make sure you clicked Save at the bottom of the settings page. In the desktop app, check that you clicked OK to confirm the signature.

Next, check whether the signature is turned on for the right type of message. In Outlook on the web, the setting Automatically include my signature on messages I send must be checked. In the desktop app, when you compose a new email, look for the Signature button in the toolbar and make sure your signature is selected there. If you are replying to an email, the signature may not appear unless you turned on that setting separately.

If your signature still does not appear after checking these steps, try composing a test email and checking the preview before you send. Sometimes a signature will show in the preview but not in the compose window. If it appears in the preview, your signature is working correctly.

Edit or delete a signature

To change a signature you have already created, go back to the same settings menu where you added it. In the web version, go to Settings > Mail > Compose and reply and edit the text in the Email signature box. In the desktop app, go to File > Options > Mail > Signatures, select the signature you want to change, and edit the text.

To delete a signature in the desktop app, select it from the list and click the Delete button. In the web version, clear all the text from the Email signature box and save. You can create as many signatures as you need and switch between them at any time.

Frequently Asked Questions

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

No, signatures only appear on new emails you compose after the signature is set up. If you want to add a signature to an email you have already written but not sent, you will need to add it manually by typing it at the bottom of the message.

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

Mostly yes, but some formatting may look different depending on what email program the person uses to read your message. Plain text signatures appear the same everywhere. Signatures with colors, fonts, or images may display differently in Gmail, Apple Mail, or other programs. Test your signature by sending an email to yourself and opening it in different programs to see how it looks.

Can I add an image or logo to my signature?

In Outlook on the web, you can insert an image using the formatting toolbar above the signature text box. In the desktop app, click the Insert tab while editing your signature and choose Pictures. Keep images small so your signature does not make emails too large to send quickly.

What if I do not want a signature on one specific email?

In the desktop app, when you compose an email, click the Signature button in the toolbar and select None. In the web version, you can delete the signature text from the bottom of the message before you send. There is no setting to turn off signatures for just one email in the web version, so you will need to remove it manually.

Can I use the same signature in Outlook and other email programs?

Yes. Copy your signature text from Outlook and paste it into the signature settings of your other email program. If your signature includes formatting or images, test it in the other program first to make sure everything displays correctly.