How to Add an Email Signature in Outlook

Add a signature in Outlook on the web

If you use Outlook through a web browser, your signature settings are in the same place as other email preferences. 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.

Scroll down until you see the Email signature section. Type or paste your signature text into the box. You can include your name, job title, phone number, website, or any other information you want at the bottom of every message. Outlook will not format this text — what you type is what appears, so if you want line breaks, press Enter between each line.

At the bottom of the settings page, click Save. Your signature is now active and will appear on all new emails you send. Replies and forwards can have a separate signature if you want — check the box next to Use the same signature on replies and forwards if you want the same one for everything.

Add a signature in Outlook desktop application

In the Outlook desktop app for Windows or Mac, go to File > Options (Windows) or Outlook > Preferences (Mac). Look for Mail in the left menu, then select Signatures.

Click the New button to create a signature. Give it a name — something like "Work" or "Professional" — so you can choose between multiple signatures later if you need to. Type your signature text in the editing box below. Unlike the web version, the desktop app lets you format text with bold, italic, different fonts, and colors. You can also insert a logo or image by going to Insert > Image.

Once you finish, click OK. The signature is now saved. To make it appear automatically on new messages, find the dropdown menu that says Choose default signature and select the one you just created. If you want a different signature for replies, use the second dropdown below it.

Key Takeaways

In Outlook on the web, go to Settings > Mail > Compose and reply, then type your signature in the Email signature box and click Save.
In the Outlook desktop app, go to File > Options (or Preferences on Mac), select Signatures, and create a new signature with the formatting you want.
You can set different signatures for new messages and for replies by using the dropdown menus in the desktop app.
Web-based Outlook does not support formatting like bold or colors, but the desktop app does.
Your signature will appear on every outgoing email unless you manually remove it before sending.

Use multiple signatures for different purposes

If you have more than one email account or need different signatures for different situations, both versions of Outlook let you create and switch between them. In the web version, create one signature, save it, then go back to the Email signature section and create another one with a different name. You will then choose which signature to use each time you compose a message.

In the desktop app, the process is the same: create multiple signatures with different names in the Signatures window. When you write a new email, look for the signature dropdown in the message itself — it usually appears near the bottom of the compose area. Click it and select the signature you want for that particular message.

Add a logo or image to your signature

The desktop version of Outlook makes this straightforward. While editing your signature, place your cursor where you want the image to go, then click Insert > Image. Choose the file from your computer. The image will be embedded in your signature and appear on every email.

In Outlook on the web, you cannot insert images directly into the signature box. If you need a logo or image in your signature, you have two options: use the desktop app instead, or copy and paste an image from another source — though this method is less reliable and may not work on all devices or email clients that receive your messages.

What happens when someone replies to your email

By default, your signature appears on new messages you send. When someone replies to you, Outlook includes the original message thread, and your signature from that original message stays visible in the conversation. Your new signature will appear at the top of your reply.

Some people find this creates a cluttered thread with multiple signatures stacked on top of each other. If you want to avoid this, you can turn off the signature for replies in your settings. In the web version, uncheck Use the same signature on replies and forwards. In the desktop app, leave the Choose default signature for replies and forwards dropdown empty.

Troubleshoot a signature that is not appearing

If you created a signature but it is not showing up on your emails, first check that you actually set it as the default. In the web version, go back to Settings and confirm the signature is selected in the Email signature box. In the desktop app, open File > Options > Mail > Signatures and verify that your signature name appears in the Choose default signature dropdown.

If the signature is set as default but still not appearing, try signing out of Outlook completely and signing back in. Close the browser or app entirely, wait a few seconds, and reopen it. Sometimes Outlook needs a fresh start to apply new settings. If you are using the desktop app, restart your computer. If the problem continues after that, check whether your email account has any rules or filters that might be removing content from outgoing messages.

Frequently Asked Questions

Can I use HTML code in my Outlook signature?

The web version of Outlook does not support HTML code directly — it treats everything as plain text. The desktop app also does not have an HTML editor built in, though some workarounds exist for advanced users. For most people, using the formatting buttons in the desktop app (bold, italic, colors, fonts) is the simplest way to make a signature look professional.

What if I have multiple email accounts in Outlook?

You can set a different signature for each account. In the desktop app, create separate signatures and assign each one to a different account in the Signatures settings. In the web version, if you switch between accounts, you will need to set the signature for each account separately in its own settings.

Does my signature appear when I send emails from my phone?

Outlook on mobile devices (iPhone, Android) does not automatically add signatures the same way the desktop or web versions do. You can add a signature manually in the Outlook mobile app settings, but it may not appear on all messages depending on your device and how the app is configured. Check your mobile app's settings under Mail or Signatures.

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

No. Once an email is sent, you cannot edit it or add a signature to it. Signatures only appear on new messages you compose after the signature is created and set as default. If you need to send a corrected version, you will have to write and send a new message.

Why is my signature appearing twice on replies?

This usually happens when you have the signature set to appear on both new messages and replies. Check your settings: in the web version, uncheck Use the same signature on replies and forwards if you only want it on new messages. In the desktop app, leave the replies dropdown empty if you do not want a signature on replies.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.