Outlook 365 can add the same signature to every email you send automatically

An automatic signature in Outlook 365 appears at the bottom of every message you compose without you having to type it each time. You set it up once in your account settings, and from then on it attaches to new emails, replies, and forwards. The process takes about five minutes and works the same way whether you use Outlook on the web, the desktop app for Windows, or Outlook on Mac.

The signature can include your name, job title, phone number, company address, or any text you want. You can also add a logo or image, though that requires a few extra steps. If you send emails from multiple accounts or want different signatures for different purposes, Outlook lets you create more than one and choose which to use for each message.

Key Takeaways

  • Automatic signatures are created in your Outlook account settings, not in individual emails, and appear on all new messages once you turn them on.
  • Outlook on the web, the Windows desktop app, and Mac all have signature settings, but the exact steps differ slightly between each version.
  • You can create multiple signatures and set one as your default, or choose a different signature for each email if you manage multiple accounts.
  • Images and logos can be added to signatures, but they must be uploaded from your computer or a web link rather than pasted directly.

Setting up a signature in Outlook on the web

Open Outlook in your web browser and sign in with your Microsoft account. In the top right corner, click the gear icon to open Settings, then select View all Outlook settings. On the left side, click Mail, then scroll down and click Signatures.

In the signature box, type the text you want to appear at the bottom of your emails. You can format it with bold, italics, or different font sizes using the toolbar above the text box. When you are finished, scroll to the bottom of the page and click Save. The next time you compose a new email, your signature will appear automatically.

If you have multiple email accounts connected to Outlook, you will see a dropdown menu that says Select account to apply signature to. Choose which account should use this signature, or repeat the process for each account if you want different signatures for each one.

Setting up a signature in Outlook desktop app for Windows

Open Outlook on your computer and click File in the top left corner. Select Options, then click Mail on the left side. Look for the Signatures button and click it.

In the window that opens, click New to create a signature. Give it a name (like "Work" or "Professional") and click OK. Type your signature text in the box below. To set it as your default, click the dropdown under Choose default signature and select the name you just created. Click OK twice to save your changes.

The signature will now appear on all new emails you compose. If you want it to appear on replies and forwards as well, go back to the Signatures window and make sure the signature is selected in the dropdown under Replies and forwards.

Setting up a signature in Outlook on Mac

Open Outlook and click Outlook in the menu bar at the top. Select Preferences, then click Signatures. Click the plus sign to create a new signature and give it a name.

Type your signature text in the box on the right. To make this your default signature, click the dropdown next to your email address and select the signature name you just created. Close the Preferences window and your signature will appear on new emails from that point forward.

Adding an image or logo to your signature

In Outlook on the web, click in your signature text box and position your cursor where you want the image to go. Click the image icon in the toolbar (it looks like a small picture frame). Choose Upload from this device and select the image file from your computer. The image will be inserted into your signature.

In the Windows desktop app, click in your signature text box where you want the image. Go to Insert in the ribbon menu and click Pictures. Select your image file and click Insert. In Outlook on Mac, click in the signature box, then go to Insert in the menu and select Picture.

Keep image file sizes small — under 100 KB is ideal — so your emails do not become too large. If your image is a company logo, ask your IT department whether they have a preferred version or size for email signatures.

Managing multiple signatures for different purposes

You can create as many signatures as you need. In Outlook on the web, repeat the signature creation steps and give each one a different name. In the Windows desktop app, click New again in the Signatures window to add another one. On Mac, click the plus sign again.

Once you have multiple signatures, you can choose which one to use for each email. When you compose a new message, look for a dropdown menu or button labeled Signature or Insert Signature. Click it and select the signature you want. If you want one signature to be your default and only change it occasionally, set your most-used signature as the default and manually select a different one when needed.

If you manage multiple email accounts, you can assign a different default signature to each account. This way, your work signature appears automatically on work emails and your personal signature appears on personal emails, without you having to choose each time.

Troubleshooting signatures that do not appear

If you created a signature but it is not showing up on your emails, first check that you saved your changes. In Outlook on the web, scroll to the bottom of the Settings page and look for a Save button. In the desktop app, click OK to close the Signatures window. On Mac, close the Preferences window.

If you set a signature as your default but it only appears on new emails and not on replies, go back to your signature settings and check the dropdown for Replies and forwards. Make sure the same signature is selected there. Some users prefer not to include a signature on replies to keep the conversation shorter, so this setting lets you control that behavior.

If you recently changed your signature and the old one is still appearing, clear your browser cache if you use Outlook on the web, or restart the Outlook app if you use the desktop version. Changes sometimes take a few minutes to take effect across all your devices.

Frequently Asked Questions

Can I have different signatures for different folders or projects?

Outlook does not let you assign signatures to specific folders automatically. Instead, create multiple signatures with different names and manually select the one you need when composing each email. If you send from multiple email accounts, you can set a different default signature for each account, which is the closest Outlook gets to automatic folder-based signatures.

Will my signature appear on emails I send from my phone?

Signatures set in Outlook on the web or the desktop app will appear on emails sent from the Outlook mobile app on iPhone or Android, as long as you are signed into the same account. The mobile app pulls your signature settings from your account, so you do not need to set it up separately on your phone.

What happens to my signature if I change my password?

Your signature is stored in your Outlook account settings, not tied to your password. Changing your password will not affect your signature. You will need to sign back into Outlook after a password change, but your signature will still be there once you do.

Can I use HTML code in my signature?

Outlook on the web does not let you paste raw HTML code directly into the signature box. Use the formatting toolbar instead to create bold text, change colors, and adjust fonts. If you need advanced HTML formatting, you may need to use a third-party email signature tool and copy the result into Outlook, though this method is not officially supported by Microsoft.

How do I remove a signature I no longer need?

In Outlook on the web, go to Settings, click Mail, then Signatures. Delete the text in the signature box and click Save. In the desktop app, open the Signatures window, select the signature you want to remove, and click Delete. On Mac, select the signature and click the minus sign. If it was your default signature, choose a different one as your default before deleting it.