How to Add a Signature Block in Outlook

Add a signature in Outlook in three steps

A signature block in Outlook is a block of text that appears automatically at the bottom of every email you send. It typically contains your name, job title, phone number, and company information. You create it once in Outlook's settings, and then it attaches itself to outgoing messages without you having to type it each time.

The process takes about two minutes. You'll go to Outlook's signature settings, create a new signature, type in your information, and then set it as your default. The steps differ slightly depending on whether you use Outlook on Windows, Mac, or the web version, but the concept is the same across all three.

Key Takeaways

Outlook signatures are created in the program's settings and then automatically added to every new email you compose.
You can create multiple signatures and choose which one to use for different emails, or set one as your default for all messages.
Signatures in Outlook on the web are simpler than the desktop version and do not support images or complex formatting.
If your signature does not appear on replies or forwarded messages, you may need to adjust your signature settings to include it on those message types.

Create a signature in Outlook on Windows

Open Outlook and go to the File menu at the top left. Click Options, then select Mail from the left sidebar. Look for the Signatures button in the middle of the window and click it.

In the Signatures window that opens, click the New button. Type a name for your signature (for example, "Work Signature" or "Professional"). Click OK. You'll now see a text box where you can type your signature information. Add your name, title, phone number, email, company name, or any other details you want to include. You can format the text using the buttons above the text box — make it bold, change the font, add color, or insert a line break.

Once you've typed your signature, look at the bottom of the window where it says Choose default signature. In the dropdown menu next to New messages, select the signature you just created. If you want the same signature to appear on replies and forwarded messages, do the same in the dropdown next to Replies and forwards. Click OK to save.

Create a signature in Outlook on Mac

Open Outlook and click Outlook in the menu bar at the top. Select Preferences. In the Preferences window, find and click Signatures. On the left side, you'll see a list of your email accounts. Select the account where you want to add the signature.

Click the + button at the bottom left to create a new signature. Give it a name and press Enter. In the text box on the right, type your signature information. Use the formatting buttons above the text box to adjust fonts, colors, or alignment if needed. When you're finished, close the Preferences window. Your signature will now appear on new emails sent from that account.

If your signature does not appear automatically, go back to Preferences, click Signatures, select your account, and make sure your new signature is highlighted. On the right side, check that the dropdown menu under your account name shows your signature selected as the default.

Create a signature in Outlook on the web

Go to Outlook.com or your organization's Outlook web portal and sign in. Click the gear icon in the top right corner and select View all Outlook settings. Click Mail in the left sidebar, then scroll down and click Compose and reply. Scroll down further until you see the Email signature section.

Click in the text box under Email signature and type your signature information. The web version of Outlook does not support images or complex formatting, so stick to plain text or basic bold and italic formatting. When you're done, scroll to the bottom of the page and click Save. Your signature will now appear on all new emails you send from the web version.

Note that signatures created in Outlook on the web only appear when you send email through the web browser. If you use the Outlook desktop app on the same computer, you'll need to create a separate signature there as well.

Add an image or logo to your signature

In Outlook on Windows, open the Signatures window again (File > Options > Mail > Signatures). Click in your signature text box and position your cursor where you want the image to appear. Click the Insert button above the text box, then select Image. Browse your computer for the image file you want to use and click Insert. The image will appear in your signature.

On Mac, the process is similar. In Preferences > Signatures, click in your signature text box where you want the image. Look for the Insert menu or button and select Image. Choose your image file and it will be added to the signature. Keep images small — a logo or headshot works better than a large photo, and it will load faster for recipients.

Outlook on the web does not support images in signatures. If you need a logo or image in your signature and you use the web version, you'll need to switch to the desktop app or use a different email client.

Make your signature appear on replies and forwards

By default, Outlook may not add your signature to emails you reply to or forward. To change this, open the Signatures window (Windows: File > Options > Mail > Signatures; Mac: Outlook > Preferences > Signatures). Look for the section labeled Choose default signature or Default signature.

You'll see dropdown menus for New messages and Replies and forwards. Select your signature from the Replies and forwards dropdown. Click OK to save. Now your signature will appear at the bottom of every reply and forwarded message you send, not just new emails.

Some organizations disable this feature for replies to keep email threads shorter. If you set your signature to appear on replies but it still does not show up, your company's email administrator may have turned off this option for your account.

Edit or delete a signature

To change an existing signature, open the Signatures window the same way you created it (Windows: File > Options > Mail > Signatures; Mac: Outlook > Preferences > Signatures). Click the signature you want to edit from the list on the left. Make your changes in the text box and click OK or Save. The changes will take effect on all new emails you send.

To delete a signature, select it from the list and click the Delete button. If that signature was set as your default, Outlook will ask you to choose a different one. Select a new default signature and click OK. Deleted signatures cannot be recovered, so make sure you no longer need it before you delete.

If you have multiple email accounts in Outlook, you can create a different signature for each account. Open the Signatures window, select the account you want to work with, and create or edit signatures for just that account. This way, your work email can have a professional signature while your personal email has a different one.

Frequently Asked Questions

Can I have different signatures for different email accounts?

Yes. In the Signatures window, select the email account from the list on the left, then create a new signature for just that account. Set it as the default for that account only. When you compose a new email, Outlook will use the signature assigned to whichever account you're sending from.

Why is my signature not showing up on emails I send?

Check that you set the signature as your default in the Choose default signature section. Also verify that you're composing a new message, not replying to one — replies may have a different signature setting. If you're using Outlook on the web and the desktop app on the same computer, remember that each version has its own separate signatures.

Can I use HTML code in my signature?

In Outlook on Windows and Mac, you can paste HTML code directly into the signature text box, and it will render as formatted text. On Outlook on the web, HTML code will appear as plain text and will not be formatted. Stick to the built-in formatting buttons for the web version.

What happens to my signature if I change my password?

Your signature is stored separately from your password and will not be affected by password changes. It will continue to appear on all your emails after you change your password.

Can I add a signature to emails I've already sent?

No. Signatures only appear on new emails you compose after the signature is created. You cannot add a signature to emails that have already been sent. If you need to add information to a sent email, you'll have to send a follow-up message.

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.