A signature block is text that appears automatically at the bottom of every email you send
A signature block is a block of text — usually your name, title, phone number, and company — that Outlook adds to the end of every email you send without you having to type it each time. You create it once in Outlook's settings, and it appears on new messages and replies automatically.
The process differs slightly depending on whether you use Outlook on the web, Outlook on Windows, or Outlook on Mac. Each version stores signatures in a different place, but all three let you create multiple signatures and choose which one to use for different email accounts or situations.
Key Takeaways
- Outlook lets you create a signature block once and have it appear automatically on every email you send.
- You can create multiple signatures and assign different ones to different email accounts or use them selectively.
- The steps to add a signature differ between Outlook on the web, Outlook for Windows, and Outlook for Mac.
- You can include text, links, images, and basic formatting in your signature block.
- Once you create a signature, you can edit or delete it anytime from the same settings menu.
How to add a signature in Outlook for Windows
Open Outlook and go to File in the top-left corner. Click Options, then select Mail from the left sidebar. Scroll down and click Signatures.
In the Signatures window, click New and give your signature a name (for example, "Work Signature" or "Professional"). Type your signature text in the large box below. You can use the formatting buttons above the text box to make text bold, change the font, add links, or insert images. When you're done, click OK.
To make this signature appear automatically on new emails, go back to the Signatures window. Under "Choose default signature", select your signature from the dropdown next to "New messages". If you want a different signature on replies and forwards, select one from the dropdown next to "Replies and forwards". Click OK to save.
How to add a signature in Outlook on the web
Log into your Outlook account at outlook.com. 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 to the "Email signature" section. Type your signature text in the box. You can use the formatting toolbar to add bold, italics, links, or other formatting. Check the box next to "Automatically include my signature on messages I send" if you want it to appear on every email automatically. Click Save at the bottom of the page.
Unlike the Windows version, Outlook on the web does not let you create multiple signatures or assign different signatures to different accounts. You have one signature that applies to all emails from that account.
How to add a signature in Outlook for Mac
Open Outlook and click Outlook in the top menu bar. Select Preferences, then click Signatures. Click the plus sign (+) at the bottom-left to create a new signature and give it a name.
Type your signature text in the box on the right. Use the formatting buttons above the text box to add bold, italics, colors, links, or images. When you're done, close the Preferences window — your signature is saved automatically.
To set this signature to appear automatically, go back to Outlook > Preferences > Signatures. Select your email account from the list on the left, then choose your signature from the dropdown menu next to "Signature". You can set different signatures for new messages and for replies if you want. Close the window to save.
Adding images and links to your signature
All three versions of Outlook let you include images and links in your signature block. In Windows and Mac, click the image icon in the formatting toolbar to insert a logo or photo. In Outlook on the web, click the image icon to upload an image from your computer.
To add a link, highlight the text you want to turn into a link, then click the link icon in the toolbar. Paste the web address (URL) in the box that appears. This works the same way in all three versions. Keep images small — large signature images can make your emails slow to send and receive.
Creating different signatures for different situations
Windows and Mac versions of Outlook let you create multiple signatures. You might have one formal signature for work emails and a casual one for personal emails, or different signatures for different departments. Create each one separately in the Signatures settings, and give each a clear name.
When you compose a new email, look for a dropdown menu or button labeled "Signature" in the message. Click it and choose which signature you want to use for that particular email. If you set a default signature, it will appear automatically — you can still change it before sending.
Editing or removing a signature
To change a signature you've already created, go back to the Signatures settings in your version of Outlook. Find the signature in the list, click it, and edit the text or formatting. Your changes save automatically when you close the settings window.
To delete a signature, open the Signatures settings, select the signature you want to remove, and click the delete button (usually a minus sign or trash icon). Outlook will ask you to confirm. Once deleted, that signature will no longer appear on new emails, but it won't affect emails you've already sent.
Frequently Asked Questions
Can I use different signatures for different email accounts in Outlook?
Yes, in Outlook for Windows and Mac. Create separate signatures for each account, then go to the Signatures settings and assign a different default signature to each account. Outlook on the web does not support this — you have one signature per account.
What if my signature doesn't appear on emails I send?
Check that you set a default signature in the Signatures settings. In Windows and Mac, make sure you selected a signature from the "New messages" dropdown. In Outlook on the web, verify that you checked the box next to "Automatically include my signature on messages I send". If you're composing in plain text mode instead of HTML, signatures may not appear — switch to HTML format.
Can I include my company logo in my signature?
Yes. In Windows and Mac, click the image icon in the formatting toolbar and select your logo file. In Outlook on the web, click the image icon and upload the file. Keep the image under 100 KB so emails send quickly. Make sure you have permission to use the logo before adding it.
Does my signature appear on emails I forward or reply to?
Only if you set it to. In Windows and Mac, you can choose a separate signature for "Replies and forwards" in the Signatures settings. If you don't set one, no signature appears on replies. In Outlook on the web, the same signature appears on all emails unless you manually remove it before sending.
Can I add line breaks or extra spacing to my signature?
Yes. Press Enter to create line breaks between lines of your signature. Use the formatting toolbar to adjust spacing or alignment. In Outlook on the web, you can also paste formatted text from a document if you want precise spacing and layout.