Add a signature in Outlook in three steps
A signature in Outlook is a block of text—your name, title, phone number, or a company disclaimer—that appears automatically at the bottom of every email you send. You create it once in Outlook's settings, and it attaches itself to all outgoing messages without you having to type it again.
The process takes about two minutes. You'll open Outlook's signature settings, write or paste your signature text, and choose which accounts and message types should include it. The signature then appears in the compose window before you send, so you can see exactly how it looks.
The steps differ slightly between Outlook on the web (the version you access through a browser) and Outlook desktop (the application you install on your computer). Both are covered below.
Key Takeaways
- Outlook signatures are created in Settings and apply automatically to all new emails you compose, but not to replies unless you configure that separately.
- Desktop Outlook stores signatures in File > Options > Mail > Signatures, while Outlook on the web uses Settings > Mail > Compose and reply.
- You can create multiple signatures and choose which one to use for each email, or set a default signature that appears in every message.
- Signatures in Outlook can include text, links, and images, but very large images or complex formatting may not display the same way on all devices.
How to add a signature in Outlook desktop
Open Outlook on your computer and go to File in the top left corner. Click Options, then select Mail from the left sidebar. Look for Signatures in the list and click it.
You'll see a window with three sections: one to create a new signature, one showing your existing signatures, and one to set defaults. Click the New button, type a name for your signature (like "Work Signature" or "Professional"), and click OK. The name is just for your own reference—it won't appear in your emails.
In the text box labeled Edit signature, type or paste the text you want to appear at the bottom of your emails. This might be your name, job title, phone number, company name, or any other information. You can format the text using the buttons above the box—bold, italic, font size, and color all work the same way as in a word processor.
Below the text box, you'll see two dropdown menus. The first, Choose default signature, lets you pick which signature appears automatically in new emails. The second, Choose default signature for replies and forwards, controls whether the signature shows up when you reply to someone else's message. Select your signature from both dropdowns if you want it in every message, or leave the second one blank if you only want it on new emails. Click OK to save.
How to add 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. In the left sidebar, click Mail, then scroll down to find Compose and reply.
Under Email signature, you'll see a text box. Click inside it and type or paste your signature. You can use the formatting toolbar above the box to make text bold, italic, change the font, add links, or insert images. Unlike desktop Outlook, the web version shows you a preview of your signature as you type.
If you want your signature to appear in replies and forwards as well as new messages, check the box labeled Automatically include my signature on messages I send. If you leave it unchecked, you'll need to manually add your signature to each reply. Click Save at the bottom of the page.
Creating multiple signatures and choosing which one to use
If you manage multiple email accounts or need different signatures for different purposes, you can create more than one. In desktop Outlook, go back to File > Options > Mail > Signatures and click New again. Name it something different—like "Personal Signature" or "Client Communications"—and type in the text. Click OK.
Now when you compose a new email, you'll see a small signature icon or dropdown in the message window. Click it to choose which signature you want to use for that particular email. You can still set one as the default so it appears automatically, but you can override it on any message.
Outlook on the web only allows one signature per account, so if you need multiple signatures there, you'll have to manually select and paste them, or use desktop Outlook for that feature.
Troubleshooting: signature not appearing in emails
If you've created a signature but it's not showing up, first check that you set it as the default. In desktop Outlook, go back to File > Options > Mail > Signatures and make sure your signature name appears in the Choose default signature dropdown. In Outlook on the web, verify that the text is actually in the signature box and that you clicked Save.
If the signature appears in the compose window but not in the sent email, the problem is usually formatting. Very large images, unusual fonts, or complex HTML can strip out when the email is sent. Try removing images or simplifying the formatting and test again with a new message.
For Outlook on the web, clear your browser cache and refresh the page. Sometimes the signature box doesn't load properly on the first visit. If you're using a work or school account, your organization's IT department may have disabled custom signatures—contact them to check.
Adding images and links to your signature
Both desktop Outlook and Outlook on the web let you add images and hyperlinks to your signature. In desktop Outlook, click inside the signature text box, then click the Insert tab in the signature editor. You can add a picture, a hyperlink, or even a business card image. In Outlook on the web, use the toolbar above the signature box—there's a link icon and an image icon.
Keep images small and in common formats like JPG or PNG. A logo or headshot works well, but a full-size photo can make your email very large and slow to load. If you add a link, make sure it's a complete URL starting with http:// or https://, or Outlook won't recognize it as a link.
Test your signature by sending yourself a test email and opening it on different devices—phone, tablet, and computer. Some email clients display images and formatting differently, so what looks good in Outlook might look different in Gmail or Apple Mail.
Frequently Asked Questions
Does my signature appear in replies and forwards automatically?
Not unless you turn that on. In desktop Outlook, you set it in the signature settings under "Choose default signature for replies and forwards." In Outlook on the web, check the box for "Automatically include my signature on messages I send." If you don't enable it, you'll need to manually add your signature each time you reply.
Can I use different signatures for different email accounts?
In desktop Outlook, yes. Create a separate signature for each account, then set a default for each one in the signature settings. In Outlook on the web, you get one signature per account, so you'd have to manually paste different text if you need variety. If you manage multiple accounts in desktop Outlook, each account can have its own default signature.
What if I want to remove my signature from a specific email?
In desktop Outlook, compose your email normally, then delete the signature text before sending. In Outlook on the web, the signature appears in the compose box—just highlight and delete it. You can also click the signature dropdown in desktop Outlook and select "None" if you've created multiple signatures.
Can I include HTML code or special formatting in my signature?
Desktop Outlook has a button labeled Edit HTML in the signature settings if you want to paste raw HTML code. Outlook on the web uses a visual editor, so you format using the toolbar buttons instead. If you paste HTML into the web version's text box, it will display as plain text, not as formatted code.
Why does my signature look different on my phone than on my computer?
Different email clients render formatting, fonts, and images differently. Stick to standard fonts like Arial or Calibri, avoid very large images, and test your signature on multiple devices before finalizing it. Keep the design simple—plain text with a name and contact info displays consistently everywhere.