Where to find the signature settings in Outlook

Open Outlook and go to Settings — the gear icon in the top right corner. Select View all Outlook settings, then choose Mail from the left sidebar. Scroll down until you see Compose and reply, and click the arrow next to it to expand that section. You'll see Email signature listed there.

The exact location varies slightly depending on whether you're using Outlook on the web, Outlook for Windows, or Outlook for Mac, but the Settings menu is always your starting point. Once you're in the signature area, you can create a new signature or edit an existing one.

Key Takeaways

  • Your signature settings are in Settings > Mail > Compose and reply > Email signature on Outlook on the web, or in File > Options > Mail > Signatures on Outlook for Windows.
  • You can create multiple signatures and choose which one appears on new messages versus replies, or set one as your default.
  • Signatures can include text, your contact details, a job title, and links, but not images or logos in all versions of Outlook.
  • Once you create a signature, it will automatically appear on outgoing messages unless you turn it off for a specific email.

Creating your first signature on Outlook on the web

In the Email signature box, click Create new. Give your signature a name — something like "Work" or "Professional" — so you can tell it apart if you create more than one later. Type or paste your signature text into the box below. This is where you'll add your name, job title, phone number, email address, or any other information you want to appear at the bottom of your messages.

You can format the text using the toolbar: make it bold, italic, change the font size, or add a link. When you're done, click Save. Outlook will ask whether you want this signature to appear on all new messages, all replies and forwards, or both. Choose what works for you, then click Save again.

Setting up a signature in Outlook for Windows

Click File in the top left, then Options. In the left sidebar, select Mail, then click Signatures. Click New to create a signature and give it a name. Type your signature text in the box labeled Edit signature.

Below that, you'll see two dropdown menus: one for Choose default signature and one for Choose default signature for replies and forwards. You can set different signatures for new messages and for when you're replying to someone, or use the same one for both. Click OK when you're finished.

Adding a signature on Outlook for Mac

Click Outlook in the menu bar at the top, then Preferences. Select Signatures from the list. Click the plus sign to create a new signature and give it a name. Type your signature text in the box on the right side of the screen.

At the bottom, you'll see a dropdown menu for Default signature. Choose which signature you want to use for new messages. If you want a different signature for replies, you can set that separately. Click the red close button when you're done, and your changes will save automatically.

Using multiple signatures for different purposes

You don't have to use the same signature for every message. Create one signature for work emails and another for personal messages, then switch between them when you compose. In Outlook on the web and Windows, when you're writing a message, look for the signature dropdown menu near the bottom of the compose window. Click it and select whichever signature you want for that specific email.

This is useful if you have multiple email accounts in Outlook, or if you want a formal signature for client emails and a casual one for internal team messages. You can also turn off the signature for a single message by selecting None from that dropdown.

What you can and cannot include in a signature

Text, links, and basic formatting work in all versions of Outlook. You can add your name, title, phone number, website URL, and social media links. Outlook will automatically turn URLs into clickable links. You can make text bold or italic, change the font, and adjust the size.

Images and logos are more complicated. Outlook on the web and Outlook for Mac support images, but they may not display correctly for everyone who receives your email — some email clients block images by default. Outlook for Windows has limited image support. If you need a logo or image in your signature, test it by sending a message to yourself and checking how it looks on different devices and email programs before relying on it.

Troubleshooting signatures that don't appear

If your signature isn't showing up on outgoing messages, first check that you've set a default signature in Settings. Go back to your signature settings and confirm that a signature is selected in the Default signature dropdown. If nothing is selected, choose your signature and save.

If you've set a default but it still doesn't appear, check whether you accidentally turned it off for a specific message. When you're composing an email, look for the signature dropdown near the bottom and make sure it's not set to None. If you're using multiple email accounts, also verify that the signature is assigned to the correct account — each account can have its own default signature.

Frequently Asked Questions

Can I have different signatures for different email accounts?

Yes. If you have multiple accounts set up in Outlook, you can create a separate signature for each one. In Settings, make sure you're viewing the signature settings for the correct account before you create or edit a signature. Each account will remember its own default signature.

How do I remove a signature I no longer want?

Go back to your signature settings. Find the signature you want to delete and click the trash or delete icon next to it. If that signature was set as your default, Outlook will ask you to choose a different default before it removes it. You can also simply set your default signature to None if you don't want any signature on your messages.

Will my signature appear the same way for everyone who receives my email?

Mostly, but not always. The recipient's email program controls how it displays. If you use fancy fonts or colors, they may see a different font if their email client doesn't support it. Links and plain text are the most reliable. If you include an image, some recipients may see a blank space until they choose to download images.

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

No. Signatures only appear on new messages you compose after you create them. You cannot add a signature to a message after you've sent it. If you need to add information to a past email, you'll have to send a follow-up message.

What's the difference between a signature and a template?

A signature is a block of text that appears automatically at the bottom of every message. A template is a pre-written message with placeholders that you can customize each time you use it. Signatures are for contact information; templates are for messages you send repeatedly with the same structure but different details.