Add a signature in Outlook through the Settings menu

To add a signature in Outlook, open the application and select Settings from the gear icon in the top right. Choose Mail, then scroll down to Compose and reply. Under that section, you'll see Email signature. Click in the text box and type or paste the signature you want to appear on every email you send.

Once you've entered your signature text, Outlook saves it automatically. The signature will appear at the bottom of every new email you compose from that point forward. If you use multiple email accounts in Outlook, you can set a different signature for each one by selecting the account name in the Email signature dropdown before entering your text.

If you want to add formatting to your signature—like bold text, italics, or a company logo—use the formatting toolbar that appears above the signature text box. You can also paste an image directly into the signature field if you want to include a logo or photo.

Key Takeaways

  • Signatures are set through Settings > Mail > Compose and reply > Email signature, not through the compose window itself.
  • Once you save a signature, it appears automatically on every new email you send without you having to add it manually each time.
  • You can create different signatures for different email accounts if you have multiple accounts set up in Outlook.
  • Formatting options like bold, italics, and images can be added to your signature using the toolbar above the text box.

Where to find the signature settings in different Outlook versions

The location of signature settings varies slightly depending on which version of Outlook you're using. In Outlook on the web (the browser version), go to Settings > Mail > Compose and reply. In Outlook for Windows or Mac (the desktop application), the path is the same: Settings > Mail > Compose and reply.

If you're using an older version of Outlook for Windows, you may find signature settings under File > Options > Mail > Signatures instead. Check your version number in Help > About to confirm which path applies to you. The web version and newer desktop versions use the Settings menu consistently.

Set a default signature or choose which one to use

If you create multiple signatures, you can choose which one appears by default on new emails. In the Email signature section, use the dropdown menu labeled New messages to select the signature you want to use automatically. You can also set a different signature for replies and forwards using the Replies and forwards dropdown.

When you compose a new email, the default signature appears at the bottom. If you want to use a different signature for that particular email, click the signature text at the bottom of the compose window and replace it with another one you've created. This is useful if you have a formal signature for business emails and a casual one for internal messages.

Add an image or logo to your signature

To include a company logo or image in your signature, click in the signature text box and position your cursor where you want the image to appear. Then click the image icon in the formatting toolbar (it looks like a small picture frame). Select Upload from this device and choose the image file from your computer.

Keep image file sizes under 100 KB to avoid slowing down email delivery. If your image is larger, resize it before uploading or use an image compression tool. The image will appear in the signature on every email you send, so make sure it looks professional and isn't too large—most people keep logos to about 100 pixels wide.

Troubleshoot if your signature isn't appearing

If you've added a signature but it's not showing up on your emails, first check that you selected the correct account in the Email signature dropdown if you have multiple accounts. Some accounts may not have a signature set. Also verify that the New messages dropdown isn't set to None—if it is, no signature will appear automatically.

If the signature still doesn't appear, try signing out of Outlook completely and signing back in. Sometimes the application needs to refresh to load signature changes. If you're using Outlook on the web, try clearing your browser cache or using a different browser to rule out a caching issue.

Use signature templates for consistency across your team

If you work for an organization that requires all employees to use the same signature format, your IT department may provide a signature template. Ask your IT support team if a template is available—they can often push it to your account automatically or provide instructions for importing it.

To import a signature template, go to Settings > Mail > Compose and reply > Email signature. If your organization has provided an HTML file with the signature, you may be able to paste the code directly into the signature box. Some organizations use third-party tools that manage signatures across all employee accounts, which overrides any signature you create manually.

Frequently Asked Questions

Can I have different signatures for different folders or contacts?

Outlook doesn't allow you to set different signatures based on folders or specific contacts. However, you can create multiple signatures and manually select which one to use when composing each email. If you need signatures to change automatically based on recipient or folder, you would need to use a third-party tool or macro, which requires technical setup.

What happens to my signature if I change my password?

Changing your password does not affect your signature. Your signature is stored separately from your account credentials and will continue to appear on all your emails after a password change. You only need to update your signature if you want to change the text or formatting.

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

No, signatures only appear on new emails you compose going forward. You cannot add a signature to emails that have already been sent. If you need to add information to a sent email, you would have to send a follow-up message.

How do I remove a signature I no longer want?

Go to Settings > Mail > Compose and reply > Email signature. Find the signature you want to delete and select it, then delete all the text in the box. Set the New messages dropdown to None if you don't want any signature to appear automatically. Your emails will no longer include a signature.

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

Most signatures appear the same to recipients, but formatting and images may display differently depending on the email client they use. Plain text signatures are most reliable. If you use colors, fonts, or images, some recipients using older email clients may see them differently or not at all. Test your signature by sending a sample email to yourself or a colleague to check how it looks.