How to Add a Signature to Your Outlook Emails

Add a signature in Outlook on the web

A signature appears at the bottom of every email you send and typically includes your name, title, phone number, or other contact details. In Outlook on the web (the version you access through a browser), you add a signature through your account settings, and it takes about two minutes.

Open Outlook in your browser and select the gear icon in the top right corner. Click View all Outlook settings. In the left sidebar, select Mail, then Compose and reply. Scroll down until you see the Email signature section.

Type or paste your signature text into the box. You can format it with bold, italic, or different font sizes using the toolbar above the text box. When you are done, scroll to the bottom of the page and click Save. Your signature will now appear on all new emails you compose.

Add a signature in Outlook desktop (Windows)

The desktop version of Outlook for Windows stores signatures in a different location. Open Outlook and go to File in the top left. Click Options, then select Mail from the left sidebar. Look for the Signatures button and click it.

A window titled Signatures and Stationery will open. Under the E-mail Signature tab, click the New button. Type a name for your signature (for example, "Work" or "Personal") and click OK. Now type your signature text in the large box below.

To make this signature appear automatically on all new emails, find the dropdown that says Choose default signature and select the name you just created. If you want it to appear on replies and forwards too, select it in the second dropdown as well. Click OK to save.

Add a signature in Outlook for Mac

On a Mac, signatures live in a different menu. Open Outlook and click Outlook in the top menu bar, then select Preferences. Click Signatures. On the left side, select the email account where you want to add a signature.

Click the plus sign (+) at the bottom left to create a new signature. Give it a name and type your signature text in the box on the right. You can use the formatting buttons to add bold, italic, or change the font. When you are done, close the window — your changes save automatically.

To set it as your default, click the dropdown next to your account name and select the signature you just created. Now it will appear on all new emails from that account.

Key Takeaways

In Outlook on the web, go to Settings > Mail > Compose and reply, then type your signature in the Email signature box and save.
In Outlook for Windows, open File > Options > Mail, click Signatures, create a new signature, and set it as your default.
On Outlook for Mac, go to Outlook > Preferences > Signatures, create a new signature for your account, and select it as default.
You can format your signature with bold, italic, and different fonts using the toolbar in any version of Outlook.
Once you set a default signature, it appears automatically on every new email you send from that account.

Use different signatures for different accounts

If you have multiple email accounts set up in Outlook, you can create a different signature for each one. In Outlook on the web, you must switch to each account and add a signature separately through Settings. In the desktop version for Windows, the Signatures window shows all your accounts on the left side — select each one and create a signature for it.

On Mac, the Signatures window also lists all your accounts. Click each account name and create a unique signature for it. When you compose a new email, Outlook will automatically use the signature that matches the account you are sending from.

Add a logo or image to your signature

You can insert a company logo, photo, or other image into your signature. In Outlook on the web, click the image icon in the formatting toolbar while you are editing your signature, then upload a file from your computer. Keep the image small — signatures should load quickly and not take up too much space in an email.

In Outlook for Windows, click the image icon in the signature editor. In Outlook for Mac, click the image icon as well. All three versions support common image formats like JPG and PNG. If your image is very large, resize it before uploading so it does not make your emails slow to send or receive.

Edit or remove a signature

To change a signature you have already created, go back to the same location where you added it. In Outlook on the web, return to Settings > Mail > Compose and reply and edit the text in the Email signature box. In Outlook for Windows, go to File > Options > Mail > Signatures, select the signature you want to change, and edit the text.

On Mac, open Outlook > Preferences > Signatures, select the signature, and make your changes. To remove a signature entirely, delete all the text in the box or click the delete button (usually a minus sign or trash icon) next to the signature name. Your emails will no longer include a signature once you remove it.

Troubleshoot when your signature does not appear

If you added a signature but it is not showing up on your emails, first check that you set it as your default. In Outlook on the web, signatures appear only on new messages, not on replies — if you want it on replies too, you must add it manually or use a rule. In Outlook for Windows, make sure you selected the signature in both the New messages and Replies and forwards dropdowns if you want it on both.

On Mac, verify that the signature is assigned to your account in the dropdown menu. If you are using a template or stationery in Outlook for Windows, the signature may not appear because templates override it. Try composing a plain email without a template to test. If the signature still does not appear, sign out of Outlook completely, wait a few seconds, and sign back in.

Frequently Asked Questions

Can I have more than one signature and choose which one to use?

Yes. In Outlook on the web, you can only have one default signature, but you can copy and paste different text manually. In Outlook for Windows and Mac, you can create multiple signatures and select which one to use each time you compose an email by clicking a dropdown menu.

Will my signature appear on emails I send from my phone?

Signatures set in Outlook on the web will appear on emails sent from the Outlook mobile app if you are using the same account. Signatures created in the desktop version may not sync to mobile — check your mobile app settings to add a signature there separately if needed.

Can I add a signature to emails I have already written?

No. Signatures are added only to new emails when you compose them. If you have already written an email without a signature, you must add your contact information manually at the bottom before sending. For future emails, your default signature will appear automatically.

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 your emails after you update your password.

Can I use HTML code in my signature?

In Outlook on the web and Mac, you can use basic HTML formatting, but the editor may not display it correctly. In Outlook for Windows, you can switch to HTML view in the signature editor to write custom HTML code directly.

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.