Add a signature in Outlook 365 through Settings

Open Outlook 365 in your web browser and select the gear icon in the top right corner. Click View all Outlook settings, then navigate to Mail > Compose and reply. Scroll down to the Email signature section, type or paste your signature text into the box, and click Save at the bottom of the page. Your signature will now appear automatically on all new emails you send.

If you use the Outlook desktop application instead of the web version, the process is slightly different. Go to File > Options > Mail > Signatures. Click New, give your signature a name, type your signature in the editing box, and click OK. You can then choose whether this signature appears on all new messages or only on replies.

The web version applies your signature to every outgoing email by default. The desktop version gives you more control — you can create multiple signatures and choose which one to use for each message, or set different signatures for new emails versus replies.

Key Takeaways

  • In Outlook 365 web, your signature is added through Settings > Mail > Compose and reply > Email signature, and it appears on all new emails automatically.
  • In the Outlook desktop application, signatures are managed through File > Options > Mail > Signatures, and you can create multiple signatures to use for different purposes.
  • Web signatures apply to every outgoing message, while desktop signatures can be set to appear only on new emails or only on replies.
  • You can include text, line breaks, and basic formatting in your signature, but Outlook 365 does not support images or complex HTML in the web version.
  • If you have multiple email accounts in Outlook, each account can have its own signature.

Format your signature with text and line breaks

Type your signature exactly as you want it to appear. Press Enter to create line breaks between your name, title, phone number, and other contact details. Outlook 365 preserves these line breaks when the signature is added to your emails.

You can use basic text formatting in the desktop version — bold, italic, and font changes are available in the signature editor. The web version does not offer formatting buttons, so your signature will appear in plain text. If you need a formatted signature in the web version, you can paste pre-formatted text from Word or another document, though the formatting may not always transfer perfectly.

Set different signatures for new emails and replies

In the Outlook desktop application, you can assign one signature to new messages and a different one to replies. Open File > Options > Mail > Signatures, create or select your signatures, and use the dropdown menus under Choose default signature to set which signature appears for new messages and which for replies.

The web version does not offer this level of control — the same signature appears on all outgoing emails. If you need different signatures for different purposes in the web version, you can manually edit the signature before sending each email, or consider using the desktop application for more flexibility.

Add a signature to each email account separately

If you have multiple email accounts configured in Outlook 365, each account can have its own signature. In the web version, your signature settings apply to whichever account you are currently signed into. Switch to a different account and repeat the signature setup process to create a separate signature for that account.

In the desktop application, open File > Options > Mail > Signatures. The Email account dropdown at the top lets you select which account you are setting up a signature for. Create or select a signature for that account, then switch to the next account and repeat.

Troubleshoot a signature that is not appearing

If your signature does not appear on outgoing emails in the web version, check that you saved your changes — click the Save button at the bottom of the Settings page. If you recently created the signature, it may take a few minutes to appear on new emails. Refresh your browser and try composing a new email.

In the desktop application, make sure the signature is set as the default for new messages. Open File > Options > Mail > Signatures and verify that a signature is selected in the New messages dropdown. If you are composing a reply and no signature appears, check that you have also set a default signature for replies in the Replies and forwards dropdown.

If you are using a work or school account, your organization may have disabled the ability to add custom signatures. Contact your IT department or help desk to confirm whether signature customization is turned on for your account.

Frequently Asked Questions

Can I add an image or logo to my Outlook 365 signature?

The web version does not support images in signatures. The desktop application allows you to insert images by opening the signature editor and using the Insert menu, though some organizations restrict this feature. If your workplace blocks image signatures, you can still include a text-based link to your company website or logo.

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 all outgoing emails after you sign back in with your new password.

Can I use the same signature across Outlook on my phone and computer?

Signatures created in Outlook 365 web or desktop sync to the Outlook mobile app automatically. If you set a signature on your computer, it will appear on emails sent from your phone as well, as long as you are signed into the same account.

How do I remove or change my signature?

In the web version, go back to Settings > Mail > Compose and reply > Email signature, delete the text in the box, and click Save. In the desktop application, open File > Options > Mail > Signatures, select your signature, and click Delete. You can also edit an existing signature by selecting it and typing new text in the editor.

Will my signature appear on emails I forward?

By default, your signature appears on forwarded emails in the web version. In the desktop application, you can control this by setting a separate signature for replies and forwards, or by leaving the replies and forwards field empty if you do not want a signature on forwarded messages.