How to Change Your Email Signature in Outlook

Where to find and edit your signature

Your email signature in Outlook lives in the settings, not in the message itself. To reach it, open Outlook on your computer and go to File in the top left corner. From there, select Options, then Mail in the left sidebar. Look for Signatures in the middle section — it will show you a button labeled Signatures that opens a new window.

In that window, you will see a list of signatures you have already created (or an empty list if this is your first time). To edit an existing signature, click its name in the list, and the text box on the right will populate with what you have already written. Make your changes directly in that text box. To create a brand new signature, click New, give it a name, and type your signature text into the box.

Once you have made your changes, click OK at the bottom of the window, then OK again to close the Options menu. Your signature is now saved and will appear on new emails you send.

Key Takeaways

Signatures are edited through File > Options > Mail > Signatures, not by typing directly into an email message.
You can create multiple signatures and choose which one to use for each email or set a default signature for all outgoing mail.
Signatures can include text, line breaks, and basic formatting like bold or italics, but not images or links in most Outlook versions.
Changes to your signature take effect when ready on new emails, but do not change signatures on messages you have already sent.

Setting a default signature for all your emails

If you want the same signature on every email you send, you can set it as your default. In the Signatures window (File > Options > Mail > Signatures), look for the dropdown menu labeled Choose default signature. This menu usually appears near the bottom and has two sections: one for new messages and one for replies and forwards.

Select your signature from the dropdown under New messages. If you want a different signature on replies and forwards — for example, a shorter version — you can set that separately in the second dropdown. Once you have made your choices, click OK to save.

Creating multiple signatures for different purposes

You may want different signatures for different situations. For example, a formal signature for work emails and a casual one for internal team messages. Outlook lets you create as many signatures as you need.

In the Signatures window, click New each time you want to add another one. Give each signature a clear name — something like "Work Formal" or "Team Casual" — so you can find it quickly when you are composing an email. Type the text for that signature into the text box, then click OK.

When you send an email, you can choose which signature to use by clicking the arrow next to the Signature button in the message toolbar (it appears near the bottom of the compose window). A dropdown menu will show all your available signatures. Select the one you want, and it will insert into your message.

What you can and cannot include in a signature

Outlook signatures support basic text formatting: you can make text bold, italic, or underlined using the formatting toolbar in the signature editor. You can also change the font, font size, and text color. Line breaks and spacing work as you type them.

Most versions of Outlook do not support images, logos, or clickable links directly in the signature editor. If you need a logo or image, you may need to use a workaround like inserting it manually into each email, or switching to a web-based email client that offers more formatting options. Phone numbers, email addresses, and website URLs can be typed as plain text, but they will not automatically become clickable links in the signature itself.

Fixing a signature that is not appearing on your emails

If you have created a signature but it is not showing up on your emails, check that you have set it as your default. Go back to File > Options > Mail > Signatures and look at the dropdown menu under Choose default signature. If it says None, your signature will not appear automatically. Select your signature from the dropdown and click OK.

Another common issue: if you are replying to or forwarding an email, Outlook may use a different default signature than the one you set for new messages. Check the second dropdown in the Signatures window labeled Replies and forwards and set it to match if you want consistency across all your outgoing mail.

If you are using Outlook on the web (Outlook.com or Microsoft 365 web version), the signature settings are in a different location. Look for Settings (a gear icon), then View all Outlook settings, then Mail > Compose and reply. The signature editor there works similarly but may have slightly different formatting options.

Removing or renaming a signature

To delete a signature you no longer need, open the Signatures window (File > Options > Mail > Signatures), click the signature name in the list, and click the Delete button. Outlook will ask you to confirm. Click Yes, then OK to close the window.

To rename a signature without deleting it, click its name in the list and look for a Rename button (or in some versions, you can right-click the name). Type the new name and click OK. This is useful if you want to keep your signature but give it a clearer label for future reference.

Frequently Asked Questions

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

Signatures created on your desktop Outlook do not automatically sync to the mobile app. On your phone, you will need to set up your signature separately in the Outlook mobile app settings. The process varies slightly by phone type, but generally involves going to Settings > Mail signature and typing your text there.

What happens to my signature if I change my password or update my email account?

Your signatures are stored locally on your computer (or in your Microsoft 365 account if you use cloud sync), separate from your password or account settings. Changing your password or updating your account will not affect your existing signatures. They will continue to appear on your emails as before.

Can I add my job title or company name to my signature automatically?

Outlook does not pull job title or company information from your account settings into the signature automatically. You will need to type this information directly into the signature text box. If your organization uses Microsoft 365 with directory integration, your IT department may be able to set up a global signature that includes this information for all users, but that requires administrator setup.

Why does my signature look different when the recipient opens my email?

Formatting in signatures can display differently depending on the email client the recipient uses. Some email programs strip out colors, fonts, or spacing. To keep your signature readable across all email clients, stick to straightforward formatting: plain text, basic bold or italics, and standard fonts like Arial or Calibri. Avoid unusual colors or complex layouts.

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.