Where to find and change your signature

Your email signature in Outlook lives in the settings, not in the message itself. To reach it, open Outlook and look for the gear icon in the top right corner — click it and select View all Outlook settings. From there, go to Mail in the left sidebar, then scroll down to find Compose and reply. Under that section, you'll see Email signature.

If you use Outlook on the web (the browser version), the path is the same: gear icon, then View all Outlook settings, then Mail > Compose and reply > Email signature. The desktop version of Outlook (the program you read) works differently — see the section below for those steps.

Key Takeaways

  • In Outlook on the web, your signature settings are in the gear icon under Mail > Compose and reply > Email signature.
  • In the desktop version of Outlook, go to File > Options > Mail > Signatures to edit or create a new signature.
  • You can set different signatures for new messages and for replies, and you can create multiple signatures to use for different purposes.
  • Outlook will not automatically add your signature to every message — you must select it from the Insert menu or set it as your default in settings.

Editing your signature in Outlook on the web

Once you're in the Email signature section, you'll see a text box where your current signature appears (or an empty box if you haven't created one yet). Click in the box and edit the text directly — delete what you don't want, add what you do, and use the formatting buttons above the box to make text bold, italic, or a different color. You can also add a link by highlighting text and clicking the link icon.

When you're done, scroll down and click Save. Outlook will remember this signature, but it won't automatically add it to every message you send. You'll need to insert it manually each time, or set it as your default signature so it appears in every new message (see the next section for how to do that).

Setting a default signature so it appears automatically

If you want your signature to show up in every new message without you having to insert it each time, you need to set it as your default. In the Email signature section, look for the dropdown menu that says Default email signature and select the signature you want to use. This applies to new messages only — replies won't include it unless you also set a default for replies.

If you want a different signature for replies and forwards, there's a separate dropdown for that: Default signature for replies and forwards. You can choose the same signature for both, or pick a shorter version for replies. Once you've made your choices, click Save at the bottom of the page.

How to edit your signature in the desktop version of Outlook

The desktop Outlook program (the one you read and install on your computer) stores signatures in a different place. Open Outlook and click File in the top left corner. Then select Options, and in the window that opens, click Mail on the left side. Look for the Signatures button — it's usually in the middle of the window — and click it.

A new window will open showing your signatures. Click New to create a new signature, or click an existing signature to edit it. Type or paste your signature text in the large box, use the formatting buttons to style it, and click OK when you're done. Then set your default signature using the dropdowns at the bottom of the Signatures window, just as you would in Outlook on the web.

Creating multiple signatures for different purposes

You don't have to use the same signature for every message. In both Outlook on the web and the desktop version, you can create as many signatures as you need — one for work, one for a side business, one for formal messages, one for casual ones. Each signature is stored separately and you can switch between them when you're composing a message.

To create a new signature, go to the Signatures section (gear icon > Mail > Compose and reply > Email signature on the web, or File > Options > Mail > Signatures on desktop) and click New. Give it a name that tells you what it's for — "Work" or "Freelance" or "Personal" — then type the signature text. When you're composing a message, you can insert any of your signatures by clicking Insert > Signature and choosing the one you want.

Why your signature might not be appearing in messages

The most common reason a signature doesn't show up is that you haven't set it as your default. Even if you've created a signature, Outlook won't add it automatically unless you tell it to. Go back to your signature settings and make sure you've selected a default signature from the dropdown menu.

Another reason is that you're replying to a message instead of starting a new one. If you've set a default signature only for new messages (not for replies), it won't appear when you click Reply. Check your settings to see whether you've set a default for replies and forwards, and change it if you need to. If you're using the desktop version and signatures still aren't appearing, try restarting Outlook — sometimes the program needs to reload to pick up changes.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. If you have multiple email accounts set up in Outlook, you can create a separate signature for each one. In Outlook on the web, you'll see an option to choose which account the signature applies to. In the desktop version, signatures are tied to accounts in the Signatures window — you can set a different default for each account.

How do I add an image or logo to my signature?

In Outlook on the web, click the image icon in the formatting toolbar above the signature box and upload a file from your computer. In the desktop version, click the Insert menu within the Signatures window and select Image. Keep images small — large logos can make your emails slow to load and may be blocked by some email systems.

What if I want to remove my signature entirely?

In the signature settings, clear the text from the signature box and click Save. If you've set it as your default, change the default dropdown to "None" or leave it blank. The signature won't appear in new messages after that, though old messages you've already sent will still have it.

Can I insert a signature into a message I've already started typing?

Yes. While composing a message, click Insert in the toolbar at the top, then select Signature and choose the one you want. This works in both Outlook on the web and the desktop version. The signature will appear at the bottom of your message.