Where to find and edit your signature in Outlook

Your email signature lives in Outlook's settings, not in the message itself. The exact path depends on which version you use — the desktop app, the web version, or Outlook on your phone — but all three let you change it without touching a single email draft.

In Outlook on the desktop (Windows or Mac), go to File, then Options (Windows) or Preferences (Mac). Look for Mail, then Signatures. You'll see a list of your current signatures and a text box where you can edit or create a new one. In Outlook on the web (outlook.office.com or outlook.com), click the gear icon in the top right, then Settings, then Mail, then Compose and reply. Scroll down to Signature. On Outlook mobile, the signature option is usually in Settings, then Mail, then Signature — though some phones limit what you can do there.

Key Takeaways

  • Desktop Outlook stores signatures in File > Options (Windows) or File > Preferences (Mac), under Mail > Signatures.
  • Outlook on the web uses the gear icon > Settings > Mail > Compose and reply > Signature.
  • You can create multiple signatures and choose which one to use for each message or set a default.
  • Changes to your signature take effect when ready on new messages, but do not change signatures already sent.
  • If you use Outlook on both desktop and web, you may need to update your signature in both places, depending on your account type.

Creating a new signature from scratch

When you open the Signatures window, you'll see a button to create a new signature. Click it, give it a name (like "Work" or "Formal"), and type or paste your text into the box below. You can include your name, job title, phone number, company name, website, or any other contact information you want to appear at the bottom of every email.

Outlook lets you format your signature with bold, italic, and underline text, and you can change the font and color. You can also add a line break or horizontal line to separate your signature from the message body. If you want to add a logo or image, most versions of Outlook allow you to insert a picture directly into the signature box — though on mobile this is often not possible.

Setting a default signature and choosing signatures per message

Once you've created a signature, you can set it as your default. In the Signatures window, look for a dropdown menu that says "New messages" or "Replies and forwards." Select your signature from the list. From that point on, every new email you write will automatically include that signature at the bottom.

If you have multiple email accounts or want different signatures for different purposes, you can create more than one. In desktop Outlook, you can assign a different default signature to each account. When you compose a message, you can also manually choose a different signature by clicking the Insert menu and selecting Signature, then picking the one you want. This is useful if you have a formal signature for client emails and a casual one for internal team messages.

Why your signature might not appear on replies

By default, Outlook does not add your signature to replies and forwarded messages — only to new emails you start from scratch. If you want your signature on every message, including replies, you need to change this setting. In the Signatures window, find the dropdown for "Replies and forwards" and select your signature there too.

Some people prefer not to have a signature on every reply, especially in long email threads where the signature would repeat many times. Others want it on everything. The choice is yours, and you can change it anytime by going back to the Signatures settings.

Syncing signatures across devices

If you use Outlook on your desktop and also on the web, your signatures may not automatically match. Desktop Outlook and Outlook on the web store signatures separately in some cases, especially if you're using an older version of the desktop app or a personal Microsoft account rather than a work account.

The safest approach is to update your signature in both places. Make the change in desktop Outlook, then log into Outlook on the web and make the same change there. If you use Outlook on your phone, check whether it pulls your signature from the desktop or web version, or whether you need to set it separately. This varies by phone type and Outlook version.

Removing or disabling your signature

If you no longer want a signature on your emails, you don't have to delete it. In the Signatures window, change the "New messages" dropdown to "(none)" or leave it blank. Your signature will no longer appear on new emails, but the signature itself stays saved in case you want to use it again later.

If you want to delete a signature entirely, select it from the list and click the Delete button. You cannot undo this, so make sure you don't need it before you remove it. If you think you might use it again someday, it's safer to just disable it by setting it to "(none)" instead.

Troubleshooting signatures that don't show up

Sometimes you change your signature but it doesn't appear on new messages. The most common reason is that you set the default for "New messages" but not for "Replies and forwards," or vice versa. Check both dropdowns in the Signatures window to make sure they're set correctly.

Another reason is that you're composing a message in a format Outlook doesn't recognize. If you switch from HTML to plain text format, your signature may not display the same way or may disappear entirely. You can usually change the message format in the Format menu while you're composing. If you're using Outlook on the web and your signature still won't show, try clearing your browser cache or logging out and back in.

Frequently Asked Questions

Can I use HTML code or a template in my signature?

In desktop Outlook, you can paste HTML code directly into the signature box if you're comfortable with it, though Outlook will convert it to its own format. Outlook on the web has more limited formatting options and may strip out custom HTML. If you need a complex signature with specific styling, desktop Outlook gives you more control.

What happens to signatures on emails I've already sent?

Changing your signature does not change the signature on emails you've already sent. Only new messages and replies you write after the change will use the new signature. Old emails keep whatever signature was on them when you sent them.

Can I have different signatures for different email accounts?

Yes. In desktop Outlook, you can assign a different default signature to each account you've set up. When you compose a message, Outlook will use the signature for whichever account you're sending from. You can also manually choose a different signature while composing if you want to override the default.

Why does my signature look different on my phone than on my computer?

Outlook on mobile has fewer formatting options than desktop Outlook, so bold, colors, and images may not display the same way. Some phones also pull the signature from the web version of Outlook rather than the desktop version, which can cause differences. Check your phone's Outlook settings to see where it's getting your signature from.

Can I add a picture or logo to my signature?

In desktop Outlook and Outlook on the web, you can insert an image into your signature by clicking Insert and selecting Picture. The image will appear in your signature on new messages. On mobile, this option is usually not available, and you may need to use the desktop or web version to add images.