Add a signature that appears on every email you send

An auto signature in Outlook is a block of text — usually your name, title, phone number, or company details — that attaches automatically to the bottom of every email you send. You set it once in Outlook's settings, and it appears on new messages without you typing it each time. Outlook lets you create multiple signatures and choose which one to use for different accounts or situations.

The steps differ slightly depending on whether you use Outlook on Windows, Mac, or the web version. This guide covers all three, starting with the most common setup: Outlook on Windows.

Key Takeaways

  • Auto signatures in Outlook are created in the Signature settings, not in individual emails.
  • You can create multiple signatures and set a default one, or choose which signature to use for each email.
  • Signatures can include text, links, and images, but keep them brief so they do not make emails harder to read.
  • The steps to add a signature differ between Outlook on Windows, Outlook on Mac, and Outlook on the web.
  • Once you set a default signature, it appears automatically on all new messages and replies unless you remove it.

Add a signature in Outlook on Windows

Open Outlook and go to the File menu at the top left. Click Options near the bottom of the menu. In the Outlook Options window, select Mail from the left sidebar, then scroll down and click Signatures.

In the Signatures window, click the New button. A dialog box will ask you to name your signature — type something straightforward like "Work" or "Personal". Click OK. The text box below now shows where you can type your signature content. Type or paste your name, title, phone number, or any other text you want to appear on your emails. When you are done, click Set as Default to make this signature appear automatically on new messages.

If you want this signature to appear on replies and forwards as well, check the box next to Use this signature for replies and forwards. Click OK to save your changes. The next time you create a new email, your signature will appear at the bottom automatically.

Add a signature in Outlook on Mac

Open Outlook and click Outlook in the menu bar at the top of the screen. Select Preferences from the dropdown. In the Preferences window, click Signatures. On the left side, you will see your email accounts listed. Click the account where you want to add a signature.

Click the + button at the bottom left to create a new signature. A text box will open where you can type your signature content. Give your signature a name in the field at the top. Once you have typed your signature, click the dropdown menu next to your email account and select this signature as your default. Close the Preferences window, and your signature will now appear on new emails from that account.

Add a signature in Outlook on the web

Log into your Outlook account at outlook.office.com. Click the gear icon in the top right corner and select View all Outlook settings. In the settings menu, click Mail in the left sidebar, then expand Compose and reply. Scroll down to find Email signature.

Click in the text box under Email signature and type your signature content. You can format the text using the toolbar above the box — make it bold, change the font, add a link, or add an image. When you are done, click Save at the bottom of the page. Your signature will now appear on all new emails you send from the web version of Outlook.

Format your signature with images and links

If you want to add more than plain text to your signature, Outlook lets you include images and links. In Windows, open the Signatures window again (File > Options > Mail > Signatures), click in your signature text box, and use the formatting buttons above the box to add bold, italics, or color. To add an image, click the image icon and select a file from your computer — keep the image small so it does not make your emails slow to load.

To add a clickable link, highlight the text you want to link, click the link icon, and paste the web address. On Mac and the web, the same formatting tools appear in the signature text box. A common mistake is making signatures too large or too colorful — keep yours professional and brief so it does not distract from your message or slow down email delivery.

Create multiple signatures for different purposes

You can create as many signatures as you need. In Windows, go back to File > Options > Mail > Signatures and click New again to create another one. Name it something clear like "Work" or "Personal", type the content, and click OK. You can set one as your default, but you can also choose a different signature when you compose an email — just click the signature dropdown in the message window before you send.

On Mac, follow the same process: click the + button to add another signature, name it, and type the content. On the web, you can only set one signature per account, so if you need multiple signatures, you will have to switch between them manually each time you compose an email. For most people, one default signature is enough, but having a work signature and a personal one is useful if you send emails from the same account for different purposes.

Troubleshoot a signature that is not appearing

If your signature is not showing up on new emails, first check that you set it as default. In Windows, go back to File > Options > Mail > Signatures and make sure your signature is selected and the Set as Default button was clicked. On Mac, verify that the signature is selected in the dropdown next to your email account. On the web, check that you clicked Save after typing your signature.

Another common issue is that signatures do not always appear on replies or forwards unless you specifically turned that option on. In Windows, check the box next to Use this signature for replies and forwards. On Mac and the web, this is usually the default behavior, but if it is not working, go back to your signature settings and confirm the signature is still there. If you recently changed your password or reconnected your email account, you may need to set your signature again.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. In Windows and Mac, when you create a signature, you can assign it to a specific email account. On the web, each account has its own signature setting. If you have multiple accounts in Outlook, set up a signature for each one separately, and the correct signature will appear based on which account you are sending from.

Will my signature appear on emails I forward?

Not automatically. In Windows, you have to check the box next to Use this signature for replies and forwards to make it appear on forwarded messages. On Mac and the web, this is usually turned on by default, but you can turn it off in your signature settings if you do not want your signature on forwards.

Can I add a company logo to my signature?

Yes. In Windows and Mac, click the image icon in the signature formatting toolbar and select a logo file from your computer. On the web, use the image button in the signature text box. Keep the image small — under 100 pixels wide — so it does not make your emails slow or look unprofessional on mobile phones.

What if I want to send an email without my signature?

In Windows and Mac, after you type your email, you can delete the signature text before sending. On the web, you can highlight and delete the signature from the message. There is no built-in button to skip your signature, so you have to remove it manually if you do not want it on a particular email.

Can I use HTML code in my signature?

On the web version of Outlook, you can paste HTML code directly into the signature box, and Outlook will format it. In Windows and Mac, the signature editor does not support raw HTML, but you can use the formatting toolbar to create the layout you want without coding.