The fastest way to add a signature in Outlook

Open Outlook and go to File > Options > Mail > Signatures. Click New, give your signature a name, type or paste the text you want to appear at the end of your emails, then click OK. From that point forward, Outlook will automatically add that signature to every new email you send.

The signature appears in the compose window before you send, so you can see exactly what your recipients will see. You can create multiple signatures if you need different ones for different purposes — a formal one for work, a casual one for personal email, or separate ones for different email accounts if you have more than one set up in Outlook.

Key Takeaways

  • Signatures are created in File > Options > Mail > Signatures, and you can make as many as you need.
  • You can set a default signature that appears on all new emails, and a different one for replies and forwards.
  • Signatures can include text, line breaks, and basic formatting like bold or italics, but not images or links in most Outlook versions.
  • If you have multiple email accounts in Outlook, you can assign different signatures to each one.

Setting a default signature for new emails

After you create a signature, you need to tell Outlook when to use it. In the Signatures window, look for the section labeled Choose default signature. There are two dropdown menus: one for New messages and one for Replies and forwards.

Select your signature name in the New messages dropdown if you want it to appear automatically on every email you start from scratch. You can choose a different signature for Replies and forwards if you prefer something shorter for those — many people use a full signature block for new emails but just their name for replies. If you leave either dropdown set to (none), Outlook will not add a signature to that type of message.

Creating separate signatures for different email accounts

If you have set up multiple email accounts in Outlook, you can assign a different signature to each one. In the Signatures window, look at the top where it says Email account. Click the dropdown and select the first account you want to customize.

Create or select a signature for that account, then repeat the process for your other accounts. When you compose a new email, Outlook will automatically use the signature tied to whichever account you are sending from. This is useful if you have a work email and a personal email, or if you manage accounts for different roles or organizations.

What you can and cannot include in a signature

Outlook signatures support plain text and basic formatting: you can make text bold, italic, or underlined, and you can press Enter to create line breaks. You can include your name, title, phone number, mailing address, website URL, or any other text information you want to appear at the bottom of your emails.

Most versions of Outlook do not allow you to insert images, logos, or clickable hyperlinks directly into the signature editor. If you need a logo or formatted layout, you may need to use a third-party signature tool or add it manually to your email template, which is beyond the scope of a basic signature. For most people, a text-based signature with your contact details is sufficient and works reliably across all email clients.

Editing or deleting a signature you have already created

Go back to File > Options > Mail > Signatures anytime you need to make changes. Your existing signatures appear in the list on the left. Click the one you want to edit, make your changes in the text box, and click OK.

If you want to remove a signature entirely, select it from the list and click Delete. If that signature was set as your default, Outlook will ask you to choose a new default before it lets you delete it. You can create and delete signatures as many times as you need — there is no limit to how many you can have.

Troubleshooting: signature not appearing on your emails

If you created a signature but it is not showing up on your emails, check two things. First, make sure you actually set it as the default in the New messages dropdown — creating a signature does not automatically turn it on. Second, verify that you are composing a new email, not replying to one, because replies use the Replies and forwards setting, which may be set to (none).

If you are still not seeing it, close Outlook completely and reopen it. Sometimes Outlook needs to restart before it applies signature changes. If the signature appears in the compose window but not in the sent email, the problem is usually on the recipient's end — their email client may be hiding signatures, or there may be a display issue with how they are viewing the message.

Frequently Asked Questions

Can I have different signatures for different folders or email addresses?

Yes, if you have multiple email accounts set up in Outlook, you can assign a different signature to each account. If you have only one account, you can create multiple signatures and manually select which one to use each time you compose an email, but you cannot automate it by folder.

What happens to my signature if I upgrade Outlook?

Your signatures are stored locally on your computer, so they usually stay intact when you upgrade. However, if you reinstall Outlook or move to a new computer, you will need to recreate them. Consider saving a copy of your signature text in a document as a backup.

Can I add a logo or image to my signature?

The built-in signature editor in Outlook does not support images. If you need a logo, you can use a third-party email signature tool, or you can manually insert an image into each email after you compose it — the signature will appear as text, and you can add the image separately.

Does my signature appear when I forward an email?

Yes, if you have set a signature for Replies and forwards. If that setting is blank, no signature will appear on forwards. You can choose a different signature for forwards than you use for new emails if you prefer.

How do I remove my signature from a single email?

After you compose an email with your signature, you can select and delete the signature text before you send. Outlook will not re-add it once you have removed it manually from that specific message.