How to Create and Add a Signature to Your Outlook Emails

Where to find the signature settings in Outlook

Your signature lives in Outlook's settings, not in the compose window. On Windows, open Outlook and go to File > Options > Mail > Signatures. On Mac, open Outlook and go to Outlook > Preferences > Signatures. The button is in the same place whether you use Outlook desktop, Outlook on the web, or Outlook for Mac — you just navigate there differently depending on which version you have.

If you use Outlook on the web (the browser version), the path is Settings (the gear icon) > View all Outlook settings > Mail > Compose and reply > Email signature. Once you are in the signature section, you will see a text box where you can type or paste your signature content.

Key Takeaways

Signatures are created in Outlook settings, not in individual emails — on Windows go to File > Options > Mail > Signatures, on Mac go to Outlook > Preferences > Signatures, and on the web go to Settings > Mail > Compose and reply.
You can create multiple signatures and assign each one to a different email account if you have more than one set up in Outlook.
You can set a signature to appear automatically on new messages, replies, and forwards, or choose different signatures for each action.
Signatures can include text, links, images, and formatting like bold or italics, but keep file sizes small if you add images.

Creating a new signature from scratch

Click the New button in the Signatures window. Outlook will ask you to name your signature — something like "Work" or "Professional" is clearer than "Signature 1". Type a name and click OK. You will now see a blank text box where you can type your signature content.

Type or paste whatever you want to appear at the bottom of your emails. A typical signature includes your name, job title, company name, phone number, and email address. You can also add a website URL, a mailing address, or a disclaimer. Keep it to four or five lines — longer signatures can annoy recipients and take up space on mobile phones.

Use the formatting buttons above the text box to make text bold, italic, or underlined, or to change the font color or size. If you want to add an image — like a company logo — click the image icon and select the file from your computer. Outlook will embed it in the signature, so the image will appear in every email you send.

Assigning your signature to email accounts and message types

If you have only one email account in Outlook, the Choose default signature section will show that account name. Select your new signature from the dropdown menu next to New messages. You can also set a different signature for Replies and forwards if you want — for example, a shorter version without your full contact details.

If you have multiple email accounts, you will see each one listed separately. Click on the account name, then choose which signature to use for new messages and which for replies. This way, emails from your work account can have a work signature, and emails from a personal account can have a different one. Outlook will automatically use the right signature based on which account you are sending from.

Click OK or Save to store your changes. The next time you compose a new email, your signature will appear at the bottom automatically.

Adding links and formatting to your signature

To add a clickable link in your signature, highlight the text you want to turn into a link, then click the link icon in the formatting toolbar. Paste or type the URL (for example, https://www.yourcompany.com) and click OK. The text will now appear as a blue underlined link in your signature.

You can also add line breaks and spacing to make your signature easier to read. Press Enter to move to a new line, or use dashes or vertical bars to separate sections — for example, your name on one line, your title on the next, then a line break, then your phone number and email. Avoid using too many colors or fonts, because some email clients may not display them the way you intended.

Troubleshooting: signature not appearing in emails

If you created a signature but it is not showing up in your emails, check that you selected it in the Choose default signature section. The signature will not appear unless you assign it to an account and message type. If you assigned it but it still is not there, close Outlook completely and reopen it — sometimes the change does not take effect until you restart the program.

If you are using Outlook on the web and your signature is not appearing, clear your browser cache and reload the page. If you are replying to an email and a different signature appears than the one you set for replies, check that you have the right account selected — Outlook may be using the signature for the account the original email was sent to, not the account you are replying from.

If you added an image to your signature and it is not showing up in your sent emails, the image file may be too large or in a format Outlook does not support. Try using a smaller image file (under 100 KB) in JPG or PNG format instead.

Using different signatures for different purposes

You can create as many signatures as you want and switch between them manually when you compose an email. For example, you might have a formal signature for client emails, a casual one for internal team messages, and a short one for quick replies. Create each signature separately in the Signatures window, then when you are composing an email, click Insert > Signature and choose the one you want.

This is useful if you want to keep your default signature straightforward but occasionally need something longer or more detailed. You can also create a signature with just your name for quick internal emails, and a full contact signature for external communication. The choice is yours — Outlook will remember all of them and let you pick which one to use each time.

Frequently Asked Questions

Can I use HTML code in my Outlook signature?

Outlook on the web allows some HTML formatting, but the desktop version does not accept raw HTML code. If you need advanced formatting, create your signature in the Outlook interface using the formatting buttons, or use a plain text signature with line breaks and special characters like dashes or asterisks to create visual separation.

What happens to my signature if I delete my email account from Outlook?

The signature itself stays in Outlook, but it will no longer be assigned to any account. You can reassign it to a different account, or delete it if you no longer need it. Go back to File > Options > Mail > Signatures (or Outlook > Preferences > Signatures on Mac) and click the signature name, then click Delete.

Can I add my signature to emails I have already written?

If you composed an email before setting up a signature, you can add one manually. Click Insert > Signature and select the signature you want. It will appear at the bottom of the message. This works in both the desktop version and Outlook on the web.

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

Mobile email clients sometimes display formatting differently than desktop versions. If your signature includes colors, custom fonts, or images, they may not show up the same way on a phone. Stick to standard fonts, black text, and smaller images to make sure your signature looks consistent across devices.

Can I have a signature that only appears in replies, not in new emails?

Yes. In the Signatures window, leave the New messages dropdown blank or set it to None, and select your signature only for Replies and forwards. New emails will have no signature, but replies will include the one you chose.

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.