Add a signature in Outlook on the web

Open Outlook in your web browser and select the gear icon in the top right corner, then choose View all Outlook settings. Go to Mail > Compose and reply, then scroll down to the Email signature section. Type or paste your signature text into the box — you can include your name, title, phone number, or any other information you want to appear at the bottom of every email you send.

Once you've entered your signature, check the box next to Automatically include my signature on messages I compose. This applies the signature to new emails you write. If you also want it on replies and forwards, check Automatically include my signature on messages I compose and in messages I forward. Click Save at the bottom of the page.

Your signature will now appear automatically on all outgoing mail. If you need to remove it from a specific email before sending, you can delete it from the message body — the automatic signature won't lock you into using it every time.

Add a signature in Outlook desktop app (Windows)

Open Outlook and go to File > Options > Mail > Signatures. Click New and give your signature a name (for example, "Work" or "Professional"). Type your signature text into the Edit signature box. You can format the text using the buttons above the box — make it bold, change the font, add a line break, or insert a hyperlink to your website or email address.

Under Choose default signature, select which signature you want to use for new messages and which one for replies and forwards. You can set different signatures for different email accounts if you have multiple accounts in Outlook. Click OK twice to save your changes.

If you want to add a logo or image to your signature, click the image icon in the signature editor, then browse to the file on your computer. Keep image files small so your signature doesn't make emails slow to load.

Add a signature in Outlook for Mac

Open Outlook and click Outlook in the menu bar, then select Preferences. Choose Signatures from the list on the left. Click the plus sign to create a new signature and give it a name. Type your signature text into the editor window on the right.

Below the signature list, use the dropdown menus to choose which signature appears on new messages and which one on replies and forwards. You can set a different signature for each email account. Click the red close button when you're done — Outlook saves your changes automatically.

To add formatting or an image, use the buttons in the toolbar above the editor. Mac users can also drag and drop images directly into the signature box.

Key Takeaways

  • In Outlook on the web, go to Settings > Mail > Compose and reply, then type your signature and check the box to include it automatically on all outgoing mail.
  • In the Outlook desktop app for Windows, use File > Options > Mail > Signatures to create a signature and choose whether it appears on new messages, replies, or both.
  • On Outlook for Mac, open Preferences > Signatures, create a new signature, and assign it to new messages or replies separately.
  • You can create multiple signatures and assign different ones to different email accounts or message types.
  • Signatures with images should use small file sizes to keep emails from becoming slow to send and receive.

Format your signature with fonts and colors

Most versions of Outlook let you style your signature text. In the web version, you have limited formatting — you can make text bold or italic, but color and font options are basic. In the desktop app for Windows, click the formatting buttons above the signature box to change font, size, color, and alignment. On Mac, the formatting toolbar works the same way.

Keep formatting straightforward. A signature with too many colors, fonts, or sizes can look unprofessional and may not display correctly on all devices or email clients. A single color, one or two fonts, and bold text for your name is usually enough to make your signature stand out without overwhelming the message.

Use different signatures for different accounts

If you have multiple email accounts set up in Outlook, you can assign a different signature to each one. In the desktop app for Windows, when you create a signature, you'll see a dropdown menu that lets you choose which account it applies to. In Outlook on the web, signatures explore to whichever account you're currently signed into.

This is useful if you have a work email and a personal email, or if you manage accounts for different organizations. Set up one signature for your professional account and another for personal use, and Outlook will switch between them automatically based on which account you're sending from.

Troubleshoot signatures that don't appear

If your signature isn't showing up on outgoing emails, first check that you've enabled the automatic signature option. In Outlook on the web, make sure the checkbox next to "Automatically include my signature" is checked. In the desktop app, verify that you've selected a default signature in the Signatures settings.

If you've recently changed your signature and it's still showing the old version, try closing and reopening Outlook completely. Sometimes the app needs to reload to display updated settings. If you're using Outlook on the web and the signature still doesn't appear, clear your browser cache and refresh the page.

For desktop Outlook, if a signature with an image isn't displaying, the image file may have been moved or deleted. Go back to Signatures settings and re-insert the image, making sure the file stays in a permanent location on your computer.

Frequently Asked Questions

Can I add a signature to emails I've already sent?

No — signatures only appear on new emails you compose after setting them up. Emails you've already sent cannot be edited. If you need to add a signature to a conversation, you can reply to the email and your signature will appear on the reply.

What if I don't want my signature on one specific email?

You can delete the signature from the message body before you send it. Outlook won't prevent you from removing it, even though it's set to add automatically. Just highlight the signature text and press Delete.

Can I include a link to my website or social media in my signature?

Yes. In Outlook on the web and the desktop app, you can highlight text and click the link button to add a URL. In the desktop app for Windows, you can also right-click and select "Hyperlink" to add a clickable link to your website, LinkedIn profile, or email address.

Will my signature look the same to everyone who receives my emails?

Mostly, but not always. If your signature uses custom fonts or colors, some email clients may not display them the way you designed them. Stick to standard fonts like Arial or Calibri, and test your signature by sending an email to yourself and viewing it in different email programs to see how it looks.

How do I remove a signature I no longer use?

In the desktop app for Windows or Mac, open Signatures settings, select the signature you want to delete, and click the minus or delete button. In Outlook on the web, clear the text from the signature box and save. You can also change your default signature to a different one so the old signature stops appearing on new emails.