Where to find your signature settings in Outlook

Your Outlook signature lives in the same place whether you use Outlook on Windows, Mac, or the web version. Open Outlook and go to File (top left), then Options. From there, select Mail in the left sidebar, then scroll down and click Signatures. This opens the signature editor where you can create new signatures or change existing ones.

If you use Outlook on the web (the version you access through a browser), the path is slightly different. Click the gear icon in the top right, select View all Outlook settings, then go to Mail > Compose and reply. Scroll down to the signature section. The web version has fewer formatting options than the desktop app, but the basic steps are the same.

Key Takeaways

  • Desktop Outlook stores signatures in File > Options > Mail > Signatures, while the web version uses the settings gear icon and Compose and reply section.
  • You can create multiple signatures and choose which one appears on new messages versus replies, or set one as your default for all outgoing mail.
  • Signatures can include text, links, images, and formatting like bold or italics, but keep file sizes small if you add images.
  • Changes to your signature take effect when ready on new messages you compose, but do not change signatures on messages you have already sent.

Creating a new signature or editing an existing one

In the Signatures window, you will see a list of any signatures you have already created. To make a new one, click New, give it a name (like "Work" or "Professional"), and click OK. The text box below is where you type or paste your signature content. Type your name, title, phone number, or any other text you want to appear at the bottom of your emails.

To edit a signature you already have, select it from the list and change the text in the box. You can use the formatting toolbar above the text box to make text bold, italic, or underlined, change the font, or adjust the text color. If you want to add a hyperlink, highlight the text you want to link, click the link icon in the toolbar, and paste the web address.

Setting which signature appears on new messages and replies

The Choose default signature section near the bottom of the Signatures window controls what signature Outlook uses automatically. You have two dropdown menus: one for New messages and one for Replies and forwards. You can set them to the same signature or use different ones — for example, a full signature with your title and phone number on new messages, and just your name on replies.

If you do not want a signature on certain types of messages, select (none) from either dropdown. You can also manually choose a different signature when you are composing a message by clicking Signature in the toolbar and picking from the list.

Adding images or logos to your signature

To insert an image, click in the text box where you want the image to appear, then click the Insert menu in the Signatures window (this appears in the toolbar above the text box). Select Image, browse to the file on your computer, and click Insert. The image will appear in your signature preview.

Keep images small — a logo or headshot should be no more than 100 by 100 pixels, or roughly the size of a postage stamp. Large images make your emails slower to send and receive, and some email providers compress or block oversized signatures. If you are not sure of your image size, right-click the file in Windows Explorer or Finder, select Properties or Get Info, and look for the dimensions.

Signature differences between Outlook versions

Outlook on Windows (the desktop app) has the most signature options. You can add images, use rich formatting, and create multiple signatures for different purposes. Outlook on Mac also supports these features, though the menu layout is slightly different — go to Outlook > Preferences > Signatures instead of File > Options.

Outlook on the web (Outlook.com or Outlook accessed through a browser) supports text, basic formatting, and links, but does not allow you to insert images directly into the signature editor. If you need an image in your web-based signature, you will need to use the desktop app or a workaround like adding the image to your email template instead.

Troubleshooting signatures that do not appear

If your signature is not showing up on outgoing messages, first check that you have actually set a default signature. Go back to File > Options > Mail > Signatures and confirm that New messages is not set to (none). If it is set to a signature but still not appearing, close Outlook completely and reopen it — sometimes the change does not take effect until you restart the app.

If you are composing a message and the signature is missing, click the Signature button in the toolbar and manually select the one you want. This can happen if you switched accounts or if the message format changed. Also check that you are not using plain text format — some versions of Outlook do not show signatures on plain text messages. Switch to HTML or Rich Text format by going to Format Text in the message toolbar.

Frequently Asked Questions

Can I have different signatures for different email accounts?

Yes. If you have multiple email accounts set up in Outlook, you can create separate signatures for each one. In the Signatures window, create a new signature with a different name for each account. Then, when you compose a new message, Outlook will automatically use the signature tied to whichever account you are sending from — or you can manually select a different one from the Signature menu.

What happens to my signature if I change it?

The new signature appears on all new messages you compose after you make the change. Messages you have already sent keep their old signature — changing your signature does not edit past emails. If you want to keep an old signature available, create a new one instead of overwriting the old one.

Can I add a signature to messages I have already written but not sent?

If the message is still open in the compose window, click Signature in the toolbar and select the one you want. If the message is in your Drafts folder, open it again and add the signature the same way. Signatures only add automatically to brand-new messages, not to drafts you created before setting up a signature.

Why does my signature look different when the recipient opens it?

Email clients display formatting differently — what looks centered and bold in Outlook might appear left-aligned or plain in Gmail or another email app. Stick to straightforward formatting (bold, italics, basic colors) and avoid fancy fonts or unusual spacing. Test your signature by sending a message to yourself and opening it in the email app your recipients use most often.

Can I use HTML code in my signature?

In Outlook on Windows and Mac, you can paste HTML code directly into the signature text box, and Outlook will render it as formatted content. However, this requires knowing HTML and testing thoroughly — mistakes in the code can break your signature. For most users, the built-in formatting toolbar is simpler and safer.