Where to find your signature settings in Outlook

Your email signature lives in Outlook's settings, not in the message itself. The exact path depends on which version you use — Outlook on the web, Outlook desktop for Windows, or Outlook for Mac each have slightly different menus.

If you use Outlook on the web (the version you access through a browser), click the gear icon in the top right corner, then select "View all Outlook settings." From there, go to "Mail" and then "Compose and reply." Your signature box is there.

For Outlook desktop on Windows, open Outlook and go to File > Options > Mail > Signatures. For Outlook on Mac, open Outlook, then go to Outlook > Preferences > Signatures.

Key Takeaways

  • Your signature settings are in Outlook's preferences or settings menu, not in individual emails.
  • You can create multiple signatures and choose which one to use for new messages versus replies.
  • Outlook on the web, Windows desktop, and Mac desktop all have different menu paths to reach signatures.
  • A signature can include text, your contact details, a job title, or a small image, but keep it under five lines for readability.
  • Changes to your signature take effect when ready on new messages you compose after saving.

Creating a new signature from scratch

Once you are in the signature settings, click the button to create a new signature. Outlook will ask you to name it — something like "Work" or "Professional" helps if you plan to create more than one.

In the text box that appears, type or paste whatever you want to appear at the bottom of your emails. This is usually your name, job title, phone number, and company name, each on its own line. You can also add a website URL or a single line of text like "Best regards" or "Thank you."

Do not paste images directly into the signature box in Outlook desktop — use the Insert menu within the signature editor to add an image file instead. On Outlook on the web, you can paste an image, but keep file sizes small so emails send quickly.

Choosing which signature to use for new emails and replies

After you create a signature, Outlook asks you which one to use by default. You can set one signature for new messages and a different one for replies and forwards — or the same one for both.

For example, many people use a formal signature with their full title for new emails to clients, but a shorter signature for replies to colleagues. If you have only one signature, you can set it as the default for both, and Outlook will use it everywhere.

You can also change which signature you use on a per-email basis. When you compose a new message, look for a menu or button labeled "Signature" in the message toolbar and select a different one before you send.

Editing or deleting a signature you already have

Go back to your signature settings using the same path you used to create one. Find the signature you want to change in the list, click it, and edit the text in the box below.

If you want to remove a signature entirely, select it from the list and click the Delete button. Outlook will ask you to confirm. If that signature was set as your default, Outlook will ask you to choose a new default before it deletes the old one.

Changes take effect when ready. Any new emails you compose after you save will use the updated signature.

Troubleshooting: signature not appearing in sent emails

If you created a signature but it is not showing up in your sent messages, first check that you actually set it as the default. Go back to signature settings and confirm the signature is selected in the "New messages" or "Replies and forwards" dropdown.

On Outlook desktop, close and reopen Outlook completely — sometimes the signature does not load until you restart the process. On Outlook on the web, try clearing your browser cache or using a different browser to rule out a display issue.

If you are using a work or school account, your organization may have disabled custom signatures or set a company signature that overrides yours. Contact your IT department to confirm whether custom signatures are allowed on your account.

Using different signatures for different email accounts

If you have multiple email accounts set up in Outlook, you can create separate signatures for each one. When you create a signature, Outlook asks which account it belongs to — select the correct account from the dropdown.

Then set a default signature for each account. When you compose a new email, Outlook automatically uses the signature for whichever account you are sending from. If you switch accounts mid-compose, the signature does not change automatically — you have to select it manually from the Signature menu.

Frequently Asked Questions

Can I use HTML or special formatting in my signature?

On Outlook desktop, you can use basic formatting like bold, italic, and colored text through the toolbar in the signature editor. On Outlook on the web, formatting options are more limited. If you need advanced HTML formatting, you can paste HTML code directly into the signature box on desktop, but test it first to make sure it displays correctly.

What happens to my signature if I change my password?

Your signature is stored separately from your password, so changing your password does not affect it. Your signature will continue to appear in emails exactly as you set it up.

Can I add a logo or company image to my signature?

Yes, but the method depends on your version. On Outlook desktop, use the Insert menu within the signature editor to add an image file from your computer. On Outlook on the web, you can paste an image directly into the signature box. Keep image file sizes under 100 KB so emails send quickly and do not hit size limits.

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

Outlook on mobile devices sometimes displays signatures differently due to screen size and formatting limitations. Test your signature on your phone by sending yourself an email. If it looks wrong, simplify the formatting or remove images and stick to plain text.

Can I schedule my signature to change on a certain date?

Outlook does not have a built-in feature to automatically change signatures on a schedule. You would need to manually update your signature settings when you want to switch — for example, when your job title changes or when you move to a new role.