Where to find your signature settings in Outlook
Your signature lives in Outlook's settings, not in the email itself. The path depends on which version you use. In Outlook on the web (the browser version), go to Settings (the gear icon in the top right), then select View all Outlook settings. From there, choose Mail, then Compose and reply. You will see an Email signature box where you can type or paste your new signature.
In Outlook desktop (the program you read), the route is different. Open Outlook and go to File in the top menu, then Options. On the left side, click Mail. In the center panel, look for Signatures and click that button. A new window opens where you can create, edit, or delete signatures.
On Mac, open Outlook and go to Outlook in the menu bar, then Preferences. Click Signatures. The layout is similar to the Windows desktop version.
Key Takeaways
- Outlook stores signatures in settings, not in individual emails — change it once and it appears on all new messages you send.
- The web version (Outlook.com) uses the Settings menu under Mail and Compose and reply; the desktop version uses File, Options, Mail, then Signatures.
- You can create multiple signatures and choose which one to use for each email, or set a default that appears automatically.
- Signatures can include text, links, images, and your contact details, but keep file sizes small if you add images.
Creating a new signature from scratch
Once you are in the signature editor, click the button that says New (desktop) or type directly in the box (web). Give your signature a name — something like "Work" or "Professional" — so you can tell it apart if you create more than one.
Type or paste your signature text into the main box. A typical signature includes your name, job title, company name, phone number, and email address. You can press Enter to create line breaks and make it easier to read.
If you want to add a clickable link, highlight the text you want to link, then click the link button (usually a chain icon) in the toolbar. Paste the web address and click OK. For images, click the image button and upload a file from your computer — keep it under 100 KB so it does not slow down email delivery.
Setting a default signature for new emails
After you create a signature, you need to tell Outlook when to use it. In the desktop version, look for the dropdown menu labeled Choose default signature. You can set one signature to appear on all new emails, and a different one to appear when you reply to or forward messages. Many people use a full signature on new emails and a shorter one on replies.
In Outlook on the web, the option is called Autosignature. Toggle it on, and your signature will appear automatically on every new message. You can still delete it before sending if you need to.
If you have multiple email accounts in Outlook, you can set a different default signature for each account. In the desktop version, the dropdown shows your account names. Choose the account, then pick which signature should be the default for that account.
Using different signatures for different emails
You do not have to use the same signature for every email. If you created multiple signatures, you can pick a different one for each message. In the desktop version, open a new email, go to the Insert tab, click Signature, and choose the one you want from the list.
In Outlook on the web, click the three dots (more options) at the bottom of the compose window, then select Signature and pick from your list. If you have a default signature set, it will already be there — you can delete it and insert a different one instead.
This is useful if you have a work email and a personal email in the same account, or if you want a formal signature for client emails and a casual one for internal messages.
Editing or removing a signature
To change an existing signature, go back to the signature settings (File > Options > Mail > Signatures on desktop, or Settings > Mail > Compose and reply on web). Click the signature you want to edit, make your changes in the text box, and click Save.
If you want to remove a signature entirely, select it from the list and click the Delete button. This does not affect emails you already sent — it only stops the signature from appearing on new messages going forward.
Be careful not to delete a signature you are still using as a default. If you do, Outlook will stop adding a signature to your emails until you set a new default or create a new signature.
Troubleshooting signatures that do not appear
If you set a default signature but it is not showing up on new emails, check that you actually saved your changes. In the desktop version, click OK at the bottom of the Signatures window. In the web version, changes save automatically, but refresh your browser if the signature still does not appear.
If you are using Outlook on a phone or tablet, signatures may not work the same way. The mobile app does not always support the same signature features as the desktop or web versions. Check your phone's Outlook settings under Mail to see if signature options are available.
If your signature includes an image and it is not showing up, the image file may be too large or the link may be broken. Try removing the image and re-adding it, or use a smaller file size. Some email providers also block images in signatures for security reasons, so the recipient may not see it even if it looks fine on your end.
Frequently Asked Questions
Can I use HTML code in my Outlook signature?
Yes, but only in the desktop version. In Outlook on the web, you are limited to plain text and basic formatting. On desktop, click the dropdown next to your signature name and select Edit, then look for an option to edit the signature in HTML. This lets you add custom styling, colors, and layouts that plain text cannot do.
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 on emails as normal. If you delete your account, though, the signature goes with it.
Can I add my company logo to my signature?
Yes. In the signature editor, click the image button and upload your logo file. Keep the file under 100 KB so it does not slow down email delivery. If the logo is larger, resize it in an image editor before uploading. Some companies host logos on a web server and link to them instead, which keeps the email file smaller.
Do I need to add my signature to every email manually?
No. Once you set a default signature, Outlook adds it automatically to every new email you send. You only need to manually insert a different signature if you want to use one that is not your default.
Will my signature look the same on the recipient's end?
Usually, 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 common fonts like Arial or Calibri, and test your signature by sending an email to yourself or a colleague to see how it looks on their end.