Where to find the signature settings in Outlook

Your signature settings live in the same place whether you use Outlook on Windows, Mac, or the web version. On Windows and Mac, open Outlook and go to File > Options (Windows) or Outlook > Preferences (Mac). On the web at outlook.com or outlook.office.com, click the gear icon in the top right, then View all Outlook settings > Mail > Compose and reply.

Once you are in the right section, you will see a field labeled Email signature or Signatures. This is where you type or paste the text, contact details, or formatted content you want to appear at the bottom of your emails.

Key Takeaways

  • Signatures are set in File > Options (Windows), Outlook > Preferences (Mac), or Settings > Mail > Compose and reply (web).
  • You can create multiple signatures and choose which one to use for new messages versus replies.
  • Signatures can include text, line breaks, and basic formatting like bold or italics, but not images or logos in all versions.
  • Once you save your signature, it will appear automatically on new emails unless you turn it off for a specific message.

Creating a basic text signature

The simplest signature is plain text: your name, job title, phone number, or any other information you want to include. Click in the signature field and type what you want to appear. You can press Enter to create line breaks and organize the information however you prefer.

If you want to add formatting like bold text or italics, highlight the text you typed and use the formatting buttons above the field. Most versions of Outlook support basic formatting this way. Keep in mind that when you send the email to someone, the formatting may not display the same way on their device, so stick to straightforward changes.

Setting up multiple signatures for different purposes

You can create more than one signature and switch between them. In the signature settings, look for a button that says New or +. Give each signature a name — for example, "Work" or "Personal" — and type the content you want for that one. Save it, then create another if you need it.

When you compose a new email, a dropdown menu will appear near the signature field. Click it to choose which signature you want to use for that message. You can also set a default signature so one appears automatically, and then manually switch to a different one when you need to.

Choosing when your signature appears

Outlook lets you control whether your signature shows up on new messages, replies, or both. In the signature settings, you will see options like New messages and Replies and forwards. Check the boxes next to the ones where you want your signature to appear automatically.

Many people turn off the signature for replies because the original email is already there and adding a full signature to every back-and-forth can make the conversation harder to read. You can always add it manually to a reply if you want to.

Adding contact information and formatting

A useful signature usually includes your name, title, phone number, and email address — though your email address will already be visible to the recipient, so it is optional. You can also add a website, social media handles, or a company name. Type each piece of information on its own line by pressing Enter between them.

If you want to add a line or separator between your message and your signature, type a series of dashes or underscores (like ---) on its own line. This makes the signature visually distinct and easier to spot. Some people also add a short tagline or disclaimer, though keep it brief so the signature does not take up too much space.

Troubleshooting signatures that do not appear

If you set up a signature but it is not showing on your emails, first check that you selected the right boxes in the settings — New messages and Replies and forwards both need to be checked if you want it everywhere. If the boxes are checked, try closing Outlook completely and opening it again, as the change sometimes does not take effect until you restart.

On the web version, signatures can take a few minutes to sync across devices. If you set it up on outlook.com but do not see it in the Outlook app on your computer, wait a few minutes and then close and reopen the app. If the signature still does not appear after restarting, sign out of Outlook entirely, then sign back in.

Frequently Asked Questions

Can I add an image or logo to my signature?

The web version of Outlook does not support images in signatures through the standard settings. The desktop versions (Windows and Mac) have limited image support, but it is not reliable across all email clients. For a professional logo, consider adding it to your email template or letterhead instead, or use a signature service that handles images separately.

What happens to my signature if I change my password?

Your signature is stored separately from your password and will not be affected by password changes. It will remain exactly as you set it up. If you change email accounts or remove an account from Outlook, the signature tied to that account may disappear, but changing your password alone will not touch it.

Can I use 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 signature settings, look for a dropdown that lets you choose which account you are setting the signature for. Create and save a signature for each account, and Outlook will use the right one when you send from that address.

How do I remove a signature I no longer need?

Open the signature settings, click on the signature name you want to delete, and look for a Delete or trash icon button. Click it to remove that signature. If it was set as your default, Outlook will ask you to choose a new default before you can delete it.

Will my signature look the same on the recipient's phone or computer?

Not always. Formatting, fonts, and spacing can display differently depending on what email client the recipient uses and what device they are on. Stick to straightforward text, basic bold or italic formatting, and standard fonts. Avoid unusual colors or complex layouts, as they may not show up the way you intended.