Adding a signature in Outlook takes three steps: create the signature text, set it as default, and choose which emails get it automatically

Your Outlook signature appears at the bottom of every email you send — usually your name, title, phone number, or a company logo. You create it once in Outlook's settings, then it attaches itself to outgoing messages without you typing it each time. The process differs slightly depending on whether you use Outlook on Windows, Mac, or the web version, but all three follow the same basic path: write the signature, make it your default, and decide when it should appear.

Most people set up one signature for work emails and another for personal messages, or none at all for quick replies. Outlook lets you create multiple signatures and pick which one to use for each message, or set one to appear automatically on everything you send.

Key Takeaways

  • In Outlook on Windows, go to File > Options > Mail > Signatures to create and manage your signature text.
  • You can create multiple signatures and choose which one appears on new messages, replies, and forwards separately.
  • In Outlook on the web, signatures are created under Settings > Mail > Compose and reply, and they explore to all outgoing messages.
  • Signatures can include text, line breaks, and contact details, but adding images or logos requires copying them from another program or using HTML.
  • Once you set a default signature, it will appear automatically on every new email unless you delete it before sending.

Creating a signature in Outlook on Windows

Open Outlook and click File in the top left corner. Select Options, then Mail from the left sidebar. Scroll down and click Signatures. You will see a window with three sections: one for creating signatures, one for choosing defaults, and one for preview.

Click New under the Signatures section. Type a name for this signature — something like "Work" or "Personal" — so you can tell them apart if you create more than one. Click in the large text box below and type or paste your signature. You can include your name, job title, phone number, email address, company name, or any other text you want at the bottom of your emails. Press Enter to create line breaks between pieces of information.

Once you have typed your signature, use the dropdown menus under "Choose default signature" to decide when it appears. The first dropdown controls new messages, the second controls replies and forwards. You can set different signatures for each, or set one signature for everything and leave the other blank. Click OK when you are done, and the signature will now appear on emails you send.

Creating a signature in Outlook on Mac

Click Outlook in the menu bar at the top of your screen, then Preferences. Select Signatures from the window that opens. Click the plus sign to create a new signature and give it a name.

Type your signature text in the box on the right. Use the dropdown menu at the bottom to choose which email account this signature belongs to — if you have multiple email addresses in Outlook, you can create different signatures for each one. Check the box next to "Automatically include my signature on outgoing messages" to make it appear on all new emails. Click the red close button when you are finished.

Creating a signature in Outlook on the web

Log into your Outlook account at outlook.com or outlook.office.com. Click the gear icon in the top right corner and select View all Outlook settings. Click Mail in the left sidebar, then Compose and reply. Scroll down to Email signature.

Type your signature in the text box. Check the box next to "Automatically include my signature on all outgoing messages" if you want it to appear on every email. If you do not check this box, you can still add your signature to individual emails by clicking the signature icon in the compose window. Click Save at the bottom of the page.

Adding images or logos to your signature

Outlook's built-in signature editor handles text easily, but images require a workaround. In Outlook on Windows, you can paste an image directly into the signature text box — copy the image from another program, click in the signature box, and paste it. The image will appear in your signature on outgoing emails.

In Outlook on the web, the signature box does not accept images directly. Instead, you can create your signature in Word, add an image there, copy the entire formatted signature, and paste it into Outlook's signature box. Some formatting may not carry over, so test it by sending yourself a message to see how it looks.

If you need a professional logo or complex formatting, consider creating your signature as an HTML file and importing it, or using a third-party signature tool designed for Outlook. These tools let you build signatures with images, colors, and links, then sync them across your organization.

Managing multiple signatures for different purposes

Create as many signatures as you need by clicking New each time. You might have one for work emails, one for personal messages, one for client communications, and one for internal team emails. Give each a clear name so you can find it quickly.

In Outlook on Windows, set one as your default for new messages and another for replies, or leave one blank if you want to choose manually each time. In Outlook on the web, only one signature can be automatic, but you can add others manually by clicking the signature icon while composing an email and selecting from the dropdown.

If you change jobs or want to update your signature, go back to the Signatures settings, click the signature you want to edit, change the text, and click Save. The new version will appear on all future emails.

Troubleshooting signatures that do not appear

If your signature is not showing up on emails, first check that you set it as the default. In Outlook on Windows, go back to File > Options > Mail > Signatures and make sure the signature name appears in the dropdown under "Choose default signature" for new messages. In Outlook on the web, verify that the checkbox next to "Automatically include my signature on all outgoing messages" is checked.

If you are using Outlook on Mac and your signature does not appear, check that you selected the correct email account in the Signatures preferences — if you have multiple accounts, each one needs its own signature set. Also make sure the "Automatically include my signature on outgoing messages" box is checked.

If your signature appears on new messages but not on replies, check the second dropdown in the Signatures settings. In Outlook on Windows, this controls replies and forwards separately. You may have left it blank by accident. Set it to the same signature as new messages, or leave it blank if you prefer not to include your signature on replies.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. In Outlook on Windows and Mac, when you create a signature, you can assign it to a specific email account. If you have both a work and personal email in Outlook, create one signature for each and set them as defaults for their respective accounts. In Outlook on the web, you can only have one signature per account, but you can switch between accounts and set different signatures for each.

What happens if I delete my signature after I send an email?

The signature that was already sent stays in the email — deleting the signature from your settings only stops it from appearing on future messages. Recipients will still see the signature you included when you sent the message.

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

In Outlook on Windows and Mac, if you have a draft email open and your default signature is set, it will appear when you create a new message, but not retroactively on drafts you started before setting the signature. You can manually type or paste your signature into an existing draft if needed.

How do I remove my signature from a single email?

Open the email you are composing and select all the signature text at the bottom, then delete it. This removes the signature from that one email only — your default signature will still appear on all future messages.

Can I include a link or phone number that people can click in my signature?

In Outlook on Windows, you can type a phone number or web address, and Outlook will often format it as a clickable link automatically. In Outlook on the web, links and phone numbers in signatures work the same way. If Outlook does not format it automatically, you may need to use HTML or a third-party signature tool to create clickable elements.