Where to find your signature settings
Your signature settings live in Outlook's preferences, not in your email itself. The exact path depends on whether you use Outlook on the web, Outlook desktop for Windows, or Outlook for Mac — each stores signatures in a different place.
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". Go to "Mail" and then "Compose and reply". Your signature box appears there.
If you use Outlook desktop on Windows, open Outlook and go to File > Options > Mail > Signatures. If you use Outlook for Mac, go to Outlook > Preferences > Signatures.
Key Takeaways
- Outlook stores signatures in settings, not in your email drafts — you access them through preferences or account settings depending on which version you use.
- You can create multiple signatures and choose which one to use for new emails versus replies, or set a default that applies to everything.
- Formatting like bold text, colors, and links work in signatures, but images and logos require you to insert them as files rather than paste them.
- Changes to your signature take effect when ready for new emails, but do not change signatures already sent.
Creating or editing a signature in Outlook on the web
Once you are in the compose and reply settings, you will see a text box labeled "Email signature". Type or paste your signature text directly into this box. You can include your name, title, phone number, website, or any other information you want to appear at the bottom of every email.
To format your text, use the toolbar above the signature box. You can make text bold or italic, change the font, add a hyperlink, or change text color. If you want to add a logo or image, click the image icon in the toolbar and upload a file from your computer.
Below the signature box, you will see a checkbox that says "Automatically include my signature on messages I send". Leave this checked if you want your signature to appear on every new email. If you uncheck it, you will have to manually add your signature to each email.
Creating or editing a signature in Outlook desktop for Windows
In the Signatures window, click "New" to create a new signature, or select an existing one to edit it. Type your signature text into the large box in the center of the window. Use the formatting buttons above the text box to add bold, italic, underline, font changes, colors, or hyperlinks.
To add an image, click the image icon (it looks like a small picture frame) and select a file from your computer. The image will be embedded in your signature and appear whenever you use that signature.
At the bottom of the window, you will see two dropdown menus: one for "New messages" and one for "Replies and forwards". You can set a different signature for each. For example, you might use a full signature with your title and phone number for new emails, but a shorter version for replies. If you want the same signature for both, select it in both dropdowns.
Creating or editing a signature in Outlook for Mac
Click the plus sign to create a new signature. Give it a name (like "Work" or "Personal") so you can tell your signatures apart if you create more than one. Type your signature text into the box on the right side of the window.
Use the formatting options in the toolbar to make text bold, italic, or colored, or to add a hyperlink. To insert an image, click the image icon and choose a file from your computer.
Below the signature text box, you will see checkboxes for "Use this signature by default" and options to choose which signature appears for new messages versus replies. If you check "Use this signature by default", that signature will appear on every new email unless you manually change it before sending.
Adding images and logos to your signature
Most versions of Outlook let you insert an image file directly into your signature. The image must already exist as a file on your computer — you cannot paste a screenshot or image from the web directly into the signature box.
Save your logo or image file to your computer first. Then, in your signature settings, click the image icon in the toolbar and browse to that file. The image will be embedded in your signature. Keep the image file small (under 100 KB) so your emails do not become too large to send.
If you want to add a clickable link to your website or social media in your signature, highlight the text you want to link, click the hyperlink icon, and paste the URL. The link will work for anyone who receives your email.
Using different signatures for different accounts or situations
If you have multiple email accounts set up in Outlook, you can create a separate signature for each one. In Outlook desktop for Windows and Mac, the signature settings let you choose which account each signature belongs to. In Outlook on the web, signatures are tied to your account automatically.
You can also create multiple signatures and choose which one to use each time you send an email. In Outlook desktop, when you start a new email, look for a "Signature" button in the toolbar and click it to pick which signature you want. In Outlook on the web, you can manually add a signature from a dropdown menu before you send.
This is useful if you want a formal signature for client emails and a casual one for internal team messages, or if you want to include different contact information depending on who you are writing to.
Troubleshooting signature problems
If your signature is not appearing on emails you send, first check that "Automatically include my signature" is turned on in your settings. In Outlook on the web, this is a checkbox in the compose and reply section. In Outlook desktop, check that you have selected a signature in the "New messages" dropdown.
If you recently changed your signature and the old one is still appearing, make sure you saved your changes. In Outlook on the web, click "Save" at the bottom of the settings page. In Outlook desktop, click "OK" to close the Signatures window. Changes take effect when ready for new emails, but emails you already sent will not change.
If your signature looks different in the email than it did in settings — for example, if colors or formatting disappeared — the person receiving the email may be using an email client that does not support that formatting. Stick to basic formatting like bold and italic, which work in almost all email programs.
Frequently Asked Questions
Can I have a different signature for replies than for new emails?
Yes. In Outlook desktop for Windows and Mac, the Signatures window has separate dropdowns for "New messages" and "Replies and forwards". You can assign different signatures to each. In Outlook on the web, you can manually select a signature from a dropdown before you send a reply.
Will my signature appear on emails I send from my phone?
Outlook for iPhone and Android have their own signature settings, separate from your desktop version. Open the Outlook app, go to Settings, select your account, and look for Signature. You will need to set up your signature there separately. Some phones also add their own default signature (like "Sent from my iPhone"), which you can turn off in your phone's mail settings.
What happens if I delete a signature I was using?
If you delete a signature that was set as your default, Outlook will stop adding a signature to new emails until you choose a different one. Any emails you already sent with that signature will not change — the signature stays in those emails because it was included when you sent them.
Can I use special characters or emojis in my signature?
Yes, you can type or paste special characters and emojis into your signature box. However, not all email clients display emojis the same way, and some older systems may not show them at all. Stick to standard characters and straightforward formatting for the best results across all email programs.
Why does my signature look different when someone receives my email?
Email clients display formatting differently. Colors, custom fonts, and unusual spacing may not appear the same in Gmail, Outlook, Apple Mail, or other programs. Use basic formatting like bold and italic, standard fonts like Arial or Times New Roman, and black text to may support your signature looks consistent for everyone.