Add a signature in Outlook on Windows or Mac

An email signature is a block of text that appears at the bottom of every message you send. In Outlook, you create it once and it attaches automatically to all new emails. The steps differ slightly between Windows and Mac, but both take about two minutes.

On Windows, open Outlook and go to File > Options > Mail > Signatures. Click New, give your signature a name (like "Work" or "Personal"), then type or paste your signature text in the large box below. You can include your name, job title, phone number, website, or any other information you want to appear on every email.

On Mac, open Outlook and go to Outlook > Preferences > Signatures. Click the plus sign to create a new signature, name it, then type your text in the box on the right. The process is the same; only the menu path changes.

Key Takeaways

  • Signatures are created in Outlook's settings, not in individual emails, so they explore to all messages you send going forward.
  • You can create multiple signatures (one for work, one for personal use) and choose which one to use when you compose each email.
  • Signatures can include text formatting like bold or italics, but not images or logos in the basic setup.
  • Once you set a default signature, it will appear automatically on every new email unless you remove it before sending.

Set a default signature for new messages

After you create a signature, you need to tell Outlook to use it automatically. On Windows, stay in the Signatures window and look for the dropdown menu labeled Choose default signature. Select your signature name from the list. If you have multiple email accounts in Outlook, you will see a separate dropdown for each account — set a default for whichever accounts you use regularly.

On Mac, the process is similar. In the Signatures window, select your signature from the list on the left, then use the dropdown at the bottom right to choose which account it applies to. You can set different signatures for different accounts if you want.

Once you set a default, every new email you compose will include that signature at the bottom. You do not have to do anything — it appears on its own.

Create different signatures for replies and forwarded messages

By default, Outlook adds your signature only to new messages, not to replies or forwarded emails. Many people prefer it this way to keep conversations shorter. If you want your signature on replies too, you can change that setting.

On Windows, go back to File > Options > Mail > Signatures. Look for the checkbox that says Include signature in replies and forwards and check it. On Mac, this option is in Outlook > Preferences > Signatures as well, though the exact wording may vary slightly depending on your Outlook version.

If you check this box, your signature will appear on every email you send, including replies. If you leave it unchecked, it appears only on new messages you start from scratch.

Edit or delete a signature

To change a signature you have already created, go back to the Signatures window using the same path you used to create it. Find the signature name in the list, click it, and edit the text in the box below. Your changes take effect when ready on all new emails.

To delete a signature, select it from the list and click the minus sign (Mac) or the Delete button (Windows). If that signature was set as your default, Outlook will ask you to choose a new default before you can delete it. You can have as many signatures as you want, so there is no harm in keeping old ones if you might use them later.

Add formatting and line breaks to your signature

Outlook's signature editor allows basic text formatting. You can make text bold, italic, or underlined by selecting the text and using the formatting buttons in the editor window. You can also change the font or font size if you want your signature to stand out.

To add line breaks and space between lines, press Enter where you want a new line to start. This helps organize your signature so it is straightforward to read. For example, you might put your name on one line, your title on the next, then your phone number and email address below that.

Keep in mind that some email recipients may use older email clients that do not display formatting the same way. A straightforward, plain-text signature is usually the safest choice if you are not sure what your recipients use.

Troubleshoot a signature that is not appearing

If you created a signature but it is not showing up on your emails, the most common reason is that you did not set it as the default. Go back to the Signatures window and check the Choose default signature dropdown — if it says None, your signature will not appear. Select your signature name from the dropdown and click OK.

Another reason signatures sometimes do not appear is if you are composing in a format Outlook does not support. If you are sending a plain-text email instead of HTML, some signatures may not display correctly. You can change this in File > Options > Mail > Compose messages and selecting HTML as your default format.

If you are still not seeing your signature after checking these settings, try closing Outlook completely and opening it again. Sometimes the signature settings do not take effect until you restart the program.

Use different signatures for different email accounts

If you have more than one email account set up in Outlook, you can create separate signatures for each one. This is useful if you have a work account and a personal account, or if you manage multiple business accounts.

Create your first signature as described above, then create a second one with a different name. In the Signatures window, you will see a dropdown menu that lets you choose which account each signature belongs to. Select the account name, then set the signature you want for that account. Repeat for each account you use.

When you compose a new email, Outlook will automatically use the signature that matches the account you are sending from. You do not have to switch signatures manually — Outlook handles it based on which account you selected.

Frequently Asked Questions

Can I add an image or logo to my signature?

The basic signature editor in Outlook does not support images directly. However, you can insert an image into a signature by creating it in Word first, then copying and pasting it into the signature field. Some versions of Outlook also allow you to insert an image through the signature editor itself — look for an Insert menu or button in the signature window.

What happens to my signature if I change my password?

Your signature is stored separately from your password and account settings, so changing your password will not affect it. Your signature will continue to appear on all your emails as before.

Can I use the same signature for multiple accounts?

Yes. Create one signature, then in the Signatures window, set it as the default for each account you want to use it on. You do not have to create separate signatures unless you want different text for different accounts.

Why is my signature appearing in the middle of my email instead of at the bottom?

This usually happens when you are replying to an email and Outlook places your signature above the original message text. This is normal behavior in many email clients. If you want your signature at the very bottom, compose a new message instead of replying, or manually move your signature text after you finish typing your reply.

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

Outlook does not have a built-in feature to schedule signature changes. If you need different signatures at different times of year, you will need to manually switch them in the Signatures settings. You can create multiple signatures and change your default whenever you need to.