The quickest way to change your signature

Open Outlook and go to File > Options > Mail > Signatures. You'll see a box labeled "Select signature to edit" with any signatures you've already created listed there. Click the one you want to change, edit the text in the box below it, and click Save. The next email you send will use the updated signature.

If you've never created a signature before, you'll see a button that says New. Click it, give your signature a name (like "Work" or "Personal"), type what you want it to say, and click Save. Then choose which account should use this signature from the dropdown menu below.

The signature window stays open after you save, so you can create multiple signatures if you need different ones for different purposes — one for work, one for personal email, one for a side business. You can switch between them by choosing which one Outlook uses by default for each account.

Key Takeaways

  • Signatures are edited in Outlook through File > Options > Mail > Signatures, not in the compose window itself.
  • You can create multiple signatures and assign each one to a different email account or use them selectively when composing.
  • Changes to a signature take effect when ready on new emails but do not change signatures on emails you've already sent.
  • Outlook lets you set a default signature for new messages and a different one for replies and forwards if you want them to differ.

Setting a default signature for new emails versus replies

When you create a signature, Outlook gives you two dropdown menus: one for "New messages" and one for "Replies and forwards." You can assign the same signature to both, or use a shorter version for replies and a longer one for new emails.

Many people use a full signature with contact information and a title for new messages, then set replies to use no signature at all or just a name. This keeps email threads from getting cluttered when multiple people reply back and forth. To do this, create two signatures, then set one in the "New messages" dropdown and leave the "Replies and forwards" dropdown empty or set it to a different signature.

Adding formatting, links, and images to your signature

The signature editor in Outlook includes basic formatting tools. You can make text bold or italic, change the font and size, add bullet points, and change text color. These buttons appear above the text box where you type your signature.

To add a clickable link, type the text you want to appear, highlight it, then click the link button (it looks like a chain). A dialog box will open where you can paste the web address. To add an image like a logo, click the image button and browse to the file on your computer. Keep images small — large signatures slow down email and annoy recipients.

Signatures in Outlook on the web versus the desktop app

If you use Outlook through a web browser (outlook.com or Outlook on the web), the signature settings are in a different place. Click the gear icon in the top right, then View all Outlook settings > Mail > Compose and reply. Scroll down to "Signatures" and type or paste your signature there. You can only have one signature per account in the web version.

The desktop app (Outlook for Windows or Mac) lets you create multiple signatures and switch between them, but the web version does not. If you need multiple signatures, use the desktop app. If you only need one, either version works the same way.

Why your signature might not appear on every email

If you set a default signature but it's not showing up on new emails, check that you actually assigned it in the "New messages" dropdown. If that dropdown is empty, Outlook won't add a signature automatically — you'll have to insert it manually each time.

Another common issue: you created a signature but assigned it to the wrong email account. If you have multiple accounts in Outlook, each one has its own signature settings. Click the account name at the top of the Signatures window to make sure you're editing the right one.

Signatures also won't appear on emails you send from a shared mailbox or a delegated account unless you specifically set them up for those accounts too. If you send email on behalf of someone else's mailbox, you may need to create a separate signature for that account.

Removing or disabling a signature

To stop using a signature, go back to File > Options > Mail > Signatures and set the "New messages" dropdown to blank or "(none)". This removes the automatic signature without deleting it — you can turn it back on later by selecting it from the dropdown again.

To permanently delete a signature you no longer need, select it from the list and click the Delete button. You cannot undo this, so make sure you don't need it before you delete.

Frequently Asked Questions

Can I use different signatures for different contacts?

Outlook does not have a built-in way to automatically use different signatures for different people. You can create multiple signatures and manually choose which one to use when composing, but you cannot set a rule that says "use signature A when emailing this person." Some third-party tools add this feature, but the standard Outlook app does not support it.

Will my signature appear the same on everyone's computer?

Formatting usually carries over, but it depends on the recipient's email program. If you use colors, custom fonts, or images, some people might see them differently or not at all if they use an older email client. Stick to standard fonts and straightforward formatting if you need your signature to look the same everywhere.

Can I add my photo to my signature?

Yes. Click the image button in the signature editor, browse to your photo file, and insert it. Keep the image small — under 100 pixels wide is standard. Large photos make your emails slow to load and take up space in recipients' inboxes.

What happens to signatures on emails I already sent?

Changing your signature does not affect emails you've already sent. Only new emails going forward will use the updated signature. If you need to change a signature on a sent email, you have to forward it or resend it.

Can I schedule different signatures for different times of day?

Outlook does not have a scheduling feature for signatures. You would need to manually change your signature settings or use a third-party tool that adds this capability. For most people, one signature per account is enough.