Add a signature in Outlook through Settings

Open Outlook and go to File > Options > Mail > Signatures. Click New, give your signature a name (like "Work" or "Personal"), and type or paste the text you want to appear at the bottom of every email. Click OK when you're done.

Outlook will automatically add this signature to all new messages you compose. If you use multiple email accounts in Outlook, you can create different signatures for each one and choose which signature goes with which account in the same settings window.

Key Takeaways

  • Signatures are added through File > Options > Mail > Signatures, where you create and name each one.
  • You can set a default signature that appears on every new email, or choose which signature to use each time you write.
  • Different email accounts can have different signatures, and you control which signature pairs with which account.
  • Signatures do not appear on replies and forwards unless you specifically set them to, which you can change in the same settings window.
  • You can include text, line breaks, and contact details, but Outlook signatures cannot contain images or formatted fonts in the basic setup.

Set a default signature for new messages

After you create a signature, you need to tell Outlook to use it automatically. In the Signatures window, look for the dropdown that says Choose default signature. Select the signature you just made from the list, and Outlook will add it to every new email you start from scratch.

This does not affect replies or forwards — those stay blank unless you change a separate setting. If you want signatures on replies and forwards too, check the box labeled Replies/forwards in the same window and pick the signature from the dropdown below it.

Create different signatures for different accounts

If you have more than one email account set up in Outlook, you can assign a different signature to each one. In the Signatures window, the dropdown at the top says E-mail account. Switch to each account one at a time, then set a default signature for that account in the Choose default signature dropdown below.

This way, when you compose a new email from your work account, your work signature appears automatically. When you switch to your personal account, your personal signature shows up instead. You do not have to choose manually each time.

Add line breaks and contact details to your signature

Type your signature exactly as you want it to look. Press Enter to create line breaks between your name, title, phone number, and website. You can include dashes, asterisks, or other characters to separate sections if you want.

Common signature layouts include your full name on the first line, job title on the second, phone number on the third, and email or website on the fourth. Keep it straightforward — Outlook's basic signature tool does not support bold text, italics, or images, so stick to plain text and line breaks.

Turn signatures off for replies and forwards

By default, Outlook does not add your signature to emails you reply to or forward. If you want to keep it that way, you do not need to change anything. Your signature will only appear on brand-new messages you compose.

If you previously turned on signatures for replies and forwards and now want to turn them off, go back to File > Options > Mail > Signatures, uncheck the Replies/forwards box, and click OK.

Edit or delete a signature you already created

Open the Signatures window again at File > Options > Mail > Signatures. Click the signature name in the list on the left, then edit the text in the box on the right. Your changes save automatically when you click OK.

To delete a signature, click its name in the list and click the Delete button. If that signature was set as your default, Outlook will ask you to pick a new default before you can finish.

Frequently Asked Questions

Can I add an image or logo to my signature?

The basic Outlook signature tool does not support images. If you need a logo or image in your signature, you can insert it manually into each email by going to Insert > Pictures, but it will not be part of your automatic signature. Some organizations use HTML signatures for this, which requires editing the signature file directly on your computer.

Why is my signature not showing up on emails I send?

Check that you set a default signature in the Choose default signature dropdown. Also make sure you are composing a new message, not replying to one — signatures do not appear on replies unless you turned that setting on. If you just created the signature, restart Outlook to make sure the change takes effect.

Can I use different signatures for different contacts or projects?

Outlook does not have a built-in way to automatically switch signatures based on who you are emailing. You can create multiple signatures and manually pick which one to use each time you compose, but you cannot set rules like "use this signature when emailing clients" automatically.

What happens to my signature if I change my password?

Your signature is stored separately from your account password and will not be affected by password changes. It will continue to appear on your emails as normal.