Add a signature in Outlook on the web

Open Outlook in your web browser and sign in to your account. In the top right corner, click the gear icon, then select View all Outlook settings. On the left side, click Mail, then scroll down and click Compose and reply. You'll see a text box labeled Email signature — type or paste your signature there.

Your signature can include your name, job title, phone number, website, or any text you want to appear at the bottom of every email. When you're done typing, scroll down and click Save. The next time you write an email, your signature will appear automatically above the compose area. You can edit or remove it before sending any individual message.

Key Takeaways

  • In Outlook on the web, go to Settings > Mail > Compose and reply, then type your signature in the Email signature box and click Save.
  • In Outlook desktop, open File > Options > Mail > Signatures, create a new signature, and choose which account it applies to.
  • Your signature appears automatically on new emails but not on replies unless you turn that setting on in desktop Outlook.
  • You can edit your signature anytime, and you can remove it from any single email before you send.
  • If you use Outlook on multiple devices, set up your signature separately on each one — they don't sync automatically.

Add a signature in Outlook desktop

Open Outlook on your computer and click File in the top left. Select Options, then click Mail on the left side. Look for Signatures and click it. You'll see a button that says New — click it and give your signature a name (like "Work" or "Personal").

In the large text box below, type your signature. You can format it with bold, italics, or different fonts using the toolbar above the box. When you're finished, click Save. Now you need to tell Outlook when to use this signature. Under Choose default signature, find your email account in the dropdown menu and select the signature you just created. Click OK to close the window.

Control when your signature appears

By default, Outlook adds your signature only to new emails you write, not to replies or forwarded messages. If you want your signature on replies too, go back to File > Options > Mail > Signatures. Under Choose default signature, look for the dropdown that says Replies and forwards and select your signature from that list as well.

Keep in mind that adding your signature to replies means it will appear on every reply you send, which can make email threads longer. Many people prefer to use signatures only on new messages. You can always remove your signature from a specific email before sending — just select and delete it from the compose area.

Edit or delete a signature

To change your signature, open File > Options > Mail > Signatures again. Click the signature name you want to edit, make your changes in the text box, and click Save. The new version will appear on all future emails.

To remove a signature entirely, click its name in the signature list and click the Delete button. If you've set it as your default, Outlook will ask you to choose a different default signature before it deletes the old one. You can also create multiple signatures and switch between them — for example, one for work and one for personal emails.

Add a signature on your phone or tablet

On iPhone or iPad, open the Outlook app and tap the gear icon at the bottom. Tap Settings, then tap your email account. Scroll down to Signature and type what you want to appear at the bottom of your emails. On Android, open Outlook, tap the menu icon (three horizontal lines), tap Settings, select your account, and scroll to Signature.

Phone signatures work the same way as desktop — they appear on new emails automatically. If you use Outlook on your phone, computer, and web browser, you'll need to set up your signature on each device separately. Changes you make on one device won't show up on the others.

Troubleshoot a missing signature

If your signature isn't appearing on new emails, first check that you've actually saved it. Go back to File > Options > Mail > Signatures and confirm your signature is listed and set as the default for your account. If it's there but still not showing, close Outlook completely and open it again — sometimes the app needs to restart to explore the change.

If you're using Outlook on the web and your signature doesn't appear, make sure you clicked Save at the bottom of the Settings page, not just closed the window. On mobile, try signing out of the Outlook app and signing back in. If your signature appears on new emails but not replies, check the Replies and forwards setting in your signature options — it's probably set to None.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. In Outlook desktop, create multiple signatures and assign each one to a different account in the Choose default signature section. In Outlook on the web, you can only set one signature per account, but you can manually add different text to emails from different accounts if needed.

Can I add an image or logo to my signature?

In Outlook desktop, click the Insert button while editing your signature and select Picture. In Outlook on the web, you cannot insert images directly into the signature box, but you can add a link to your website or social media profile instead.

Why does my signature look different when someone receives my email?

Formatting like fonts, colors, and spacing can change depending on the email program the recipient uses. Stick to basic formatting — bold and italics usually work, but fancy fonts may not. If you're sending to people outside your organization, keep your signature straightforward and plain.

Does my signature appear on emails I send from my phone?

Only if you've set up a signature in the Outlook mobile app. Phone signatures are separate from your computer signature, so you need to create one on each device. Many people use a shorter signature on their phone, like just their name.

Can I remove my signature from just one email?

Yes. When you're composing an email, your signature appears at the bottom. You can click on it and delete it before you send. This works on desktop, web, and mobile — the signature will still appear on your next email.