How to Add and Manage Your Email Signature in Outlook

Where to find signature settings in Outlook

Your signature settings live in the same place across Outlook versions: the File menu, then Options, then Mail, then Signatures. The exact path depends on whether you use Outlook desktop, Outlook on the web, or Outlook for Mac, but the principle is the same — you create the signature once, and Outlook attaches it to every outgoing message automatically.

If you use Outlook desktop on Windows, open Outlook and click File in the top left. Select Options, then Mail in the left sidebar. Scroll down until you see the Signatures section and click the Signatures button. If you use Outlook on the web (the browser version), click the gear icon in the top right, then View all Outlook settings, then Mail, then Compose and reply, then Signatures. On Mac, open Outlook, click Outlook in the menu bar, then Preferences, then Signatures.

Key Takeaways

Signature settings are in File > Options > Mail > Signatures on Outlook desktop, or the gear icon > settings on Outlook web.
You can create multiple signatures and choose which one to use for new messages versus replies, or set one to explore to all messages automatically.
Signatures can include text, links, images, and your contact details, but keep file size small if you include images.
If your signature does not appear on sent messages, check that you selected it as the default for new messages in the signature settings window.
You can set different signatures for different email accounts if you have more than one in Outlook.

Creating a new signature

Once you are in the Signatures window, click New to create a signature. Outlook will ask you to name it — use something descriptive like "Work" or "Professional" so you can tell your signatures apart if you create more than one. Type the name and click OK.

The text box below will now be active. Type or paste your signature content directly into it. You can include your name, job title, phone number, email address, company name, website, or any other text you want to appear at the bottom of your messages. If you want to add a line break or extra space, press Enter. You can also use basic formatting: select text and click Bold, Italic, or Underline in the toolbar above the text box.

To add a hyperlink, select the text you want to link (such as your website URL), then click the hyperlink button (it looks like a chain link) in the toolbar. Paste the full web address in the dialog box and click OK. To add an image such as a company logo, click the image button in the toolbar, navigate to the file on your computer, and select it. Keep images small — under 100 KB — so your emails do not become too large to send.

Setting a default signature for new messages and replies

After you create a signature, you need to tell Outlook when to use it. In the Signatures window, look for the dropdown menus labeled "New messages" and "Replies and forwards." The "New messages" dropdown controls what signature appears when you start a fresh email. The "Replies and forwards" dropdown controls what signature appears when you respond to someone else's message.

Click the "New messages" dropdown and select the signature you want to use by default. If you want the same signature on replies, set the "Replies and forwards" dropdown to the same one. If you want no signature on replies (a common choice in professional settings), leave that dropdown set to "(none)". Click OK to save your changes.

If you have multiple email accounts in Outlook, you can set different signatures for each account. In the Signatures window, look for the "Email account" dropdown at the top. Select one account, create or choose a signature for it, then switch to the next account and repeat. This way your work email can have a work signature and your personal email can have a different one.

Manually choosing a signature for a single message

Even if you have set a default signature, you can override it for any single message. Open a new email, and before you send it, look for the Signature button in the Message tab (on desktop) or in the compose area (on web). Click it and select a different signature from the list, or select "(none)" if you do not want a signature on that particular message.

This is useful if you want a professional signature on most messages but occasionally need to send something without one, or if you want to use a different signature for a specific recipient or topic.

Editing or deleting a signature

To change a signature you have already created, go back to the Signatures window (File > Options > Mail > Signatures on desktop, or settings on web). 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, select it in the list and click the Delete button. Outlook will ask you to confirm. If that signature was set as your default for new messages or replies, Outlook will reset those dropdowns to "(none)" when you delete it, so you will need to choose a new default if you want one.

Troubleshooting: signature not appearing on sent messages

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 "New messages" dropdown — it should show your signature name, not "(none)". If it shows "(none)", click the dropdown and select your signature.

On Outlook web, signatures sometimes do not appear until you refresh the page or close and reopen the compose window. Try composing a new message and check whether the signature appears at the bottom. If you are using a template or a message rule, those can sometimes override your signature settings — check your Rules and Alerts (File > Manage Rules & Alerts on desktop) to see if anything is interfering.

If you use Outlook on a shared computer or a work network, your IT department may have disabled custom signatures or set a company-wide signature that overrides yours. Contact your IT support to ask whether signature customization is allowed in your organization.

Adding images and formatting to signatures

Outlook allows you to add images, colors, and formatted text to your signature, but keep a few things in mind. Images should be small — a logo or headshot under 100 KB works well, but large images slow down email delivery and can trigger spam filters. Use standard fonts like Arial, Calibri, or Times New Roman so your signature displays correctly on all devices and email clients.

Avoid bright colors or unusual fonts that might look unprofessional or be hard to read. If you include a company logo, use the official version from your company — ask your marketing or IT department if you are unsure which file to use. Test your signature by sending yourself an email and opening it on your phone, a tablet, and a desktop computer to make sure it looks good everywhere.

Frequently Asked Questions

Can I have different signatures for different email accounts?

Yes. In the Signatures window, use the "Email account" dropdown at the top to select one account, then create or choose a signature for it. Repeat for each account. Outlook will automatically use the correct signature based on which account you are sending from.

Why is my signature appearing twice on replies?

This usually happens when you have set a signature for both "New messages" and "Replies and forwards," and the original message already contained a signature. Outlook adds your signature to the reply, creating a stack. To fix this, set "Replies and forwards" to "(none)" so your signature only appears on new messages you start.

Can I add a line or separator before my signature?

Yes. In the signature text box, press Enter to create a new line, then type two or three hyphens (---) or a similar character to create a visual break. This helps separate your signature from the message body and is a common professional practice.

What file formats work for images in signatures?

Outlook accepts JPG, PNG, GIF, and BMP files. JPG and PNG are best because they compress well and display clearly. Avoid very large or high-resolution images — a logo or photo 200 pixels wide is plenty for an email signature.

Does my signature appear on messages I forward?

By default, no — your signature only appears on new messages and replies, not on forwards. If you want a signature on forwards too, you will need to add it manually to each forwarded message, or create a rule or template to do it automatically. Most people leave forwards without a signature to keep the conversation thread clear.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.