Creating a signature in Outlook 365 takes about five minutes and requires you to open Settings, find the Signature section, and type or paste the text you want to appear at the bottom of every email.
A signature is a block of text, contact information, or a small image that automatically appears at the end of each email you send. In Outlook 365, you can create one signature that applies to all your emails, or different signatures for different email accounts if you have more than one set up in the same process.
The process is the same whether you use Outlook on Windows, Mac, or the web version. You do not need to manually add your signature to each email — once you set it up, Outlook inserts it automatically.
Key Takeaways
- Open Outlook 365, go to File > Options (Windows) or Outlook > Preferences (Mac), then select Mail > Signatures to create a new signature.
- Type or paste your signature text directly into the editor box, including your name, title, phone number, or any other contact details you want to share.
- Set your new signature as the default for new emails and replies separately — you can use different signatures for each if you prefer.
- Test your signature by composing a new email and checking that it appears correctly at the bottom before sending real messages.
How to access the Signature settings in Outlook 365
On Windows, open Outlook 365 and click the File menu in the top left corner. Select Options, then Mail in the left sidebar. Look for the Signatures button and click it to open the signature editor.
On Mac, open Outlook 365 and click Outlook in the menu bar at the very top of the screen. Select Preferences, then Signatures. You will see the same signature editor as Windows users.
If you use Outlook on the web (the version you access through a browser), click the gear icon in the top right corner, select View all Outlook settings, then Mail > Compose and reply. Scroll down to Signatures and click the toggle to turn signatures on.
Writing and formatting your signature text
In the signature editor, you will see a blank text box. Type your name, job title, phone number, email address, company name, or any other information you want to include. There is no required format — you can arrange the information however you prefer.
You can press Enter to create line breaks and organize your signature into multiple lines. For example, many people put their name on the first line, title on the second, and contact details on the third. You can also add a company website, mailing address, or social media handles if you want.
In the Windows and Mac versions of Outlook 365, you can highlight text and use the formatting buttons above the text box to make parts of your signature bold, italic, or a different color. You can also change the font size or font type. On the web version, formatting options are more limited — you can make text bold or italic, but color and font changes may not work the same way.
Setting your signature as the default
After you type your signature, you need to tell Outlook to use it automatically. In the Windows and Mac versions, look for a dropdown menu labeled "Choose default signature" or similar. Select your new signature from the list.
You will usually see two separate dropdowns: one for "New messages" and one for "Replies and forwards." You can set the same signature for both, or use different signatures if you prefer. For example, some people use a full signature with contact details for new emails, but a shorter version for replies.
On the web version, once you turn signatures on and type your text, it will automatically appear on all new emails. You do not need to set a default — the signature you create is the one that will be used.
Adding images or logos to your signature
In the Windows and Mac versions of Outlook 365, you can insert a small image or company logo into your signature. In the signature editor, look for an Insert button or Image button. Click it and select the image file from your computer. The image will be embedded in your signature and appear every time you send an email.
Keep images small — a logo that is 100 pixels wide or less will not make your emails look cluttered. Very large images can slow down email delivery and may be blocked by some email systems.
On the web version, you cannot insert images directly into the signature editor. If you need a logo or image in your signature, you will need to use the Windows or Mac version of Outlook 365 instead.
Testing your signature before sending emails
After you create your signature and set it as the default, compose a new email to test it. Click the New Email button, start typing a message, and look at the bottom of the compose window. Your signature should appear automatically below your message text.
Check that the formatting looks correct, that all the text is readable, and that any images appear where you expect them. If something looks wrong, go back to the signature settings, make changes, and test again with another new email.
If your signature does not appear, make sure you set it as the default in the dropdown menu. If you set different signatures for new messages and replies, test both by composing a new email and replying to an existing one.
Editing or deleting a signature
To change your signature later, go back to the signature settings using the same steps you used to create it. Click on your signature name in the list, edit the text or formatting in the editor box, and click Save or OK.
If you want to delete a signature, select it from the list and click the Delete button. If that signature was set as your default, Outlook will ask you to choose a different default before it removes the old one.
You can create multiple signatures and switch between them. For example, you might have one signature for work emails and a different one for personal emails. In the signature settings, click New, type a name for the new signature, and create it the same way as your first one.
Frequently Asked Questions
Can I use a different signature for different email accounts?
Yes. If you have multiple email accounts set up in Outlook 365, you can create a separate signature for each one. In the signature settings, look for a dropdown that says "Email account" or similar. Select the account you want to create a signature for, then create the signature. Repeat for each account.
Why is my signature not appearing on emails I send?
Make sure you set the signature as the default in the dropdown menu. Also check that you are composing a new email — if you set different signatures for new messages and replies, your signature may not appear when you reply to an existing email. Test by composing a brand new message.
Can I include a hyperlink in my signature?
Yes. In the Windows and Mac versions, highlight the text you want to turn into a link, look for a Link or Insert Hyperlink button in the signature editor, and paste the web address. On the web version, you can type a web address and it will usually turn into a clickable link automatically.
What happens if I delete my signature?
The signature will no longer appear on new emails you send. Any emails you already sent with that signature will not change — the signature text stays in those old emails. If you deleted it by mistake, you can create a new one with the same text.
Can I have Outlook add my signature only to new emails, not replies?
Yes. In the signature settings, you will see separate dropdowns for "New messages" and "Replies and forwards." Set a signature for new messages and leave the replies dropdown blank, or set a different signature for each.