Creating a signature in Outlook

A signature in Outlook is a block of text that appears automatically at the bottom of every email you send. It typically includes your name, job title, phone number, and company information. You set it up once in Outlook's settings, and then it attaches to outgoing messages without you having to type it each time.

The process differs slightly depending on whether you use Outlook on the web, Outlook on Windows, or Outlook on Mac. All three routes take fewer than five minutes, and you can create multiple signatures if you need different ones for different purposes — for example, a formal signature for work and a casual one for personal messages.

Key Takeaways

  • Signatures are created in Outlook's settings, not in individual emails, and then explore automatically to all new messages you compose.
  • Outlook on the web, Windows, and Mac each have their own settings location, but the steps are similar across all three.
  • You can create multiple signatures and choose which one to use for each email, or set one as your default.
  • Signatures can include text, contact details, and links, but not images or complex formatting in all versions of Outlook.

Creating 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 to open settings, then select View all Outlook settings.

On the left side of the settings page, click Mail, then scroll down to find Compose and reply. Under that section, you will see a text box labeled Email signature. Type or paste your signature text directly into this box. You can include your name, title, phone number, company name, website, or any other information you want to appear on every email.

Below the signature box, check the box next to Automatically include my signature on messages I send if you want the signature to appear on all outgoing emails. If you leave this unchecked, you can still add the signature manually to individual emails. Click Save at the bottom of the page. Your signature will now appear on all new emails you compose.

Creating a signature in Outlook on Windows

Open Outlook on your computer. In the top left, click File, then select Options from the menu on the left side.

In the Outlook Options window, click Mail on the left side. Look for the section labeled Signatures and click the button that says Signatures. A new window will open with your signature settings.

Click the New button to create a new signature. You will be asked to name it — type a name like "Work" or "Professional" so you can identify it later. In the text box below, type your signature. You can format the text using the buttons above the box to make it bold, italic, or change the font. When you are finished, click OK.

Back in the Outlook Options window, you can set this signature as your default by selecting it in the dropdown menu under Choose default signature. If you want this signature to appear on replies and forwards as well as new emails, select it in the dropdown under Replies and forwards. Click OK to save your changes.

Creating a signature in Outlook on Mac

Open Outlook on your Mac. In the top menu bar, click Outlook, then select Preferences.

In the Preferences window, click Signatures. On the left side, you will see your email accounts listed. Select the account you want to add a signature to. Click the + button at the bottom left to create a new signature. Name it in the dialog box that appears.

In the text box on the right, type your signature. You can use the formatting buttons above the box to adjust the font, size, and style. When you are finished, close the Preferences window. Your signature will now appear on new emails from that account.

Using multiple signatures

If you have more than one email account or need different signatures for different purposes, you can create as many as you want. In Outlook on Windows, click File > Options > Mail > Signatures, then click New again to add another one. In Outlook on the web, go to settings and scroll to the email signature box — you can create additional signatures by typing them in separate sections or by using the signature dropdown if your version offers it.

Once you have created multiple signatures, you can choose which one to use each time you compose an email. In Outlook on Windows, when you create a new email, look for a dropdown menu near the signature area that lets you pick which signature to insert. In Outlook on the web, you may need to manually select your signature from a dropdown before sending. On Mac, you can select which signature to use in the compose window before you send.

What to include in your signature

A professional signature typically includes your full name, job title, company name, phone number, and email address. You can also add your company website, office address, or a link to your LinkedIn profile. Keep it concise — most signatures are three to five lines long.

Avoid including images or complex formatting if you are unsure whether the recipient's email client will display them correctly. Plain text signatures work reliably across all email programs. If you want to add a company logo or special formatting, test it first by sending an email to yourself and checking how it looks on the receiving end.

Troubleshooting common signature problems

If your signature is not appearing on emails, first check that you have enabled the option to automatically include it. In Outlook on the web, verify that Automatically include my signature on messages I send is checked. In Outlook on Windows, make sure you have selected a default signature in the Signatures settings. On Mac, confirm that you have assigned a signature to your email account.

If your signature appears on new emails but not on replies, you may need to adjust your settings. In Outlook on Windows, go to File > Options > Mail > Signatures and select your signature in the Replies and forwards dropdown. In Outlook on the web, this setting may be controlled separately — check your compose settings to see if there is an option for replies.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. In Outlook on Windows and Mac, you can assign a different signature to each account. In Outlook on the web, if you have multiple accounts, you may need to switch between them to set separate signatures for each one. When you compose an email, the signature for that account will appear automatically.

How do I add a line break or extra spacing in my signature?

Press Enter to create a new line in the signature text box. Most versions of Outlook will preserve these line breaks when the signature appears in your emails. If spacing looks different when you receive a reply, test by sending an email to yourself first.

Can I include a company logo or image in my signature?

Outlook on Windows allows you to insert images into signatures through the formatting toolbar. Outlook on the web and Mac have more limited image support. Images may not display correctly for all recipients, so test first. Plain text signatures are the most reliable across all email clients.

What if I want to use a signature only sometimes, not on every email?

In Outlook on the web and Windows, you can uncheck the option to automatically include your signature, then manually insert it when needed. In the compose window, look for a signature dropdown or insert option. On Mac, you can select your signature from the compose window before sending.

How do I edit or delete a signature I have already created?

In Outlook on Windows, go to File > Options > Mail > Signatures, select the signature you want to change, edit the text, and click OK. To delete it, select it and click the Delete button. On Mac and in Outlook on the web, the process is similar — find the signature in settings, edit or remove it, and save your changes.