Where to find your signature settings in Outlook

Your signature block lives in Outlook's settings, not in your email itself. The exact path depends on which version you use — Outlook on the web (the browser version) and Outlook desktop (the program on your computer) store signatures in different places.

In Outlook on the web, go to the gear icon in the top right corner, select "View all Outlook settings," then find "Mail" in the left sidebar and click "Compose and reply." Your signature box appears under "Email signature." In Outlook desktop for Windows, go to File, then Options, then Mail, then Signatures. On Mac, open Outlook, go to Preferences, then Signatures.

Key Takeaways

  • Your signature settings are in Outlook's preferences or settings menu, not in the email compose window itself.
  • You can create multiple signatures and choose which one to use for each email, or set a default that appears automatically.
  • Outlook on the web, Outlook desktop for Windows, and Outlook for Mac all have different paths to the signature menu.
  • Formatting like bold text, line breaks, and links work in signatures, but images and colors may not display the same way for everyone who receives your email.

Creating a new signature or editing an existing one

Once you are in the signature section, you will see a text box where you can type or paste your signature. Start fresh by clearing the old text, or edit what is already there. Type your name, title, phone number, company name, or any other information you want to appear at the bottom of every email.

You can format text using bold, italic, or underline buttons if they appear in your version. Line breaks (pressing Enter) work fine. Links work too — highlight text, click the link icon, and paste a URL. Keep in mind that not everyone's email client displays formatting the same way, so stick to straightforward text and standard formatting if you need your signature to look consistent for everyone.

Setting a default signature or choosing one per email

After you save your signature, Outlook asks whether you want it to appear automatically on every new email you write. If you say yes, that signature becomes your default and will show up unless you delete it before sending. If you say no, you can still add it manually each time by clicking a button in the compose window.

You can create multiple signatures — one for work, one for personal emails, one for a specific project — and pick which one to use each time you write. In Outlook on the web, you select the signature from a dropdown menu in the compose window. In Outlook desktop, you can set different default signatures for different email accounts if you have more than one.

What happens to your signature when you reply or forward

By default, Outlook adds your signature to new emails but not to replies or forwards. This is usually what you want — your recipient already knows who you are. If you want your signature on every email including replies, you can change this in your settings, though it can make email threads longer and harder to read.

In Outlook on the web, the option is called "Include my signature on messages I forward and reply to." In Outlook desktop, it is under Mail Options in the Signatures section. Turn it on only if your workplace or situation requires it.

Removing or disabling a signature

To remove a signature entirely, go back to the signature settings, select the signature you want to delete, and click the delete or remove button. The exact button name varies by version. If you want to keep the signature but stop it from appearing automatically, uncheck the box that says it is your default signature.

You can also delete the text inside a signature without deleting the signature itself — just clear the text box and save. This leaves the signature name in your list but makes it blank, so it will not add anything to your emails if you accidentally select it.

Signature formatting that works across email clients

Plain text signatures display the same way for almost everyone. Formatted signatures — with bold, italics, colors, or images — may look different depending on what email program your recipient uses. Some email clients strip out colors and images entirely. Others display them fine. There is no way to know in advance.

If you need your signature to look professional and consistent, stick to a straightforward format: your name in bold, your title on the next line, your phone number, and your company website as a link. This combination works in Outlook, Gmail, Apple Mail, and most other email programs. If you add a company logo or background color, test it by sending an email to yourself from a different email account and opening it in different programs.

Syncing signatures across devices

If you use Outlook on your phone, tablet, and computer, your signature may not sync automatically between them. Outlook on the web syncs across browsers on the same computer, but Outlook mobile apps (for iPhone or Android) do not pull signatures from your desktop Outlook. You may need to set up a signature separately in the mobile app, or accept that your phone emails will not have a signature block.

To add a signature in Outlook mobile, open the app, go to Settings, then Mail, then Signature, and type what you want. This signature will only appear on emails you send from that phone or tablet, not from your computer.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. In Outlook desktop, you can set a default signature for each account you have added. In Outlook on the web, you select which signature to use each time you compose an email. If you have multiple accounts, check your settings to see whether you can assign a different default to each one.

Why is my signature not appearing on emails I send?

Check whether the signature is set as your default. Go back to your signature settings and make sure the box next to your signature name is checked. Also check whether you have turned off signatures for replies and forwards — if so, your signature will only appear on brand new emails, not on messages you reply to.

Can I add an image or logo to my signature?

You can insert an image in Outlook desktop by clicking the image button in the signature editor. In Outlook on the web, image support is limited. Even if you add an image, many recipients' email programs will not display it, so include your text information as well so people can contact you even if the image does not show.

What if I want no signature on a particular email?

If your signature is set to appear automatically, you can delete it from the email before you send. Highlight the signature text in the compose window and press Delete. The signature will not reappear unless you manually add it again.

Does Outlook mobile support signatures?

Yes, but you have to set it up separately in the mobile app. Signatures from your desktop Outlook do not transfer to your phone automatically. Open Outlook mobile, go to Settings, find Signature, and type what you want to appear on emails sent from that device.