Where to find your signature settings in Outlook

Your email signature lives in Outlook's settings, not in individual emails. The exact path depends on whether you use Outlook on the web, Outlook desktop, or Outlook on your phone — each one stores signatures in a different place.

On the desktop version for Windows or Mac, go to File > Options (Windows) or Outlook > Preferences (Mac), then look for Mail in the left menu. Inside Mail, find Signatures. On the web at outlook.com or outlook.office.com, click the gear icon in the top right, select View all Outlook settings, then go to Mail > Compose and reply. Your phone version (iOS or Android) does not let you edit signatures — you can only turn them on or off.

If you use Outlook through your workplace or school, your IT department may have locked signature settings so you cannot change them. If the Signatures option is grayed out or missing, contact your IT support to ask whether you have permission to edit.

Key Takeaways

  • Desktop Outlook stores signatures under File > Options > Mail > Signatures (Windows) or Outlook > Preferences > Mail > Signatures (Mac).
  • Outlook on the web keeps signatures in the gear icon > View all Outlook settings > Mail > Compose and reply.
  • You can create multiple signatures and choose which one to use for new emails versus replies, or set one as your default.
  • Workplace Outlook accounts may have signature editing disabled by your IT department, in which case you cannot change it yourself.
  • Phone versions of Outlook cannot edit signatures, only toggle them on or off.

Creating a new signature or editing an existing one

When you open the Signatures panel, you will see a list of any signatures you have already made. To create a new one, click the New button and give it a name — something like "Work" or "Professional" so you can tell them apart later. The name does not appear in your emails; it is just for you to identify which signature to use.

In the text box below, type or paste whatever you want to appear at the bottom of your emails. This might be your name, job title, phone number, company name, website, or any combination. You can format the text using the buttons above the box — bold, italic, font size, color, and alignment all work the same way they do in a word processor.

To edit a signature you already have, click its name in the list and change the text in the box. When you are done, click Save or OK depending on your version. The changes take effect when ready for new emails you send.

Setting which signature appears in new emails versus replies

Outlook lets you use different signatures for new messages and for replies or forwards. This is useful if you want a full signature with your contact details on new emails but a shorter version (or no signature) when you are replying to someone.

In the Signatures panel, look for dropdown menus labeled New messages and Replies and forwards. Click each one and choose which signature you want to use, or select None if you do not want a signature in that type of email. If you only have one signature, you can set it to appear in both, or in one type only.

The setting you choose here becomes your default. When you open a new email to compose, your default signature will already be there. If you want to use a different signature for that one email, you can delete it and pick another from your list before you send.

Adding images, links, or formatted text to your signature

Most signature panels let you paste images, add hyperlinks, and use different fonts and colors. If you want a logo or photo in your signature, copy it from your computer and paste it into the signature text box — it will appear as part of your signature in every email you send.

To add a clickable link, highlight the text you want to turn into a link, then click the Hyperlink button (usually a chain icon) and paste the web address. You can link to your website, LinkedIn profile, or any other URL. In Outlook on the web, the link button appears in the formatting toolbar above the text box.

Keep in mind that very large images or heavily formatted signatures can make your emails slow to load for the person receiving them, especially if they are on a slow connection. A straightforward text signature with one small logo usually works best.

Removing or disabling a signature

To delete a signature entirely, open the Signatures panel, click the signature name in the list, and click the Delete button. You cannot undo this, so make sure you do not need it before you remove it.

If you want to keep the signature but stop using it temporarily, you can set both New messages and Replies and forwards to None. This leaves the signature in your list but removes it from all outgoing emails. You can turn it back on later by selecting it in those dropdown menus again.

If you have multiple signatures and want to remove all but one, delete the ones you do not use and set your remaining signature as the default for both new messages and replies.

Troubleshooting signatures that do not appear

If you set a signature but it is not showing up in your emails, first check that you selected it in the New messages or Replies and forwards dropdown. If it is selected but still not appearing, close Outlook completely and reopen it — sometimes the change does not take effect until you restart.

On the web version, try clearing your browser cache or switching to a different browser to see if the signature appears. If you are using a work account, your IT department may have disabled signatures for security or compliance reasons — contact them to confirm whether you are allowed to use one.

If your signature appears in some emails but not others, check whether you are composing in HTML or plain text format. Some signature formatting (images, colors, special fonts) only works in HTML. In Outlook desktop, go to File > Options > Mail > Compose messages and make sure Compose messages in this format is set to HTML.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. If you have multiple email accounts set up in Outlook, each account has its own signature settings. When you compose an email, Outlook automatically uses the signature for whichever account you are sending from. You can set different signatures for each account in the same Signatures panel.

What happens to my signature if I update Outlook?

Your signatures are stored locally on your computer (or in your account settings if you use Outlook on the web), so they survive updates. After you update Outlook, your signatures should still be there. If they disappear, restart Outlook and check the Signatures panel again.

Can I add my signature to emails I have already written but not sent?

If you composed an email before setting up a signature, you can manually add it by typing it in, or you can delete what you wrote and start over so the signature appears automatically. Outlook does not retroactively add signatures to unsent drafts.

Is there a limit to how long my signature can be?

Technically no, but very long signatures (more than 10 lines) can annoy recipients and make emails harder to read on phones. Most workplaces keep signatures to a name, title, phone number, and company name — usually four or five lines.

Can I schedule my signature to change on a certain date?

Outlook does not have a built-in scheduling feature for signatures. If you need to change your signature on a specific date, you will need to manually update it in the Signatures panel on that day. Some workplace email systems have this feature, so ask your IT department if it is available.