Set up a signature that appears on every email you send
An automatic signature in Outlook adds your name, contact details, or a standard closing to the bottom of every email you send without you typing it each time. You create it once in Outlook's settings, and it appears on new messages and replies unless you turn it off for a specific email.
The process differs slightly between Outlook on the web (the version you access through a browser) and Outlook on your computer or phone. Both take about five minutes to set up, and you can have multiple signatures for different purposes — one for work, one for personal emails, or one for specific projects.
Key Takeaways
- Outlook lets you create a signature in settings that automatically adds text to every email you send.
- You can set different signatures for different email accounts if you have more than one in Outlook.
- A signature can include your name, job title, phone number, website, or any text you want to appear at the bottom of your messages.
- You can turn off the automatic signature for individual emails if you need to send something without it.
How to add a signature in Outlook on the web
Open Outlook in your web browser and go to your inbox. In the top right corner, click the gear icon (⚙) to open settings, then select View all Outlook settings. This opens a full settings page in a new window or tab.
On the left side of the settings page, find and click Mail, then scroll down to Compose and reply. You will see a text box labeled Email signature. Type or paste the text you want to appear at the bottom of your emails. You can include line breaks, bold text, or links if you format them in the text box. When you are done, click Save at the bottom of the page.
The signature will now appear on all new emails and replies you send from that account. If you have multiple email accounts in Outlook, repeat these steps for each account to set a different signature for each one.
How to add a signature in Outlook on your computer
Open Outlook on your desktop or laptop. Click File in the top left corner, then select Options. In the Options window, click Mail on the left side, then find and click Signatures. This opens the Signatures and Stationery window.
In the Signatures tab, click New to create a new signature. Type a name for it (like "Work" or "Personal") and click OK. A text box will appear where you can type your signature. Add your name, title, phone number, or any other text you want. You can format it with bold, italics, or different fonts using the buttons above the text box.
Below the text box, you will see two dropdown menus: Choose default signature and Choose default signature for replies and forwards. Set both to the signature you just created so it appears on all your emails. Click OK to save.
How to add a signature in Outlook on your phone or tablet
Open the Outlook app and tap the menu icon (three horizontal lines) in the bottom right corner. Scroll down and tap Settings. Select the email account you want to add a signature to, then tap Signature. Type the text you want to appear on your emails.
On iPhone, tap Done when you finish. On Android, the signature saves automatically. The signature will now appear on all emails you send from that account on your phone or tablet.
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 a website, social media links, or a mailing address if relevant. Keep it to four or five lines — longer signatures can look cluttered and take up space in email threads.
For personal emails, you might use just your name and a closing phrase like "Best regards" or "Thanks". Avoid using all capital letters, excessive punctuation, or large fonts, as these can make your emails harder to read and may trigger spam filters if you send many emails.
Turn off the signature for a single email
If you need to send an email without your signature, you can remove it from that message only. In Outlook on the web, compose your email, then click the three dots menu (⋯) and select Signature to toggle it off. In Outlook on your computer, compose your email, click Insert at the top, then click Signature and select None.
On your phone, open the email you are composing and look for the signature at the bottom. Tap and hold it to select it, then delete it. The signature will still appear on your next email unless you turn off the automatic signature in settings.
Use different signatures for different accounts
If you have more than one email account in Outlook, you can set a different signature for each one. In Outlook on the web, go to settings for each account separately and create a unique signature for each. In Outlook on your computer, create multiple signatures in the Signatures window (click New each time), then set which signature appears for each account in the dropdown menus.
When you compose a new email, Outlook will automatically use the signature for whichever account you are sending from. If you reply to an email, Outlook uses the signature for the account that received the original message.
Frequently Asked Questions
Can I use HTML or images in my signature?
Outlook on the web and desktop both support basic HTML formatting, but images can cause problems if recipients use older email clients. Stick to text, bold, italics, and links. If you need a logo or image, ask your IT department or email provider whether your organization supports it.
Why isn't my signature showing up on replies?
In Outlook on your computer, you may have set the signature only for new emails, not replies. Go back to File > Options > Mail > Signatures and make sure the Choose default signature for replies and forwards dropdown is set to your signature. On the web, signatures should appear on all emails by default.
Can I have multiple signatures and choose which one to use?
Yes. In Outlook on your computer, create multiple signatures in the Signatures window. When you compose an email, click Insert, then Signature, and select the one you want. On the web, you can only set one automatic signature per account, but you can manually type or paste a different signature into individual emails if needed.
What happens to my signature if I change my password?
Your signature is stored separately from your password and will not be affected. It will continue to appear on all your emails unless you delete it or turn it off in settings.