How to Add a Signature to Every Outlook Email You Send

Add your signature in Outlook settings, not in each email

A signature in Outlook is a block of text that appears at the bottom of every email you send — your name, phone number, job title, or any closing you want repeated automatically. You set it once in Outlook's settings, and it attaches itself to every new message without you typing it again. This takes about two minutes and works the same way whether you use Outlook on your computer, phone, or the web version.

The steps differ slightly depending on which version of Outlook you have. Outlook for Windows, Outlook for Mac, and Outlook on the web (the version you access through a browser) each have their own settings menu. This guide covers all three, starting with the most common: Outlook on your computer.

Key Takeaways

Signatures are set once in Outlook settings and then appear on every email you send without extra work.
You can create different signatures for different email accounts if you have more than one in Outlook.
Outlook lets you add formatting like bold text, colors, and even a small image or logo to your signature.
If you use Outlook on your phone, you may need to add your signature manually to each email, depending on your phone's operating system.

Setting up a signature in Outlook for Windows

Open Outlook on your computer and look at the top left of the window. Click File, then scroll down and click Options. A new window opens. On the left side, click Mail, then look for the section labeled Compose messages. Click the button that says Signatures.

A box titled "Signatures and Stationery" appears. Under the heading Select signature to edit, you will see a dropdown menu that says New. Click New to create your first signature. Outlook will ask you to name it — something like "Work" or "Personal" is fine. Type the name and click OK.

Now you see a large text box labeled Edit signature. Type the text you want to appear at the bottom of your emails. This might be your name, phone number, title, company name, or a closing line. Once you have typed your signature, look at the bottom of the window. Find the dropdown menu that says Choose default signature. Make sure your new signature is selected there. Click OK to save.

From now on, every new email you write in Outlook will have your signature at the bottom. If you reply to an email or forward one, the signature appears there too.

Setting up a signature in Outlook for Mac

Open Outlook on your Mac. At the very top of the screen, click Outlook in the menu bar, then click Preferences. A window opens. Look for an icon that looks like a pencil or document and click Signatures.

On the left side, you see a list of your email accounts. Click the account where you want to add a signature. On the right side, click the plus sign (+) at the bottom to create a new signature. A box appears asking you to name it. Type a name like "Work" or "Main" and press Enter.

A text box appears below. Type your signature text here. You can format it using the buttons at the top — bold, italic, font size, and color are all available. When you are done, close the Preferences window. Your signature is now set and will appear on every email from that account.

Setting up a signature in Outlook on the web

Go to Outlook.com or your organization's Outlook web address and sign in. In the top right corner, click the gear icon, then click View all Outlook settings. On the left side, click Mail, then click Compose and reply.

Scroll down until you see the section labeled Email signature. Click in the text box below it and type your signature. You can use the formatting buttons above the text box to add bold, italic, colors, or links if you want. When you are finished, scroll to the bottom and click Save.

Your signature now appears on every email you send from Outlook on the web. If you also use Outlook on your computer, you will need to set up the signature there separately — the web version and the desktop version do not share signature settings.

Adding formatting and images to your signature

All three versions of Outlook let you format your signature beyond plain text. In the signature editor, you can usually make text bold or italic, change the font size, or change the color. Some people add a line break before their signature to separate it from the email body, or add a dash or line of dashes to make it stand out.

If you want to add a small image — like a company logo or your initials — the process depends on which version you use. In Outlook for Windows and Mac, look for an Insert button or icon in the signature editor. In Outlook on the web, you may not be able to insert images directly; instead, you can add a link to an image hosted online. Keep images small so your signature does not make your emails slow to load or hard to read on phones.

Creating different signatures for different accounts

If you have more than one email account set up in Outlook, you can create a different signature for each one. In Outlook for Windows, when you click New to create a signature, you can then select which account it belongs to before you save it. In Outlook for Mac, you select the account first on the left side, then create the signature for just that account. In Outlook on the web, you set one signature per account, and it applies to whichever account you are currently signed into.

This is useful if you have a work email and a personal email, or if you manage multiple business accounts. Each one can have its own closing, contact information, or disclaimer.

Signatures on your phone

Outlook on iPhone and Android does not automatically add signatures the way the desktop and web versions do. If you use Outlook on your phone, you have two options: manually type your signature at the end of each email, or check whether your phone's email settings allow you to set a default signature. On some Android phones, you can set a signature in the phone's general email settings, and it will explore to Outlook.

On iPhone, this option is not available in Outlook itself, so you would need to type your signature manually or use a different email app. The limitation exists because Apple's iPhone does not let third-party apps like Outlook control system-wide email settings the way Android does.

Frequently Asked Questions

Can I use different signatures for replies versus new emails?

In Outlook for Windows and Mac, yes. In the Signatures settings, you can set one signature as the default for new messages and a different one for replies and forwards. This is useful if you want a full signature on new emails but a shorter version on replies. In Outlook on the web, you can only set one signature per account.

What if my signature is not showing up on my emails?

First, check that you saved your signature and set it as the default in the settings. If it is set correctly, try closing Outlook completely and opening it again. If you are using Outlook on the web, clear your browser cache. If the signature still does not appear, check whether you have turned off signatures for a specific folder or account by accident.

Can I add a hyperlink to my signature?

Yes. In Outlook for Windows and Mac, highlight the text you want to turn into a link, then click the link button in the signature editor. In Outlook on the web, do the same using the formatting toolbar. Type or paste the web address you want to link to and click OK.

Will my signature appear when I forward an email?

Yes, by default. Your signature appears on forwards the same way it appears on new emails and replies. If you do not want it on forwards, you can turn that off in the signature settings — look for an option that says "Don't add signature to forwards" or similar, depending on your Outlook version.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.