Where to find the signature settings in Outlook

Your signature lives in Outlook's settings, not in your email itself. The path depends on which version you use. In Outlook on the web (the version you access through a browser), click the gear icon in the top right, then select "View all Outlook settings." In the left sidebar, choose "Mail," then "Compose and reply." In Outlook desktop (the program you install on your computer), go to File > Options > Mail > Signatures.

Once you are in the signature section, you will see a button to create a new signature. Click it and give your signature a name — something like "Work" or "Professional" so you can tell it apart if you create more than one later.

Key Takeaways

  • Signatures are stored in your account settings, not in individual emails, so you create them once and reuse them automatically.
  • You can create multiple signatures and choose which one to use for each email, or set one to appear on every message you send.
  • A signature can include your name, title, phone number, and company information, but keep it short so it does not overwhelm your message.
  • If you use Outlook on the web, your signature will appear on emails you send from any device using that account.

What to put in your signature and how to format it

Type your signature text directly into the box provided. A typical signature includes your name on the first line, your title on the second, your phone number, and your company name or website. You do not need to add extra dashes or lines — keep it clean and readable.

The formatting toolbar above the text box lets you make text bold, italic, or a different color, but resist the urge to overdo it. A signature that is mostly plain text with your name in bold reads more professional than one with multiple colors and fonts. If your company has branding guidelines, follow those — otherwise, stick to black or dark gray text on a white background.

Setting a signature to appear on all your emails

After you type your signature, look for the dropdown menu that says "New messages" or "Replies and forwards." In Outlook on the web, you will see two separate dropdowns: one for new messages and one for replies. Set both to the signature you just created if you want it on every email you send.

In Outlook desktop, the same dropdowns appear in the Signatures window. Choose your signature from each dropdown, then click OK. From that point forward, every new email will automatically include your signature at the bottom. If you later decide you do not want a signature on a particular email, you can delete it before you send — the automatic insertion does not lock it in place.

Creating multiple signatures for different purposes

You might want one signature for work emails and another for personal messages, or one for formal correspondence and another for quick replies to colleagues. Create each one separately by clicking the "New" button again in your signature settings, giving it a distinct name, and typing the text.

Once you have multiple signatures, you can set one as your default (the one that appears automatically on every email) and manually choose a different one when you need it. In Outlook on the web, when you are composing an email, look for a three-dot menu or "Insert" option and select "Signature" to pick which one to use. In Outlook desktop, the signature dropdown appears at the bottom of the compose window.

Fixing a signature that is not appearing on your emails

If you created a signature but it is not showing up on your emails, first check that you actually set it in the "New messages" dropdown — creating a signature and assigning it are two separate steps. Many people create the signature and forget to tell Outlook to use it.

If the dropdown is set correctly but the signature still does not appear, try signing out of Outlook completely and signing back in. In Outlook on the web, close your browser tab and log in again. In Outlook desktop, go to File > Account Settings > Account Settings, find your email account, and click "Repair." Wait for the repair to finish, then restart Outlook. If the signature appears on new emails but not on replies, check the "Replies and forwards" dropdown separately — it may be set to "None" while your new messages signature is active.

Using signatures to spot phishing and scam emails

A signature can help you identify whether an email is actually from someone in your organization. Real employees use the company signature that your IT department set up, which includes consistent formatting, the company logo, and standard contact information. Scammers often copy the general look but get details wrong — a slightly different logo, a misspelled title, or contact information that does not match your company directory.

If you receive an email from someone claiming to work at your company but their signature looks off or is missing entirely, that is a red flag. Hover over their email address to see the actual sender address, not just the display name. A real employee's address will end with your company domain (like @companyname.com), while a scammer might use a free email service or a domain that looks similar but is spelled differently.

Removing or changing your signature later

If you want to stop using a signature, go back to your signature settings and change the "New messages" dropdown to "None." The signature text itself stays in your settings in case you want to use it again later. If you want to delete it permanently, select the signature from the list and click the Delete button.

To change an existing signature, click on it in the list, edit the text in the box, and click Save. The change takes effect when ready on all new emails you send. Any emails you already sent keep their original signature — changing the signature now does not change signatures on old messages.

Frequently Asked Questions

Can I use different signatures on different email accounts if I have multiple accounts in Outlook?

Yes. In Outlook desktop, each account has its own signature settings. Create a signature for each account separately, and Outlook will use the correct one based on which account you are sending from. In Outlook on the web, you can only manage one account at a time, so switch to each account and set up its signature individually.

What if my company requires a specific signature format?

Your IT department may provide a signature template or ask you to include specific text. Copy and paste the exact text they give you into the signature box, then use the formatting toolbar only if they say you can. Some companies lock signatures so employees cannot change them — if that is the case, you will not see an editable signature box, and you will need to contact IT to make changes.

Does my signature appear when I forward an email to someone else?

Yes, if you have a signature set for "Replies and forwards," it will appear when you forward a message. The original email chain stays above your signature, so the person receiving the forward can see the full conversation. If you do not want a signature on a particular forward, delete it before you send.

Can I add an image or logo to my signature?

In Outlook on the web, the compose box has limited image support. In Outlook desktop, you can insert an image by clicking the Insert tab while editing your signature, then selecting Picture. Keep images small and under 100 KB so they do not slow down email delivery. Company logos work better than personal images in professional signatures.

Why does my signature look different on my phone than on my computer?

Outlook on mobile devices sometimes formats signatures differently than the desktop version, especially if your signature includes colors or special formatting. Test your signature on your phone by sending yourself an email. If it looks wrong, simplify the formatting — stick to plain text and bold only, which displays consistently across all devices.