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 which version of Outlook you use — the web version (Outlook.com or Outlook on the web) and the desktop process (Outlook for Windows or Mac) store signatures in different places.

If you use Outlook on the web through your browser, you'll find signature settings in the gear icon at the top right of the screen. Click it, then select "View all Outlook settings". From there, go to "Mail" and then "Compose and reply". If you use the desktop process on Windows, open Outlook and go to "File", then "Options", then "Mail", then "Signatures". On Mac, open Outlook and go to "Outlook" in the menu bar, then "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 new emails versus replies.
  • A signature can include your name, job title, phone number, and company website, but should not include images or links that could look like a phishing attempt.
  • Changes to your signature take effect when ready for new emails you send, but do not change signatures on emails you have already sent.
  • If you share a computer with others, each person's Outlook account has its own separate signature settings.

Creating a new signature from scratch

Once you are in the signature settings area, you will see a button to create a new signature. In the web version, click "New signature". In the desktop version, click the plus sign or "New" button. Outlook will ask you to name this signature — use something descriptive like "Work" or "Professional" so you can tell your signatures apart if you create more than one.

After you name it, a text box appears where you type or paste your signature text. Keep it short: your name, job title, company name, and phone number are standard. You can press Enter to create line breaks. Avoid adding images, logos, or colored text, because these can make your emails look suspicious to spam filters and can confuse people reading on phones.

Setting a default signature for new emails and replies

After you create a signature, Outlook asks which emails should use it automatically. In most versions, you will see two dropdown menus: one for "New messages" and one for "Replies and forwards". You can set them to the same signature or different ones — for example, you might use a full professional signature on new emails but a shorter one on replies.

If you create multiple signatures, you can change which one is the default at any time by returning to the signature settings and updating the dropdown. When you compose a new email, your default signature will appear at the bottom automatically. You can delete it and type a different one if you need to for a specific email, but most of the time you will leave it as is.

Editing or deleting an existing signature

To change a signature you have already created, go back to the signature settings and click on its name in the list. The text box will open and you can edit the content directly. Any changes you make take effect when ready for new emails you send going forward.

If you want to remove a signature entirely, select it in the list and click the delete button (usually a minus sign or trash icon). If that signature was set as your default, Outlook will ask you to choose a different default before it deletes. Deleting a signature does not affect emails you have already sent — it only stops it from appearing on future emails.

Adding formatting to your signature text

Most versions of Outlook let you make text bold, italic, or underlined within your signature. Highlight the text you want to format and use the formatting buttons in the signature editor. You can also change the font or font size, though keeping these consistent makes your signature look more professional.

Avoid using multiple colors or fancy fonts, because they can make your emails harder to read and may trigger spam filters. A straightforward, clean signature with your name in bold and your contact details in regular text is the safest approach. If your company has specific branding guidelines for email signatures, follow those instead of adding decorative elements on your own.

Why your signature might not appear on some emails

If you send an email and your signature does not show up, the most common reason is that you are replying to an email rather than starting a new one. Outlook uses different signature settings for replies — if you set "Replies and forwards" to "None" or a blank signature, replies will not include one. Check your signature settings and make sure both "New messages" and "Replies and forwards" are set to the signature you want.

Another reason is that you may have manually deleted the signature from that specific email before sending it. Outlook does not force your signature to stay in place — you can remove it if you need to. If you want it back on all future emails, just make sure it is set as your default in the settings menu.

Signature differences between Outlook versions

The web version of Outlook (Outlook.com or Outlook on the web through your company) has fewer formatting options than the desktop process. If you use the web version and want more control over how your signature looks, you may need to switch to the desktop Outlook app. The desktop version also lets you insert hyperlinks and line breaks more easily.

If you use both the web and desktop versions on the same account, note that signatures created in one version may not automatically appear in the other. You may need to create the same signature twice — once in the web settings and once in the desktop settings — to have it available in both places. Check both locations if you switch between them regularly.

Frequently Asked Questions

Can I have different signatures for different email accounts?

Yes. If you have multiple email accounts set up in Outlook, each account has its own separate signature settings. When you compose an email, Outlook will use the signature assigned to whichever account you are sending from. You can set different default signatures for each account in the settings menu.

What should I include in my signature to avoid looking like a scam?

Use your real name, job title, company name, and phone number. Avoid images, logos, and colored text, which can trigger spam filters. Do not include links to social media or personal websites unless they are clearly related to your job. A plain, text-based signature looks more trustworthy than one with graphics or unusual formatting.

Can I add a link to my company website in my signature?

Yes, but keep it straightforward. In the desktop version, highlight the text you want to link and click the hyperlink button. In the web version, you may need to paste the full URL instead of creating a clickable link. Make sure the URL is correct and that it goes to a legitimate company page, not a shortened URL or redirect.

Will changing my signature affect emails I already sent?

No. Your signature only appears on emails you send after you make the change. Emails you sent before the change will still show the old signature or no signature at all, depending on what you had set at that time. Outlook does not go back and update past emails.

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

Phone email apps sometimes display formatting differently than desktop versions. Bold text, line breaks, and font sizes may not look the same on a small screen. Test your signature by sending yourself an email and opening it on your phone to see how it appears. If it looks wrong, simplify the formatting or remove special characters.