Set up a signature in three steps

A signature in Outlook 365 is a block of text that appears at the bottom of every email you send. You create it once in your settings, and Outlook adds it automatically to new messages. The process takes about two minutes and lives in the same menu where you control other email defaults.

Open Outlook 365 in your web browser and select the gear icon in the top right corner. Click View all Outlook settings. In the left sidebar, choose Mail, then Compose and reply. Scroll down to the Email signature section, type or paste your signature text into the box, and click Save.

Your signature now appears on every new message you write. If you use Outlook on your desktop or phone, the same signature syncs across all devices once you save it in the web version.

Key Takeaways

  • You create a signature once in Outlook 365 settings, and it automatically appears on every new email you send.
  • The signature section is in Mail settings under Compose and reply, not in a separate account or profile menu.
  • You can include your name, job title, phone number, and a link to your website or social media in your signature.
  • A signature does not appear on emails you forward or reply to unless you turn on that option in the same settings menu.
  • If you use Outlook on desktop, phone, or web, the same signature appears on all versions once you save it.

What to include in your signature

A professional signature typically includes your name, job title, and contact information. Many people add their phone number, email address, company name, and a link to their website or LinkedIn profile. Keep it short—three to five lines is standard.

You can also add a company logo or image, though this works best in the desktop version of Outlook. In the web version, click the image icon in the signature editor to upload a file from your computer. The image will appear in your signature on all devices.

Avoid using special characters, colored text, or unusual fonts if you send emails to people outside your organization. Some email systems strip out formatting, and your signature may look broken on their end. Plain text or straightforward HTML formatting is safest.

Add a signature to replies and forwarded messages

By default, Outlook 365 only adds your signature to new emails you write from scratch. If you reply to someone or forward a message, the signature does not appear unless you change this setting.

To add your signature to replies and forwards, go back to Mail > Compose and reply in settings. Under Email signature, check the box that says Automatically include my signature on messages I compose. This applies to new messages, replies, and forwards all at once.

Some people prefer not to include a signature on every reply, since the original message already shows who you are. Test this setting with a colleague first to see if it matches your workplace style.

Create different signatures for different email addresses

If you have multiple email addresses in Outlook 365—such as a work account and a personal account—you can set a different signature for each one. This is useful if you want a formal signature on your work email and a casual one on your personal account.

In the email signature settings, you will see a dropdown menu at the top that says Default signature. Click it and select the email address you want to customize. Type or paste a different signature for that account, then save. Repeat for each address you use.

When you compose a new email, Outlook automatically uses the signature for whichever address you are sending from. You do not have to switch signatures manually.

Troubleshoot a signature that is not appearing

If you created a signature but it is not showing up on your emails, check whether you turned on the setting to include it on replies and forwards. A new signature only appears on brand-new messages by default, not on replies.

If the signature is missing from new messages too, log out of Outlook completely and log back in. Sometimes the change does not take effect until you refresh your session. Wait a few minutes after saving the signature before sending a test email.

If you use the Outlook desktop app, the signature may not sync when ready from the web version. Close the desktop app completely and reopen it. The signature should appear within a few minutes. If it still does not show, go to File > Options > Mail > Signatures in the desktop app and create the signature there instead.

Edit or delete your signature

To change your signature, go back to Mail > Compose and reply in Outlook 365 settings. Click in the signature box, make your changes, and click Save. The new signature appears on all emails you send from that point forward.

To remove your signature entirely, delete all the text in the signature box and click Save. Outlook will no longer add anything to the bottom of your emails. You can always add a signature back later by following the same steps.

Frequently Asked Questions

Can I use HTML code in my signature?

Yes, Outlook 365 accepts HTML formatting in signatures. You can use basic tags like <b> for bold, <i> for italic, and <a href> for links. Paste the HTML code directly into the signature box. Test it by sending yourself an email to see how it looks on the receiving end.

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

Outlook on mobile devices sometimes displays signatures differently due to screen size and formatting limits. Test your signature on both devices before relying on it for important emails. If the mobile version looks broken, simplify your signature by removing images or complex formatting and stick to plain text.

Can I add a signature to emails I already sent?

No, signatures only appear on new emails you compose after the signature is created. You cannot add a signature to an email after you send it. If you need to add contact information to a sent email, you would have to send a follow-up message.

What happens to my signature if I change my password?

Your signature is stored separately from your password and is not affected by password changes. It will continue to appear on all your emails even after you update your login credentials.

Can I schedule when my signature appears?

Outlook 365 does not have a built-in feature to schedule signatures for specific times or dates. Your signature appears on every email you send. If you need a temporary signature for a limited time, you can delete it when you no longer need it and create a new one later.