Your signature lives in Outlook settings, not in your drafts
When you open Outlook to write an email, your signature does not appear automatically in the compose window the way it might in other programs. Instead, Outlook stores signatures in a separate settings area, and you choose which one to add to each message. This matters because many people think their signature is missing when it is actually just not inserted yet — or they are looking in the wrong place to change it.
The location of your signature depends on which version of Outlook you use. Desktop Outlook (the program you install on your computer) keeps signatures in one place. Outlook on the web (the version you access through a browser) keeps them in another. Both are straightforward once you know where to look.
Key Takeaways
- Desktop Outlook stores signatures in File > Options > Mail > Signatures, where you can create multiple signatures and choose which one to use for new messages versus replies.
- Outlook on the web keeps signatures under Settings > Mail > Compose and reply, accessible from the gear icon in the top right.
- You must manually insert your signature into each new message unless you set a default signature in your settings.
- Signatures can include text, images, and contact details, but Outlook limits formatting options compared to some other email programs.
Finding your signature in desktop Outlook
Open Outlook on your computer and select the File menu in the top left corner. From the dropdown, click Options. A window titled "Outlook Options" will open. On the left side, you will see a list of categories — select Mail.
Once you are in the Mail section, look for the button labeled Signatures on the right side of the window. Click it. This opens the Signatures and Stationery dialog box, where all your saved signatures appear. If you have never created a signature, this box will be empty. If you have created one before, you will see its name listed under "Select signature to edit".
From this same dialog, you can also set which signature appears by default. Look for the dropdown menus labeled "New messages" and "Replies and forwards" — these let you choose a signature to insert automatically. If you leave these set to "(none)", you will need to insert your signature manually each time you compose an email.
Finding your signature in Outlook on the web
Log into Outlook through your web browser and look for the gear icon in the top right corner of the screen. Click it and select View all Outlook settings from the dropdown menu. This opens the full settings page.
On the left side, you will see a navigation menu. Click Mail, then select Compose and reply from the submenu. Scroll down until you see the section labeled "Email signature". Your signature text box is here. If you have never created a signature, the box will be blank. Type or paste your signature text directly into this box.
Unlike desktop Outlook, the web version does not let you create multiple signatures or set different signatures for new messages versus replies. Whatever you enter in this box will be the only signature available, and you can choose whether to include it in each message as you compose.
Creating a new signature from scratch
In desktop Outlook, click the New button in the Signatures dialog box. A field will appear asking you to name your signature — type something descriptive like "Work" or "Professional". Then click in the text area below and type your signature content. You can include your name, title, phone number, company name, or any other text you want to appear at the end of your emails.
Outlook allows basic formatting like bold, italic, and different font sizes, but the options are limited compared to composing a full email. If you need a more complex signature with logos or special formatting, you may need to create it in a word processor, copy it, and paste it into the signature box. Be aware that some formatting may not survive the paste, so test it by sending yourself a message first.
In Outlook on the web, straightforward type your signature text directly into the email signature box under Compose and reply settings. The web version offers even fewer formatting options than desktop Outlook, so keep your signature straightforward if you want it to look the same across all devices.
Inserting your signature when you compose a message
If you set a default signature in your settings, it will appear automatically at the bottom of every new message you write. However, if you did not set a default, or if you want to use a different signature for a particular message, you need to insert it manually.
In desktop Outlook, open a new message and look for the Signature button in the toolbar at the top of the compose window. Click it and select the signature you want from the dropdown menu. It will insert at the cursor position — usually at the bottom of your message, but you can move it if needed.
In Outlook on the web, the signature button appears in the formatting toolbar when you are composing a message. Look for an icon that looks like a pen or signature mark, click it, and your signature will insert. If you do not see this button, your signature may already be set to insert automatically in your settings.
Troubleshooting when your signature does not appear
If you created a signature but it is not showing up in your messages, first check whether you set it as the default. Go back to your signature settings and make sure the "New messages" dropdown is not set to "(none)". If it is, select your signature name from that dropdown.
If your signature is set as default but still is not appearing, try closing Outlook completely and opening it again. Sometimes the program needs to restart to explore new settings. If you are using Outlook on the web, try clearing your browser cache or logging out and back in.
Another common issue: your signature appears in the compose window but disappears when you send the message. This usually means Outlook is stripping out formatting that your email provider does not support. Try removing any images, colors, or special fonts and use plain text instead. Test by sending a message to yourself and checking how it arrives.
Moving or copying a signature between devices
If you use Outlook on multiple computers, your signatures do not sync automatically between them. You will need to recreate your signature on each device, or copy the signature file from one computer to another.
On Windows, Outlook stores signature files in a folder on your hard drive. The path is usually C:\Users\[Your Username]\AppData\Roaming\Microsoft\Signatures. You can copy the signature files from this folder and paste them into the same folder on another computer. On a Mac, the path is ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data/Signatures. If you use Outlook on the web, your signature is stored in the cloud and will appear on any device where you log in.
Frequently Asked Questions
Can I have different signatures for different email accounts?
In desktop Outlook, yes. Create separate signatures for each account, then set a default signature for each one in your account settings. When you compose a new message, Outlook will automatically use the signature for whichever account you are sending from. In Outlook on the web, you can only have one signature per account.
Why does my signature look different when someone receives it?
Email programs display formatting differently, and some recipients use settings that strip out colors, fonts, or images. Keep your signature straightforward — plain text with basic formatting works best. Avoid images if possible, and test by sending a message to a friend and asking how it looks on their end.
Can I include an image or logo in my signature?
Desktop Outlook allows images in signatures, but they do not always display correctly for recipients. To add an image, click the image icon in the signature editor and select your file. Outlook on the web does not support images in signatures through the settings panel, though you can paste an image into individual messages 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 by password changes. You can change your Outlook password without losing your signature.
How do I delete a signature I no longer use?
In desktop Outlook, go to File > Options > Mail > Signatures, select the signature you want to remove, and click the Delete button. In Outlook on the web, go to Settings > Mail > Compose and reply and clear the text from the email signature box, then save.