How to Add a Signature in Microsoft Outlook

Create a signature that appears on every email you send

A signature in Outlook is a block of text that automatically appears at the bottom of every email you send. It typically includes your name, job title, phone number, and company information. Once you set it up, you do not have to type it manually on each message — Outlook adds it for you.

The process differs slightly depending on whether you use Outlook on the web, Outlook desktop for Windows, or Outlook for Mac. All three let you create multiple signatures and choose which one to use for different accounts or situations.

Key Takeaways

Signatures are stored in your Outlook settings and explore automatically to new emails, replies, and forwards unless you turn them off for a specific message.
You can create more than one signature and assign different ones to different email accounts if you use multiple addresses in Outlook.
Outlook on the web, Outlook desktop for Windows, and Outlook for Mac all have signature settings, but the steps to reach them are different.
You can include text, links, images, and contact information in a signature, but keep it brief so it does not make every email unnecessarily long.

How to add a signature in Outlook on the web

Open Outlook in your web browser and sign in to your account. In the top right corner, click the gear icon to open Settings. From the menu that appears, select View all Outlook settings.

On the left side of the settings page, click Mail, then scroll down and click Compose and reply. You will see a text box labeled Email signature. Type or paste your signature text into this box. You can format it with bold, italic, or different font sizes using the toolbar above the text box.

Below the signature box, you will see a checkbox that says Automatically include my signature on messages I send. Make sure this is checked. Click Save at the bottom of the page. Your signature will now appear on all new emails you compose.

How to add a signature in Outlook desktop for Windows

Open Outlook on your computer. Click File in the top left corner, then select Options. In the Options window, click Mail on the left side.

Look for the section labeled Signatures and click the Signatures button. A new window will open. Click the New button to create a new signature. You will be asked to name it — type a name like "Work" or "Personal" so you can identify it later.

In the text box labeled Edit signature, type your signature. You can use the formatting buttons above the text box to add bold, italic, colors, or links. When you are done, click OK. Back in the Signatures window, you can set this signature as your default by selecting it and choosing which account it applies to. Click OK again to save.

How to add a signature in Outlook for Mac

Open Outlook on your Mac. Click Outlook in the menu bar at the top of the screen, then select Preferences. In the Preferences window, click Signatures.

Click the plus sign at the bottom left to create a new signature. Give it a name in the field that appears. In the text box on the right, type your signature text. Use the formatting options in the toolbar to adjust fonts, colors, or add links.

Below the signature text box, you will see a dropdown menu for each of your email accounts. Select which account this signature should use. You can also check the box that says Automatically include my signature to make it appear on all new messages. Click the red close button when you are done, and your changes save automatically.

What to include in your signature

A professional signature typically includes your full name, job title, company name, phone number, and email address. You can also add your company website, a physical address, or social media links. Keep the signature to four or five lines — longer signatures make emails harder to read, especially on phones.

Avoid using images or logos unless your company requires them, because they increase email file size and may not display correctly on all devices. If you do add an image, keep it small. Never include sensitive information like your password, social security number, or financial account details in a signature.

Using different signatures for different accounts

If you have multiple email accounts set up in Outlook, you can create a different signature for each one. In Outlook on the web, create each signature in the Email signature box, then assign it to the correct account in your settings. In Outlook desktop for Windows and Mac, create multiple signatures with different names, then assign each one to the account it belongs to in the signature settings.

You can also create a signature for work and a separate one for personal use, then choose which one to use when you compose each message. This is useful if you send emails from the same account but want different signatures depending on the recipient or purpose.

Turn off your signature for a single email

Sometimes you may not want your signature to appear on a particular email. In Outlook on the web, compose your message normally, then delete the signature text before you send. In Outlook desktop for Windows, click in the message body where your signature appears and delete it. On Mac, do the same — click and delete the signature text.

There is no built-in toggle to disable the signature for just one message, so you have to remove it manually if you do not want it on that specific email. If you find yourself doing this often, you may want to turn off the automatic signature setting and add it manually only when you need it.

Frequently Asked Questions

Can I use HTML code in my Outlook signature?

Outlook on the web and desktop for Windows allow basic HTML formatting through the toolbar, but you cannot paste raw HTML code directly. If you need advanced formatting, create the signature in a text editor with HTML support, then copy and paste the formatted result into Outlook. Mac users have more limited formatting options.

Why is my signature not appearing on replies and forwards?

In Outlook on the web, check that the Automatically include my signature on messages I send box is checked in your settings. In desktop versions, make sure your signature is set as the default in the Signatures window. Some email clients strip signatures from replies — if the recipient is using one of these, they may not see your signature even though it is there.

Can I have different signatures for replies versus new messages?

Outlook does not have a built-in option to use different signatures for new messages and replies. You can only set one default signature per account. If you need different signatures for different situations, you will have to manually select or edit the signature each time you compose a message.

What happens to my signature if I change my password?

Your signature is stored separately from your password and will not be affected by a password change. You can update your password without touching your signature settings, and the signature will continue to appear on your emails as normal.

Can I add a logo or image to my signature?

Yes, all three versions of Outlook allow you to insert images into signatures. In Outlook on the web and desktop for Windows, use the Insert menu while editing your signature. On Mac, click the image icon in the signature editor. Keep images small and in common formats like PNG or JPG to avoid display problems on different devices.

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.