Where to find the signature settings in Outlook

A signature in Outlook is a block of text that appears automatically at the bottom of every email you send. It typically contains your name, title, phone number, or company information. To add one, you open Outlook and go to File in the top left, then select Options at the bottom of the menu.

Once Options opens, look for Mail in the left sidebar and click it. Then find and click Signatures in the main panel. This opens the signature editor where you can create and manage all your signatures.

Key Takeaways

  • Signatures are created in Outlook Options under Mail > Signatures, and you can make more than one signature for different purposes.
  • You can set a default signature that appears on all new emails, and a different one for replies and forwards.
  • Signatures can include text, links, images, and your contact details formatted however you want.
  • Mobile Outlook apps have limited signature options, so desktop Outlook gives you the most control.

Creating your first signature

In the Signatures window, click the New button. Outlook asks you to name your signature — something like "Work" or "Professional" works well. Type the name and click OK.

A text box appears where you type everything you want in your signature. Start with your name, then press Enter and add your title, company, phone number, email address, or any other information you want people to see. You can format the text by selecting it and using the buttons above the text box to make it bold, italic, or change the font color.

If you want to add a clickable link — for example, to your website or LinkedIn profile — highlight the text you want to turn into a link, then click the link button (it looks like a chain). Paste the web address and click OK.

Setting which signature appears on new emails

After you create a signature, you need to tell Outlook when to use it. In the same Signatures window, look for the section labeled Choose default signature. There are two dropdown menus here: one for New messages and one for Replies and forwards.

Click the dropdown under New messages and select the signature you just created. This makes it appear automatically on every fresh email you write. If you want a different signature on replies and forwards — for example, a shorter version without your full contact details — select a different signature in the second dropdown. If you want the same signature on everything, choose the same one in both.

Click OK at the bottom of the window to save your changes. The next email you write will have your signature at the bottom.

Adding images or logos to your signature

You can insert a company logo, headshot, or other image into your signature. In the signature text box, click where you want the image to go, then click the Insert Image button (it looks like a small picture frame). Browse to the image file on your computer and select it.

Outlook inserts the image into your signature. If it is too large, right-click the image and select Properties to resize it. Most signatures look best with images no taller than one inch. Keep file size in mind — very large images can slow down email delivery, especially for recipients on slower connections.

Making multiple signatures for different purposes

You might want one formal signature for client emails and a shorter one for internal team messages. Create as many signatures as you need by clicking New again in the Signatures window and repeating the process.

Once you have multiple signatures, you can switch between them on any individual email. Open a new message, and look for a button or menu near the signature area that lets you pick which one to use. In some versions of Outlook, you click the signature area itself to change it. In others, there is a dropdown arrow next to the signature text.

Signature settings on mobile and web Outlook

Outlook on your phone or tablet has limited signature options. On mobile, you can add a straightforward text signature by going to Settings, then Signature, and typing what you want. You cannot add images, links, or formatting on most mobile apps — only plain text.

Outlook on the web (the version you access through a browser) also has basic signature support. Go to Settings (the gear icon), then View all Outlook settings, then Mail > Compose and reply. Scroll to Email signature and type your signature there. Again, formatting options are limited compared to desktop Outlook.

If you need a polished signature with images and formatting, compose and send important emails from desktop Outlook rather than mobile or web.

Troubleshooting signatures that do not appear

If you created a signature but it is not showing up on your emails, first check that you set it as the default. Open Outlook Options > Mail > Signatures again and confirm your signature is selected in the New messages dropdown. If nothing is selected there, Outlook will not add a signature automatically.

If you set a default signature but it still does not appear, close Outlook completely and reopen it. Sometimes the change does not take effect until you restart the program. If you are using Outlook on the web, try clearing your browser cache or switching to a different browser to see if that fixes it.

Another common issue: you created a signature but then deleted it by accident. If you need to recover it, you cannot — Outlook does not keep deleted signatures. Create it again using the same steps.

Frequently Asked Questions

Can I use different signatures for different email accounts in Outlook?

Yes. If you have multiple email accounts set up in Outlook, you can create separate signatures for each one. In the Signatures window, look for a dropdown at the top that says Email Account. Select the account you want to work with, then create or edit signatures for just that account. Repeat for each account.

What happens if I add a signature to a draft email and then change my default signature?

The signature in the draft stays the same — it does not update automatically. Only new emails you write after changing the default will use the new signature. If you want the draft to use the new signature, delete the old one manually and insert the new one.

Can I add a signature to emails I have already sent?

No. Signatures only appear on new emails you compose going forward. You cannot add a signature to an email after you send it. If you need to contact someone again, write a new email with your signature included.

Is there a limit to how long a signature can be?

Technically no, but keep it reasonable. Very long signatures with large images can annoy recipients and make your emails harder to read on phones. Most professional signatures are between 3 and 8 lines of text, with or without a small logo.

Why does my signature look different when the recipient opens it?

Email clients display formatting differently. A signature that looks perfect in Outlook might appear misaligned or with different fonts in Gmail or Apple Mail. Stick to straightforward formatting — bold, italic, and basic colors — and test your signature by sending yourself an email and opening it in different programs.