Add a signature in three steps
A signature in Outlook is a block of text that appears at the bottom of every email you send — your name, phone number, job title, or any other information you want attached automatically. You set it once in your settings, and Outlook adds it to every new message without you typing it again.
On the Outlook app for Windows, Mac, or mobile, the signature feature lives in your account settings, not in the email composer. The steps differ slightly between devices, but the principle is the same: you write your signature text once, choose which account it applies to, and decide whether to use it on replies and forwarded messages.
Key Takeaways
- Signatures are stored in your Outlook settings, not in individual emails, so you set them once and they appear on every message you send.
- On Windows and Mac, go to File > Options (Windows) or Outlook > Preferences (Mac), then find Signatures or Mail settings depending on your version.
- On mobile, the signature feature is limited — most phones let you set a default signature but not multiple ones or different signatures per account.
- You can create separate signatures for different email accounts if you have more than one in Outlook, and choose whether signatures appear on replies and forwards.
- A signature is purely visual and does not affect your account security, but a professional signature can help prevent phishing confusion if recipients recognize your standard format.
How to add a signature on Windows Outlook
Open Outlook and go to File in the top menu bar. Click Options at the bottom of the dropdown. In the Options window, select Mail from the left sidebar, then scroll down and click Signatures.
In the Signatures window, click New and give your signature a name — something like "Work" or "Professional" so you can tell it apart if you create more than one. Type your signature text in the large box below. You can include your name, title, phone number, website, or any other text you want. Outlook does not support images or colored text in the basic signature editor, though you can paste formatted text if you copy it from Word or another program.
At the bottom of the window, choose which account this signature applies to under E-mail account. If you have only one account, it will be selected already. Then decide whether to use this signature on new messages, replies, and forwards — you can turn each on or off separately. Click OK when you are done. The next time you compose a new email, your signature will appear at the bottom automatically.
How to add a signature on Mac Outlook
Open Outlook and click Outlook in the top menu bar, then select Preferences. In the Preferences window, click Signatures (you may need to scroll to find it). Click the + button to create a new signature and give it a name.
Type your signature text in the editor box. On Mac, you can also paste formatted text from other programs, but the signature itself will appear as plain text in most emails. Below the text box, choose which email account the signature belongs to, and check the boxes for New messages, Replies and forwards, or both, depending on where you want it to appear.
Close the Preferences window when you are finished. Your signature will now appear in new emails from that account. If you have multiple accounts in Outlook, you can create a different signature for each one by repeating these steps and selecting a different account in the dropdown.
How to add a signature on Outlook mobile
On iPhone or Android, open the Outlook app and tap the menu icon (three horizontal lines) at the bottom right. Tap Settings, then select the email account you want to add a signature to. Scroll down and look for Signature or Email signature.
Tap the signature field and type your text. Most mobile versions of Outlook do not let you create multiple signatures or choose whether to use the signature on replies — it will appear on all outgoing messages from that account. If you have more than one email account in the app, you can set a different signature for each by repeating these steps for each account.
Mobile Outlook also does not support pasting formatted text or images into signatures the way the desktop version does. Keep your mobile signature straightforward — just text, no special formatting.
What to include in your signature
A professional signature typically includes your full name, job title, company name, phone number, and email address. Some people add a website, LinkedIn profile, or mailing address. Keep it brief — three to five lines is standard. A long signature can make your emails harder to read, especially on mobile devices where recipients see your message in a narrow column.
Avoid including images, logos, or colored text unless you are certain your recipients use email clients that support them. Many corporate email systems strip out formatting, so a fancy signature may appear as plain text or broken code to the person reading it. A straightforward, text-only signature works on every device and email program.
If you work in a regulated industry like law or finance, check whether your organization has signature requirements — some firms require specific disclaimers or formatting in every outgoing email. Your IT department can tell you if a template exists.
Signatures and account security
Adding a signature does not change your account security or make you more vulnerable to hackers. A signature is stored locally on your device (or in your Outlook settings if you use Outlook on the web) and appears only in emails you send — it does not affect your password, two-factor authentication, or any other security feature.
A consistent, professional signature can actually help prevent phishing confusion. If someone receives an email that claims to be from you but lacks your usual signature, they may be more likely to notice something is wrong. However, a signature is not a security tool — it is purely a convenience feature for branding and contact information.
Frequently Asked Questions
Can I have different signatures for different email accounts?
Yes. In the Signatures window (Windows) or Signatures preferences (Mac), create multiple signatures and assign each one to a different email account. On mobile, you can set a signature for each account separately, but most phones do not let you create multiple signatures per account.
Why is my signature not appearing on replies and forwards?
In the Signatures settings, check whether Replies and forwards is turned on for that signature. On Windows, it is a checkbox in the Signatures window. On Mac, it is also a checkbox in Preferences. If it is unchecked, the signature will appear only on new messages, not on messages you reply to or forward.
Can I add an image or logo to my signature?
On Windows and Mac Outlook, you can insert an image by copying it from another program and pasting it into the signature editor, though many email clients will strip it out when the recipient opens the message. On mobile, most versions do not support images in signatures. For best results across all devices, stick to text only.
What happens if I delete a signature?
If you delete a signature in your settings, it will no longer appear on new emails you send. Emails you already sent will keep their signatures — deleting the signature does not change messages that are already in your sent folder or in recipients' inboxes.
Can I use HTML code in my signature?
Outlook does not have a built-in HTML editor for signatures in the app settings. If you use Outlook on the web, you can switch to HTML view in some versions, but most people should stick to plain text or formatted text copied from Word to avoid compatibility problems.