How to Add a Signature to Your Outlook Emails

Where to find the signature settings in Outlook

Your email signature lives in Outlook's settings, not in the compose window. Open Outlook on your computer and go to File in the top left corner. From there, select Options, then Mail in the left sidebar. Look for Signatures near the bottom of that section — click it to open the signature editor.

If you use Outlook on the web (the browser version), the path is different. Click the gear icon in the top right, select View all Outlook settings, then go to Mail > Compose and reply. Scroll down until you see Email signature.

The desktop version gives you more control over formatting, so if you plan to use images or special fonts, the desktop app is the better choice. The web version works fine for plain text or straightforward HTML signatures.

Key Takeaways

Signatures are created in Outlook settings (File > Options > Mail > Signatures on desktop, or Settings > Mail > Compose and reply on the web), not in individual emails.
You can create multiple signatures and choose which one to use for each email, or set a default signature that appears automatically.
The desktop version of Outlook supports formatted text, images, and links; the web version supports these but with fewer design options.
A signature can include your name, title, phone number, website, and company logo, but keep it brief so it does not overwhelm your message.

Creating your first signature

Once you are in the Signatures window, click the New button. You will be asked to name your signature — something like "Work" or "Professional" is clearer than "Signature 1". Type a name and click OK.

Now you have a blank text box. Type or paste whatever you want to appear at the bottom of your emails. A typical signature includes your full name, job title, company name, phone number, and website or email address. Keep it to three or four lines — longer signatures can look unprofessional and take up space in email threads.

If you want to add formatting like bold text or a company logo, the desktop version lets you highlight text and use the formatting buttons above the text box. The web version has fewer formatting options but still supports bold, italics, and links. To add a logo or image in the desktop version, position your cursor where you want the image, then click Insert > Pictures.

Setting a default signature for new emails

After you create a signature, you need to tell Outlook when to use it. In the desktop version, look for the dropdown menu labeled Choose default signature. You will see two options: one for new messages and one for replies and forwards. Select your signature from each dropdown, or leave one blank if you do not want a signature on replies.

Many people set a signature for new emails but not for replies, since reply threads can get cluttered with repeated signatures. You can change this at any time by coming back to the Signatures window.

In the web version, the signature you create will automatically appear on all new emails. You cannot set different signatures for replies, but you can turn the signature off entirely by unchecking the box next to Automatically add my signature to messages I compose.

Using different signatures for different accounts or purposes

If you have multiple email accounts in Outlook, you can create a separate signature for each one. In the desktop version, the Email account dropdown at the top of the Signatures window lets you switch between accounts. Create a signature for each account, and Outlook will use the right one automatically based on which account you are sending from.

You can also create multiple signatures for the same account — for example, a formal signature for client emails and a casual one for internal team messages. After you create both, you can choose which one to use each time you compose an email by clicking Signature in the compose window and selecting from the list.

This flexibility is useful if you wear multiple roles in your job or manage accounts for different purposes. Just remember to set one as your default, or you will have to manually select a signature every time you send an email.

Adding links and contact information to your signature

A signature is a good place to include links to your website, LinkedIn profile, or social media. In the desktop version, highlight the text you want to turn into a link, then click Insert > Hyperlink. Paste the full web address (including https://) into the address field and click OK.

Phone numbers and email addresses do not need to be links — just type them as plain text. However, if you want a phone number to be clickable on mobile devices, you can make it a link by using the hyperlink tool and entering tel: followed by the number (for example, tel:+1-555-0123).

Avoid cluttering your signature with too many links. A website URL and one social media profile are usually enough. Each link you add makes the signature longer and can distract from your message.

Troubleshooting signatures that do not appear

If you created a signature but it is not showing up on your emails, check that you set it as the default. Go back to File > Options > Mail > Signatures and make sure your signature is selected in the Choose default signature dropdown for new messages.

If the signature is set as default but still not appearing, try closing Outlook completely and opening it again. Sometimes Outlook needs to restart to explore signature changes. If that does not work, delete the signature and create it again from scratch.

In the web version, make sure the checkbox next to Automatically add my signature to messages I compose is checked. If you are using a template or rule in Outlook, it may be overriding your signature settings — check your rules in File > Options > Mail > Rules to see if anything is interfering.

Frequently Asked Questions

Can I use an image or logo in my signature?

Yes, but only in the desktop version of Outlook. Click Insert > Pictures in the signature editor and select your logo file. Keep the image small — no larger than 200 pixels wide — so it does not make your signature too tall. The web version does not support images in signatures.

What happens to my signature if I delete it?

If you delete a signature that is set as your default, Outlook will stop adding it to new emails. Any emails you already sent will keep the signature they had when you sent them — deleting a signature does not remove it from old messages. You can always create a new signature with the same content if you change your mind.

Can I have a different signature for replies than for new emails?

Yes, in the desktop version. In the Signatures window, set one signature for New messages and a different one (or none) for Replies and forwards. The web version does not offer this option — your signature appears on all emails or none.

How do I remove my signature from a single email?

In the desktop version, compose your email normally, then click the Signature button in the compose window and select None. In the web version, you cannot remove the signature from a single email without turning off automatic signatures entirely in settings.

Will my signature show up the same way for everyone who receives my email?

Mostly yes, but formatting can vary slightly depending on the email client the recipient uses. Plain text, bold, and links work everywhere. Fancy fonts and colors may not display the same in all email programs. Stick to standard fonts and straightforward formatting to make sure your signature looks professional for everyone.

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.