Adding a signature takes three steps on iPhone Outlook
Open Outlook on your iPhone, tap the menu icon (three horizontal lines) at the bottom left, then tap Settings. Find your email account in the list, tap it, scroll down to Signature, and type or paste the text you want to appear at the end of every email you send from that account. Tap Done, and the signature is live.
The signature appears automatically on new messages, replies, and forwards. If you have multiple email accounts in Outlook on the same phone, you can set a different signature for each one — Outlook remembers which signature belongs to which account.
Key Takeaways
- Signatures are set per account, not per phone, so each email address can have its own text.
- The signature field accepts plain text only on iPhone — you cannot add images, colors, or formatting.
- Once you save a signature, it appears on every outgoing email unless you manually delete it before sending.
- Changing or removing a signature in Settings affects only new emails going forward, not messages you have already sent.
Where to find the signature setting
The path is Settings > your account name > Signature. Tap the three-line menu icon in the bottom left corner of Outlook, then tap the gear icon labeled Settings. Scroll through the list of accounts until you find the one you want to add a signature to, tap it, then scroll down past the password and sync options until you see Signature.
If you do not see a Signature field, make sure you are tapping on the account name itself, not just the folder list. The account-level settings are where signatures live; folder-level settings do not include this option.
What you can and cannot put in a signature
iPhone Outlook accepts only plain text in signatures. You can type your name, title, phone number, website, or any other text. You cannot add line breaks, bold text, italics, images, logos, or colored text — Outlook on iPhone strips all formatting when you save.
If you need a formatted signature with a logo or multiple colors, you have two options: create it on a computer using Outlook desktop or web, and it will sync to your phone (though you cannot edit it on the phone), or use a plain-text version on your phone and keep a fancier version for desktop use only.
Signature behavior with replies and forwarded messages
Your signature appears at the bottom of every new message you compose. When you reply to someone or forward a message, Outlook adds your signature below your reply text, above the original message. This is the standard behavior and happens automatically — you do not need to do anything.
If you want to remove the signature from a specific email before sending, tap and hold the signature text in the compose window and delete it. The signature will still appear on your next email; removing it from one message does not change your account settings.
Syncing signatures across devices
A signature you create in Outlook on your iPhone syncs to Outlook on your other devices if you are signed into the same Microsoft account. If you create a signature on your desktop Outlook and then open Outlook on your iPhone, you will see that same signature in the Settings for that account.
Changes work both ways: if you edit the signature on your phone, the new version appears on your desktop Outlook the next time it syncs. However, formatted signatures (with bold, colors, or images) created on desktop will appear as plain text on your phone, because iPhone Outlook does not support formatting.
Troubleshooting a signature that is not appearing
If your signature is not showing up on outgoing emails, first check that you actually saved it. Go back to Settings > your account > Signature and confirm the text is there. If the field is empty, you may have accidentally cleared it or the save did not go through.
If the signature is saved but not appearing on emails, try closing Outlook completely and reopening it. Force-close the app by swiping up from the bottom of the screen (or using the app switcher) and then tap Outlook again. If that does not work, sign out of the account in Settings, then sign back in — this refreshes the account connection and often fixes sync issues.
Using different signatures for different accounts
If you have a work email and a personal email in the same Outlook app, you can set a different signature for each. Go to Settings, tap the work account, set its signature, then go back and tap the personal account, and set a different signature there. Outlook keeps track of which signature belongs to which account and uses the right one automatically when you send from each address.
This is useful if your work email needs a formal signature with your title and company, while your personal email just needs your name. You only set each signature once, and Outlook handles the rest.
Frequently Asked Questions
Can I use a signature I created on my desktop Outlook?
Yes. If you created a formatted signature on desktop Outlook and you are signed into the same Microsoft account on your iPhone, the signature syncs to your phone. On iPhone, it will appear as plain text without formatting, but the text content is there and will be sent with your emails.
What happens if I delete my signature?
Deleting the signature text in Settings removes it from all future emails you send. Emails you have already sent are not affected — the signature stays on those messages. If you delete a signature and then change your mind, you have to type it in again.
Can I add a line break or space between lines in my signature?
iPhone Outlook does not support line breaks in the signature field. Any line breaks you type will be removed when you save. If you need multiple lines, create the signature on desktop Outlook where formatting is supported, and it will sync to your phone as plain text.
Does my signature appear when I reply to a message?
Yes. Your signature appears at the bottom of every reply and forwarded message, below your response text and above the original message. This is automatic and cannot be turned off per message, though you can manually delete it before sending if needed.
Can I have multiple signatures for the same email account?
No. Outlook on iPhone allows one signature per account. If you need different signatures for different purposes, you would need to manually type or paste them each time, or use a different email account for each signature.