Add a signature in Outlook in three steps

A signature line in Outlook is a block of text that appears automatically at the bottom of every email you send. You set it up once in your account settings, and Outlook adds it to each new message without you typing it again. The process takes about two minutes and works the same way in Outlook on the web, Outlook desktop for Windows, and Outlook for Mac.

Open Outlook and go to Settings (the gear icon in the top right). Select View all Outlook settings, then choose Mail from the left menu. Scroll down to Compose and reply and find the Email signature section. Type or paste your signature text into the box, then click Save at the bottom of the page.

Your signature will now appear on all new emails you write. If you want different signatures for different email accounts or situations, Outlook lets you create multiple signatures and choose which one to use for each message.

Key Takeaways

  • A signature is text that Outlook adds automatically to the bottom of every email you send, so you only set it up once.
  • You create a signature by going to Settings, then Mail, then Compose and reply, and typing your text into the Email signature box.
  • You can create multiple signatures and pick which one to use for each email, or set one as the default for all messages.
  • Signatures can include your name, job title, phone number, website, or any other text you want to appear on every email.

What to include in your signature

A professional signature typically includes your full name, job title, and a way for people to contact you. Many people add their phone number, email address, or a link to their website or LinkedIn profile. Keep it short — most signatures are three to five lines.

If you work for a company with branding guidelines, check whether they specify a signature format. Some organizations require a specific layout, logo, or disclaimer text. If you are unsure, a straightforward name, title, and phone number is always appropriate.

You can also add line breaks and spacing to make your signature easier to read. Outlook treats your signature as plain text by default, so fancy formatting may not show up the way you expect on the recipient's end.

Set different signatures for different accounts

If you have multiple email accounts in Outlook, you can create a different signature for each one. Go back to Settings > Mail > Compose and reply and look for the Email signature section. At the top of that section, you will see a dropdown menu showing your email accounts.

Select the account you want to create a signature for, type the signature text, and click Save. Repeat for each account. From then on, Outlook will use the correct signature for whichever account you are sending from.

Choose a signature for each email instead of using a default

If you prefer to pick your signature for each email rather than having one explore automatically, you can turn off the default signature. Go to Settings > Mail > Compose and reply, find Email signature, and leave the box empty. Click Save.

Now when you write a new email, your signature will not appear automatically. To add it, click the three dots (more options) in the compose window, select Signature, and choose the one you want. This approach works well if you send some emails that should not have a signature, such as quick replies to colleagues.

Edit or delete your signature

To change your signature, go back to Settings > Mail > Compose and reply and update the text in the Email signature box. Click Save. The new signature will appear on all emails you send from that point forward. Emails you already sent will not change.

To remove your signature entirely, delete all the text from the Email signature box and click Save. Outlook will stop adding a signature to new emails.

Signature line does not appear on replies or forwarded emails

By default, Outlook adds your signature only to new emails you write, not to replies or forwarded messages. If you want your signature on every email, including replies, go to Settings > Mail > Compose and reply and look for Include my signature on messages I send. Make sure this setting is turned on.

Some versions of Outlook also have a separate option for Include signature on replies and forwards. If you see that option, turn it on as well. After you save, your signature will appear on all outgoing emails.

Frequently Asked Questions

Can I use a logo or image in my signature?

Outlook on the web does not support images in signatures through the standard settings. If you need a logo, you can add it manually to each email using the Insert menu, but it will not appear automatically. Some organizations use HTML-formatted signatures that include images, but this requires more technical setup and may not display correctly on all devices.

Why does my signature not appear on emails I send from my phone?

Outlook for iPhone and Android have limited signature support. You may need to add your signature manually in the Outlook mobile app settings, or use your phone's default email signature feature instead. Check your phone's email settings to see if you can set a signature there.

Can I add a signature to emails I have already written but not sent?

If you have a draft email open, you can add your signature manually by clicking the three dots (more options) and selecting Signature. This adds it to that one email only. Your default signature will appear automatically on all new emails you create from that point forward.

What happens to my signature if I change my password?

Your signature is stored separately from your password, so changing your password will not affect it. Your signature will continue to appear on all new emails you send.

Can I schedule when my signature appears on emails?

Outlook does not have a built-in feature to schedule signatures. Your signature will appear on every email you send once you set it up. If you need different signatures at different times, you will need to manually change your signature in Settings.