How to Add a Signature to Your Outlook Emails

Add a signature in Outlook on the web

A signature is a block of text that appears at the bottom of every email you send — typically your name, title, phone number, or a company disclaimer. In Outlook on the web (the version you access through a browser), you add this in Settings, and it takes about two minutes.

Open Outlook in your browser and select the gear icon in the top right corner. Click View all Outlook settings. In the left sidebar, find and click Mail, then Compose and reply. Scroll down until you see the Email signature section.

Type or paste your signature text into the box. You can format it with bold, italics, or links using the toolbar above the text box. If you want your signature to appear on replies and forwarded messages, check the box that says Include my signature on messages I send. Click Save at the bottom of the page.

Key Takeaways

Outlook signatures appear automatically at the bottom of every email you send once you create them in Settings.
On the web, go to Settings > Mail > Compose and reply > Email signature to add your text.
In the Outlook desktop app for Windows, signatures are created under File > Options > Mail > Signatures.
You can create multiple signatures and choose which one to use for each email, or set a default that appears on all messages.
Signatures do not affect your account security, but they help recipients know who you are and how to reach you.

Add a signature in the Outlook desktop app for Windows

If you use the Outlook process installed on your computer rather than the web version, the process is slightly different. Open Outlook and click File in the top left corner. Select Options, then click Mail in the left sidebar.

Look for Signatures in the list and click it. You will see a button that says New — click it to create a new signature. Give your signature a name (for example, "Work" or "Professional") and type your signature text in the large box below. Use the formatting buttons to add bold, italics, or colors if you want.

At the bottom of this window, you will see two dropdown menus. The first one, Choose default signature, lets you pick which signature appears automatically on new emails. The second, Choose default signature for replies and forwards, controls what appears when you respond to someone. You can use the same signature for both or pick different ones. Click OK when you are done.

Create multiple signatures and switch between them

You may want different signatures for different purposes — one for work emails, one for personal messages, or one that includes a legal disclaimer. Outlook lets you create as many as you need and choose which one to use each time you send an email.

In Outlook on the web, repeat the steps above but give each signature a different name. When you compose a new email, look for a dropdown menu near the bottom of the compose window that shows your signature name. Click it to switch to a different signature before you send.

In the desktop app, create multiple signatures by clicking New again in the Signatures window. Name each one clearly. When you write a new email, look at the bottom of the compose window — you will see a small arrow or dropdown next to your default signature. Click it to pick a different one for that email only.

Edit or remove a signature

If you need to change your signature later, the process is the same as creating one. In Outlook on the web, go back to Settings > Mail > Compose and reply > Email signature, edit the text, and click Save. In the desktop app, go to File > Options > Mail > Signatures, click the signature you want to change, edit the text, and click OK.

To remove a signature entirely, delete all the text from the signature box and save. In the desktop app, you can also select the signature name and click the Delete button to remove it completely.

Signature formatting and what to include

Outlook signatures can include text, links, and basic formatting like bold or italics. You can add your name, job title, phone number, email address, company name, website, or a company logo (in the desktop app). Keep your signature brief — most people use between two and five lines.

A typical professional signature looks like this: your full name on the first line, your job title on the second, your phone number on the third, and your company website on the fourth. You can add a line break between your name and contact details to make it easier to read. Avoid using multiple colors or unusual fonts, as they may not display correctly on all devices.

If your company requires a legal disclaimer or specific formatting, ask your IT department for the exact text to use. They may provide a template you can copy and paste directly into the signature box.

Troubleshoot signatures that do not appear

Sometimes a signature you created does not show up on your emails. The most common reason is that you did not check the box that says Include my signature on messages I send in Outlook on the web. Go back to Settings and make sure this box is checked.

In the desktop app, make sure you selected a default signature in the dropdown menu under Choose default signature. If you created a signature but did not set it as the default, it will not appear unless you manually select it each time.

If your signature still does not appear, try closing and reopening Outlook. If you use Outlook on the web, try clearing your browser cache or using a different browser to see if the issue is specific to your current setup. Contact your IT department if the problem continues.

Frequently Asked Questions

Can I add an image or logo to my signature?

In the Outlook desktop app, yes — click the image icon in the signature editor and select a file from your computer. In Outlook on the web, you cannot insert images directly into the signature box, but you can add a link to a website that displays your logo. Some organizations use a workaround by inserting the image into the email body instead of the signature.

Will my signature appear on emails I send from my phone?

Signatures created in Outlook on the web will appear on emails sent from the Outlook mobile app. Signatures created in the desktop app may not sync to your phone, depending on your setup. Check your phone's Outlook settings under Mail > Compose to see if you can add a mobile-specific signature.

Can I use different signatures for different email accounts?

Yes. In the desktop app, create separate signatures for each account and set a default for each one. In Outlook on the web, if you have multiple accounts, you may need to switch between them and create a signature for each. Check your account settings to see which account is currently active.

What if my company requires a specific signature format?

Ask your IT or HR department for the exact text and formatting they require. They may provide a template you can copy directly into the signature box. Some organizations have policies about what must appear in every signature for legal or branding reasons.

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.