Add a signature in three steps
A signature in Outlook 365 is a block of text that appears at the bottom of every email you send — usually your name, title, phone number, or a company disclaimer. You create it once in settings, and Outlook adds it automatically to new messages. The signature does not protect your account, but it does make your emails look professional and gives recipients a way to reach you outside email.
The process takes about two minutes and works the same way whether you use Outlook on the web, Outlook on Windows, or Outlook on Mac. You set it up in one place, and it syncs across all your devices.
Key Takeaways
- Signatures are created in Settings, not in individual emails, so you only set them up once.
- You can create multiple signatures and choose which one to use for each message, or set one as the default for all new emails.
- Outlook automatically adds your signature to replies and forwards unless you turn that off in settings.
- A signature is plain text or straightforward HTML — you cannot embed images or use complex formatting, though you can add line breaks and bold text.
How to add a signature in Outlook on the web
Open Outlook in your browser and go to Settings. Click the gear icon in the top right corner, then select "View all Outlook settings" from the dropdown menu. In the left sidebar, click "Mail," then scroll down and click "Compose and reply."
Under "Email signature," type or paste the text you want to appear in every email. You can use line breaks by pressing Enter, and you can make text bold by surrounding it with asterisks like *this* (though the asterisks will show in the email). When you are done, scroll to the bottom and click "Save."
If you want the signature to appear in replies and forwards as well, check the box that says "Include signature in replies and forwards." If you leave it unchecked, your signature will only appear on new messages you start from scratch.
How to add a signature in Outlook on Windows
Open Outlook and go to File in the top left. Click "Options," then select "Mail" from the left sidebar. Scroll down to "Compose messages" and click "Signatures."
In the Signatures window, click "New" and give your signature a name (for example, "Work" or "Personal"). Type your signature text in the box below. You can press Enter to add line breaks, and you can highlight text and use the Bold or Italic buttons to format it.
At the bottom of the window, you can choose which signature to use by default for new messages and which one to use for replies and forwards. You can set different signatures for each, or leave one blank if you do not want a signature on replies. Click "OK" when you are done.
How to add a signature in Outlook on Mac
Open Outlook and click "Outlook" in the top menu bar, then select "Preferences." Click "Signatures" in the window that opens.
Click the plus sign to create a new signature and give it a name. Type your signature text in the box on the right. You can press Enter for line breaks and use the formatting buttons at the top to make text bold or italic.
Below the signature box, you can choose which signature to use as your default for new messages. If you want a different signature for replies and forwards, click the dropdown next to "Reply/Forward signature" and select one. Click the red close button when you are done.
What you can and cannot put in a signature
Outlook signatures support plain text and basic formatting like bold and italic. You can add line breaks, dashes, and bullet points by typing them directly. Many people include their name, job title, phone number, email address, company name, and a website link.
You cannot embed images, logos, or colored text in a signature created through Outlook settings. If you need those elements, you can create a signature in Word and copy it into Outlook, though this method is more complex and does not always sync across devices. For most purposes, plain text with bold headings works fine and loads faster for recipients.
If your company requires a specific signature format, ask your IT department whether they have a template you can copy and paste, or whether they manage signatures through a policy that overrides your personal settings.
How to use different signatures for different email accounts
If you have multiple email accounts set up in Outlook 365, you can create a different signature for each one. In Outlook on the web, go to Settings and Mail, then scroll to "Email signature." At the top, there is a dropdown that says "Select account." Choose the account you want to set a signature for, then type the signature text below.
In Outlook on Windows, open the Signatures window (File > Options > Mail > Signatures). When you create a new signature, you can assign it to a specific account using the dropdown menu at the bottom of the window. In Outlook on Mac, click the dropdown next to "Account" at the top of the Signatures window and select which account the signature belongs to.
If you do not assign a signature to a specific account, Outlook will use it as the default for all accounts that do not have their own signature set.
How to remove or change your signature
To remove a signature, go back to the same settings where you created it. In Outlook on the web, go to Mail > Compose and reply, delete the text in the "Email signature" box, and click Save. In Outlook on Windows, open File > Options > Mail > Signatures, select the signature you want to remove, click "Delete," and click "OK." In Outlook on Mac, click the signature in the list on the left and click the minus sign.
To change a signature you already have, open the same settings, find the signature in the list, and edit the text. Your changes will take effect the next time you send an email. Any emails you have already sent will keep the old signature — Outlook does not change signatures on past messages.
Frequently Asked Questions
Can I have a different signature for each recipient?
No, Outlook does not support per-recipient signatures. You can create multiple signatures and manually choose which one to use when you compose each email, but you cannot set a rule that automatically picks a signature based on who you are sending to.
Why is my signature not showing up on my emails?
Check that you have saved your signature in settings and that you have set it as the default. If you turned off "Include signature in replies and forwards," your signature will only appear on new messages, not on replies. If you are using a work account, your company may have disabled personal signatures or set a policy signature that overrides yours.
Can I add a logo or image to my signature?
The built-in signature settings in Outlook do not support images. If you need a logo, you can create a signature in Word with an image, copy it, and paste it into Outlook, but this method does not sync across devices and can cause formatting problems. Ask your IT department if they can set up a company-wide signature with a logo instead.
Does my signature appear in emails I send from my phone?
If you use the Outlook mobile app on your phone, you can create a signature in the app settings, but it is separate from your desktop signature. You will need to set it up again on your phone. Some people add a straightforward text signature like "Sent from my phone" in the mobile app to let recipients know the email came from a mobile device.
What happens to my signature if I change my password?
Your signature is not affected by password changes. It is stored in your Outlook settings, not in your account credentials, so changing your password will not delete or alter your signature.