Add a signature in Outlook on the web
Open Outlook in your web browser and select the gear icon in the top right corner, then choose View all Outlook settings. In the left sidebar, click Mail, then scroll down to Compose and reply. You'll see a text box labeled Email signature — type or paste your signature there. The signature will appear automatically on every new email you send from that account.
If you want your signature to appear on replies and forwards as well, check the box next to Include my signature on messages I send. This applies to all outgoing mail, not just new messages. When you're done, scroll to the bottom and click Save.
Add a signature in Outlook desktop app (Windows)
Open Outlook and go to File in the top left corner. Click Options, then select Mail from the left sidebar. Look for Signatures and click that button. A new window opens where you can create a new signature or edit an existing one.
Click New to create a signature, give it a name (like "Work" or "Personal"), and type your signature text in the box below. You can format the text using bold, italics, font size, and color options at the top of the box. Once you've entered your signature, use the dropdown menus at the bottom to choose which account this signature applies to and whether it should appear on new messages, replies, or both. Click OK when finished.
Add a signature in Outlook for Mac
Open Outlook and click Outlook in the menu bar at the very top of your screen. Select Preferences, then double-click Signatures. Click the plus sign to create a new signature and give it a name.
Type your signature in the text box on the right side. You can use the formatting buttons above the text box to add bold, italics, or change the font. At the bottom, choose which email account this signature belongs to. Then click the dropdown next to your account name and select whether the signature should appear on new messages, replies, or both. Close the window when you're done — your changes save automatically.
Key Takeaways
- In Outlook on the web, your signature is added through settings under Mail > Compose and reply > Email signature.
- In the Outlook desktop app on Windows, go to File > Options > Mail > Signatures to create and manage signatures.
- On Mac, open Outlook > Preferences > Signatures to add a signature to your account.
- You can format your signature with bold, italics, colors, and different fonts in all versions of Outlook.
- Choose whether your signature appears only on new messages or on replies and forwards as well.
Using HTML or images in your signature
If you want to add a logo, company image, or more complex formatting to your signature, you can use HTML code. In Outlook on the web, the signature box accepts basic HTML tags like <img> for images and <a> for links. Paste the HTML code directly into the signature box, and it will display as formatted text or images in your emails.
In the Outlook desktop app on Windows, you can insert an image by clicking the picture icon in the signature editor. For Mac, click the image icon in the signature box. Keep image file sizes small so emails send quickly and don't hit size limits. Test your signature by sending yourself a test email to see how it looks on different devices and email clients.
Signature appears differently on mobile devices
Your signature may look different when someone reads your email on a phone or tablet compared to a desktop computer. This happens because mobile email apps display text and images at different sizes and may not support all formatting. Test your signature on your phone by sending yourself an email and opening it in the Outlook mobile app.
If your signature includes images or complex formatting, keep it simple and test it across devices. A plain-text signature with your name, title, and contact information works reliably everywhere. If you use HTML or images, avoid very wide layouts or large file sizes, which can cause problems on smaller screens.
Change or remove your signature
To edit your signature, go back to the same location where you created it. In Outlook on the web, return to Settings > Mail > Compose and reply. In the desktop app on Windows, go to File > Options > Mail > Signatures. On Mac, open Preferences > Signatures. Select the signature you want to change and edit the text, then save your changes.
To remove a signature entirely, select it and click the delete or minus button. If you have multiple signatures (for example, one for work and one for personal use), you can switch between them by selecting which one appears by default for each account. Any signature you delete is gone permanently, so make sure you don't need it before removing it.
Frequently Asked Questions
Can I have different signatures for different email accounts?
Yes. When you create a signature, you choose which account it belongs to. You can create multiple signatures and assign each one to a different account. If you have both a work and personal account in Outlook, you can set up a professional signature for work and a casual one for personal emails.
Why isn't my signature showing up on replies?
By default, Outlook may not add your signature to replies and forwards. In Outlook on the web, check the box next to Include my signature on messages I send. In the desktop app, when you create or edit a signature, use the dropdown menu to select whether it appears on new messages, replies, both, or neither. Make sure you've selected the right option for your needs.
Can I use special characters or emojis in my signature?
Yes, you can type emojis and special characters directly into the signature box in all versions of Outlook. However, some email clients may not display them correctly, so test your signature by sending yourself an email first. Stick to common characters and emojis that are widely supported if you're sending emails to people outside your organization.
What's the best size for an image in my signature?
Keep images under 100 KB and no wider than 600 pixels. Large images slow down email delivery and may be blocked by some email servers. A small logo or headshot works well; avoid high-resolution photos that take up a lot of space. Always test your signature on mobile devices to make sure the image displays properly on smaller screens.