Add a signature in three steps

Open Outlook 365 and go to File > Options > Mail > Signatures. Click New, give your signature a name, type or paste the text and formatting you want, then click OK. Back in the main Options window, choose which signature to use by default for new messages and replies under "Choose default signature". Click OK again to save.

Your signature will now appear automatically at the bottom of every email you send. You can create multiple signatures for different purposes — one for work, one for personal use, one for a specific project — and switch between them when composing a message.

Key Takeaways

  • Signatures are created in File > Options > Mail > Signatures, where you can type or paste text, add links, and include images.
  • You can set different default signatures for new messages and for replies, or choose no default and pick one manually each time you compose.
  • Multiple signatures can be stored in Outlook 365, and you can switch between them while writing an email without starting over.
  • Outlook 365 on the web (Outlook.com) uses a different menu path: Settings > Mail > Compose and reply, then scroll to Signatures.

Where to find the signature settings

The path depends on whether you are using Outlook 365 on your desktop or in a web browser. On the desktop version for Windows or Mac, click File in the top-left corner, then Options (Windows) or Preferences (Mac). Select Mail from the left sidebar, then click Signatures.

If you use Outlook on the web at Outlook.com or through your organization's email, click the gear icon in the top-right corner, then View all Outlook settings. Go to Mail > Compose and reply, scroll down to the Signatures section, and add your signature there. The web version does not support images in signatures, only text and links.

What you can include in a signature

Type any text you want — your name, title, phone number, address, or a company tagline. You can format it with bold, italic, or underline by selecting the text and using the toolbar buttons. The desktop version of Outlook 365 also lets you insert hyperlinks, images, and even business card information.

To add a link, highlight the text you want to turn into a link, click the hyperlink button in the signature editor, and paste the URL. To add an image, click Insert > Image and choose a file from your computer. Keep images small — large files can slow down email delivery and annoy recipients on slow connections.

Set different signatures for new messages and replies

After you create a signature, the Options window shows two dropdown menus: one for "New messages" and one for "Replies and forwards". You can assign the same signature to both, use different signatures for each, or leave either one blank so no signature appears automatically.

For example, you might use a full signature with your phone number and address for new messages, but a shorter signature with just your name for replies. If you leave both blank, you can still insert a signature manually while composing — click Insert > Signature and pick one from the list.

Create multiple signatures and switch between them

Click New in the Signatures window as many times as you need. Name each one clearly — "Work", "Personal", "Project X", "Out of Office" — so you can find the right one quickly. Each signature is stored separately and can have different text, formatting, and images.

When you are composing an email, click Insert > Signature and choose which one to use. If you already have a default signature inserted, selecting a different one will replace it. You can also change your default signatures at any time by going back to File > Options > Mail > Signatures and updating the dropdowns.

Troubleshoot signatures that do not appear

If your signature is not showing up, first check that you assigned it as the default in the Options window. Make sure the dropdown for "New messages" or "Replies and forwards" is not set to "(none)". If it is set correctly but still not appearing, close Outlook completely and reopen it — sometimes the change does not take effect until you restart the program.

If you are using Outlook on the web and your signature does not appear, check that you are in the right settings page. The web version has a separate Signatures section under Mail > Compose and reply, and it does not support images. If you pasted an image from a desktop signature, remove it and use text only.

Frequently Asked Questions

Can I use the same signature across Outlook on my desktop and Outlook on the web?

Not automatically. Desktop and web versions store signatures separately. You will need to create the signature in both places if you want it to appear in both. If your signature includes an image, you can only use it on the desktop version — the web version does not support images in signatures.

What if I want a signature for only some emails, not all of them?

Set your default signatures to "(none)" for both new messages and replies. Then, when you compose an email, click Insert > Signature and choose the one you want. This way, no signature appears unless you manually add one.

Can I include my company logo in my signature?

Yes, on the desktop version of Outlook 365. Click Insert > Image while editing your signature and select the logo file. Keep the image file size small to avoid slowing down email delivery. The web version of Outlook does not support images, so you would need to use the desktop version for this.

How do I edit or delete a signature I already created?

Go back to File > Options > Mail > Signatures, click the signature name in the list, and either edit the text or click Delete. If that signature was set as your default, you will need to choose a different one from the dropdown menus before deleting it.

Will my signature appear in forwarded emails?

Only if you have set a signature for "Replies and forwards" in the Options window. If you set a signature only for "New messages", it will not appear when you forward an email. You can set different signatures for each, or use the same one for both.