The fastest way to add a signature in Outlook

Open Outlook and go to File > Options > Mail > Signatures. Click New, give your signature a name, type or paste what you want to appear at the bottom of your emails, then click OK. From that point on, Outlook will add it automatically to every new message you write.

If you use Outlook on the web instead of the desktop app, the path is different: click the gear icon in the top right, select View all Outlook settings, go to Mail > Compose and reply, and paste your signature into the Email signature box. Save when you're done.

The signature appears at the bottom of new emails by default. If you're replying to or forwarding a message, you may need to click inside the message body first to make the signature show up — Outlook doesn't always add it automatically to replies, depending on your settings.

Key Takeaways

  • In Outlook desktop, signatures live under File > Options > Mail > Signatures, where you create a new one and type the text you want to use.
  • Outlook on the web stores signatures in settings under Mail > Compose and reply, and you paste your signature text directly into a box.
  • You can create multiple signatures and choose which one to use for different emails, or set one as the default for all new messages.
  • Signatures do not automatically appear on replies and forwards in desktop Outlook unless you change the setting under Signatures > Edit.

Creating multiple signatures for different purposes

You don't have to use the same signature for every email. In the Signatures window (File > Options > Mail > Signatures in desktop Outlook), you can click New multiple times to create separate signatures — one for work, one for personal use, one for a specific project, whatever you need.

Once you have more than one signature saved, Outlook asks you to pick which one when you start a new email. You can also set a default signature that appears automatically, and then manually swap it out for a different one when you need to. To set a default, highlight the signature name in the list and choose it from the dropdown under Choose default signature.

Adding signatures to replies and forwards

By default, Outlook adds your signature only to brand-new emails, not to messages you're replying to or forwarding. If you want your signature on every email that leaves your account, you need to change this setting.

In desktop Outlook, go back to File > Options > Mail > Signatures. Look for the section labeled Replies and forwards and use the dropdown to select your signature. Click OK. Now your signature will appear on replies and forwards too.

In Outlook on the web, this option is in the same place you added your signature (Mail > Compose and reply). Look for Include your signature on replies and forwards and toggle it on.

Formatting your signature with fonts and images

The signature box accepts basic formatting. You can highlight text and make it bold, italic, or underlined using the toolbar that appears above the text box. You can also change the font and font size, and add color to text.

To add an image — like a company logo or your photo — click inside the signature text box, then use the Insert menu (in desktop Outlook) or the image icon (in Outlook on the web) to upload a file from your computer. The image will sit wherever you place your cursor in the signature.

Keep in mind that very large images or complex formatting can make your email slow to send or hard to read on phones. A simple logo and a few lines of text work better than a full-page design.

Troubleshooting signatures that don't appear

If you've created a signature but it's not showing up on your emails, first check that you actually set it as the default. Go back to File > Options > Mail > Signatures (or Mail > Compose and reply in Outlook on the web) and make sure your signature name appears in the Choose default signature dropdown.

If the signature is set as default but still doesn't appear on new messages, try closing Outlook completely and opening it again. Sometimes the app needs to restart to load signature changes.

For replies and forwards specifically, remember that Outlook doesn't add signatures to these by default. You have to turn on Replies and forwards in the Signatures settings, as described above. If you've done that and it's still not working, restart Outlook and check the setting again.

Removing or editing a signature

To change what your signature says, go to File > Options > Mail > Signatures (desktop) or Mail > Compose and reply (web), find the signature in the list, and click inside the text box to edit it. Make your changes and click OK or Save.

To delete a signature you no longer use, highlight it in the list and click Delete. If it was your default signature, Outlook will ask you to pick a new default before you can finish.

Signatures in Outlook mobile apps

The Outlook app on your phone or tablet does not let you create signatures the way the desktop version does. Instead, you can set a signature in the desktop or web version, and it will appear on emails you send from the mobile app — as long as you're signed into the same account.

If you want a different signature on mobile, or if you want to add a signature to an account that only exists on your phone, you'll need to use the web version of Outlook to set it up first. Mobile apps pull signatures from your account settings, not from the app itself.

Frequently Asked Questions

Can I use different signatures for different email accounts?

Yes. If you have multiple email accounts set up in Outlook, each account has its own signature settings. Go to File > Options > Mail > Signatures, and you'll see a dropdown at the top that lets you choose which account you're setting a signature for. Create a signature for each account separately.

Why does my signature look different when someone receives my email?

Signatures can display differently depending on what email program the person uses to read your message. Outlook on a Mac may show formatting slightly differently than Outlook on Windows, and Gmail or Apple Mail will render it differently still. Stick to simple fonts and avoid very small text or unusual colors to keep your signature readable everywhere.

Can I add a hyperlink or my social media handles to my signature?

Yes. In the signature text box, highlight the text you want to turn into a link, then use the Insert menu (desktop) or the link icon (web) to add a URL. You can also just type your social media handles as plain text — they don't need to be clickable links unless you want them to be.

What happens to my signature if I change my password?

Your signature stays exactly as it is. Changing your Outlook password does not affect your signature settings. The signature is stored separately from your account credentials.

Can I schedule different signatures for different times of day?

Outlook does not have a built-in feature to change signatures automatically by time of day. You would need to manually select a different signature each time, or use a third-party tool or macro if you need this level of automation. For most people, one default signature works fine.