Create a signature in Outlook by going to File > Options > Mail > Signatures

An email signature is a block of text, contact details, or a small image that appears at the bottom of every email you send. In Outlook, you build this once and it attaches automatically to new messages. The process takes about five minutes and works the same way whether you use Outlook on Windows, Mac, or the web version.

The fastest route is through the Signatures menu. Open Outlook, click File in the top left, then Options, then Mail in the left sidebar. Look for Signatures and click it. You will see a button that says New — click that to start building your first signature.

Outlook will ask you to name the signature. Use something simple like "Work" or "Personal" so you can tell them apart if you create more than one. Type the name and click OK. A text box will appear where you can type or paste your signature content.

Key Takeaways

  • You create signatures in Outlook through File > Options > Mail > Signatures, and you can make as many as you want for different email accounts or purposes.
  • A signature can include your name, job title, phone number, company name, website, or a small image — keep it under five lines for professional emails.
  • You can set a default signature that appears on all new emails, and a different one for replies and forwards if you want.
  • Outlook on the web (Outlook.com) uses a different menu: click the gear icon, then Settings, then Mail > Compose and reply, then Signatures.

What to include in your signature

A professional signature usually contains your name, job title, company name, phone number, and email address. You do not need to repeat your email address since it is already visible in the From line, but many people include it anyway for people who forward the message or print it out.

Keep the signature short — three to five lines is standard. If you add a logo or company image, make sure it is under 100 kilobytes so it does not slow down email delivery. You can paste an image directly into the signature box by clicking the image icon in the toolbar above the text area.

Some people add a website link or social media handles. If you do, make sure the link actually works. Test it by sending yourself an email and clicking the link before you finalize the signature.

Set which emails get your signature automatically

After you type your signature content, scroll down in the Signatures window. You will see two dropdown menus: one for New messages and one for Replies and forwards. The first controls whether your signature appears on brand-new emails you write. The second controls whether it appears when you reply to someone or forward a message.

Most people set the same signature for both. Click the dropdown next to New messages, select the signature you just created, and do the same for Replies and forwards. If you have multiple email accounts in Outlook, you can set a different signature for each one by selecting the account name in the left panel before you make these choices.

Click OK at the bottom of the window to save your changes. The next email you write will include the signature automatically.

Create multiple signatures for different purposes

You can make as many signatures as you want. Some people keep one for work emails and another for personal messages. Others create a formal signature and a casual one. To add another, go back to File > Options > Mail > Signatures, click New again, give it a different name, and type the content.

Once you have multiple signatures saved, you can switch between them when you write an email. In a new message, look for the Signature button in the toolbar (it is usually in the Insert tab). Click it and select which signature you want to use for that particular email. This overrides the default you set in the Options menu.

Add a signature in Outlook on the web

If you use Outlook.com or Outlook on the web through your workplace, the menu is in a different place. Click the gear icon in the top right corner, then click View all Outlook settings. In the left sidebar, click Mail, then scroll down and click Compose and reply. You will see a text box labeled Email signature.

Type or paste your signature into that box. You can format it with bold, italics, or links using the toolbar above the text area. When you are done, scroll to the bottom and click Save. Your signature will appear on all new emails from that point forward.

The web version does not let you create multiple signatures or set different ones for replies versus new messages. If you need that level of control, you will have to use the desktop version of Outlook.

Troubleshoot a signature that is not appearing

If you created a signature but it is not showing up on your emails, first check that you set it as the default. Go back to File > Options > Mail > Signatures and make sure the signature name appears in the New messages dropdown. If it is blank, click the dropdown and select your signature, then click OK.

If the signature is set as default but still is not appearing, try closing Outlook completely and opening it again. Sometimes the change does not take effect until you restart the program. If you are using Outlook on the web, try clearing your browser cache or using a different browser to see if that fixes it.

If you have multiple email accounts set up in Outlook, make sure you are checking the right account. Each account can have its own default signature, so a signature set for your work email will not appear on messages sent from your personal account.

Frequently Asked Questions

Can I use HTML code or special formatting in my signature?

Yes. In the desktop version of Outlook, you can paste HTML code directly into the signature box, and Outlook will render it. The web version supports basic formatting like bold, italics, and links through the toolbar, but not custom HTML. If you need complex formatting, use the desktop version.

What if I want different signatures for different email accounts?

In the Signatures window, you will see a dropdown at the top that says E-mail account. Select each account one at a time, create or choose a signature for it, and set that as the default for that account. Each account remembers its own default signature.

Can I include an image or logo in my signature?

Yes. In the signature text box, click the image icon in the toolbar, browse to the image file on your computer, and select it. Keep the file size under 100 kilobytes so emails send quickly. Avoid very large logos or photos.

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

Not automatically. Outlook on mobile devices (iPhone, Android) does not sync signatures from your desktop Outlook. You can add a signature manually in the mobile app settings, but it will be separate from your desktop signature.

Can I change my signature without affecting emails I already sent?

Yes. Changing your signature only affects new emails going forward. Emails you have already sent keep the signature that was on them when you sent them. You can edit or delete a saved signature at any time without affecting past messages.