Creating a signature takes three steps: open Settings, write your signature text, and set it to appear on new emails

A signature in Outlook is a block of text that appears automatically at the bottom of every email you send. It typically includes your name, job title, phone number, and company information. Once you set it up, Outlook adds it to outgoing messages without you having to type it each time.

The process differs slightly depending on whether you use Outlook on the web, Outlook on Windows, or Outlook on Mac. All three routes take fewer than five minutes.

Key Takeaways

  • Outlook signatures appear automatically on new emails but not on replies unless you configure that setting separately.
  • On Outlook on the web, signatures live in Settings under Mail > Compose and reply, while the Windows desktop app stores them in File > Options > Mail > Signatures.
  • You can create multiple signatures and choose which one to use for different email accounts or situations.
  • Signatures do not support images or complex formatting in all Outlook versions, though Outlook on the web allows basic HTML.

Setting up a signature in Outlook on the web

Open Outlook in your web browser and select the gear icon in the top right corner. Click View all Outlook settings, then navigate to Mail > Compose and reply. You will see a text box labeled Email signature.

Type or paste your signature text into that box. You can include line breaks by pressing Enter, and you can use basic formatting like bold or italics if you highlight text and use the toolbar buttons above the box. When you are finished, scroll down and click Save. Your signature will now appear on all new emails you compose.

If you want your signature to appear on replies and forwards as well, check the box labeled Include my signature on messages I send before saving. By default, Outlook on the web only adds signatures to new messages, not to replies.

Setting up a signature in Outlook on Windows

Open Outlook and click File in the top left. Select Options, then choose Mail from the left sidebar. Click Signatures near the bottom of the window.

In the Signatures window, click New to create a signature. Give it a name (for example, "Work" or "Professional") and click OK. A text box will appear where you can type your signature. Add your name, title, phone number, or any other information you want to include.

Below the signature text box, you will see two dropdown menus. The first, Choose default signature, lets you pick which signature appears on new emails. The second, Choose default signature for replies and forwards, controls what shows up when you respond to someone. You can use the same signature for both, or pick different ones. Click OK when you are done.

Setting up a signature in Outlook on Mac

Open Outlook and click Outlook in the menu bar at the top. Select Preferences, then click Signatures. On the left side, select the email account you want to add a signature to.

Click the + button at the bottom left to create a new signature. Give it a name and type your signature text in the box on the right. You can create multiple signatures for the same account by clicking the + button again.

Below the signature list, you will see a dropdown menu labeled Choose default signature. Select which signature you want to use for new emails. If you want a different signature for replies, use the second dropdown. Click the red close button when you are finished.

Adding formatting and special characters to your signature

Outlook signatures support basic text formatting in most versions. In Outlook on the web, you can highlight text and click the bold, italic, or underline buttons in the toolbar. You can also change text color by clicking the font color button (usually represented by an "A" with a colored line underneath).

In Outlook on Windows and Mac, formatting options are more limited. The desktop versions treat signatures as plain text by default, though you can paste formatted text from Word if you need bold or italic text. Line breaks work in all versions — just press Enter to move to the next line.

Special characters like copyright symbols (©), registered trademarks (®), or dashes (—) can be typed directly on most keyboards. On Windows, you can also use Alt codes: hold Alt and type a number on the numeric keypad, then release Alt to insert the character. On Mac, hold Option and press a key combination (for example, Option + G produces ©).

Creating multiple signatures for different accounts or purposes

If you have more than one email account in Outlook, you can create separate signatures for each one. In Outlook on the web, signatures are account-specific by default — when you set up a signature, it applies only to the account you are currently viewing.

In Outlook on Windows and Mac, click the account name on the left side of the Signatures window before creating a new signature. This ensures the signature is tied to that account. You can then create a different signature for each account you use.

You can also create multiple signatures for the same account and choose which one to use when composing an email. In Outlook on the web, click the three dots in the compose window and select Signature to pick from your available signatures. In Outlook on Windows and Mac, signatures are set as defaults, but you can manually delete and retype a different one if needed.

Troubleshooting signatures that do not appear

If your signature is not showing up on outgoing emails, first check that you set a default signature. In Outlook on the web, go back to Settings and confirm the signature text box is not empty. In Outlook on Windows and Mac, open the Signatures window and verify that a signature is selected in the Choose default signature dropdown.

If your signature appears on new emails but not on replies, you need to set a default signature for replies separately. In Outlook on the web, the setting is in the same Compose and reply section. In Outlook on Windows and Mac, use the second dropdown menu labeled Choose default signature for replies and forwards.

If you recently changed your signature and the old one still appears, close Outlook completely and reopen it. Outlook sometimes caches the old signature in memory. If the problem persists, check that you clicked Save (on the web) or OK (on desktop) after making changes.

Frequently Asked Questions

Can I use an image or logo in my Outlook signature?

Outlook on the web does not support images directly in the signature editor. However, you can paste an image from Word or another program, and it may display in your sent emails depending on your recipient's email client. Outlook on Windows and Mac have limited image support — the most reliable method is to use Word to create a signature with an image, then copy and paste it into Outlook.

What happens to my signature if I delete my email account from Outlook?

Signatures are stored separately from your email account, so deleting an account does not automatically delete its signature. However, if you remove the account and later add it back, you will need to set up the signature again. In Outlook on Windows and Mac, you can manually delete unused signatures from the Signatures window.

Can I use different signatures for different recipients?

Outlook does not have a built-in feature to automatically choose a signature based on who you are emailing. However, you can create multiple signatures and manually select which one to use when composing each email. In Outlook on the web, click the three dots in the compose window and choose Signature. On desktop, you can delete the default signature and type a different one before sending.

Do recipients see my signature exactly as I formatted it?

Most recipients will see your signature as you created it, but the appearance can vary depending on their email client and settings. Plain text signatures display consistently across all email programs. Formatted signatures with bold, italic, or colored text may look different if the recipient uses an email client that strips formatting or displays fonts differently.

Can I schedule my signature to change on certain dates?

Outlook does not have a built-in scheduling feature for signatures. If you need to change your signature periodically (for example, for seasonal greetings or updated contact information), you will need to manually update it in Settings or Preferences. You can create multiple signatures and switch between them as needed.