How to Create an Email Signature in Outlook

Add a signature that appears on every email you send

An email signature is a block of text that automatically appears at the bottom of every message you send. In Outlook, you set this up once in your settings, and then it shows up without you having to type it each time. You can include your name, job title, phone number, company website, or anything else you want people to see when they read your email.

The steps differ slightly depending on whether you use Outlook on your computer (Windows or Mac), Outlook on the web, or Outlook on your phone. This guide covers the desktop version first, since that is where most people set up their signature.

Key Takeaways

Desktop Outlook stores signatures in the File menu under Options, then Mail, then Signatures — not in a toolbar or ribbon.
You can create multiple signatures and choose which one to use for each message, or set one to appear automatically on all new emails.
Outlook on the web (in your browser) has a separate signature setting that does not sync with your desktop version.
Phone versions of Outlook do not let you create signatures directly in the app — you must set them up on a computer first.
Plain text signatures work everywhere; formatted signatures with colors or images may not display the same way on every device.

Create a signature in Outlook on Windows

Open Outlook and click File in the top left corner. Then click Options at the bottom of the menu that appears. In the Outlook Options window, click Mail on the left side, then look for the Signatures button on the right side of the window. Click it.

You are now in the Signatures and Stationery window. Click the New button and type a name for your signature — something like "Work" or "Professional" so you can tell it apart if you create more than one. Click OK. The text box below now shows where you type your signature. Type or paste whatever you want to appear at the bottom of your emails. When you are done, click OK at the bottom of the window, then OK again to close Outlook Options.

Your signature is now created. To make it appear automatically on every new email, go back to File > Options > Mail > Signatures. Under "Choose default signature", find the dropdown that says "New messages" and select the signature you just created. Click OK twice to save.

Create a signature in Outlook on Mac

Click Outlook in the menu bar at the very top of your screen, then click Preferences. In the Preferences window, click Signatures. Click the + button at the bottom left to create a new signature and give it a name. In the text box on the right, type your signature.

To set this signature to appear automatically, click the dropdown next to "Choose default signature" and select the one you just made. Close the Preferences window. Your signature will now appear on all new emails.

Create a signature in Outlook on the web

Open Outlook in your web browser and click the gear icon in the top right corner. Click View all Outlook settings. On the left side, click Mail, then click Compose and reply. Scroll down until you see the Email signature section.

Click in the text box and type your signature. You can use the formatting buttons above the box to make text bold, italic, or change the color if you want. When you are done, click Save at the bottom of the page. Your signature will now appear on all new emails you send from the web version.

Important: The signature you create in Outlook on the web is separate from the one you create in the desktop version. If you use both, you need to set up a signature in each place.

Add formatting to your signature

If you want your signature to include bold text, italics, colors, or a small image like a company logo, you have options — but they work differently depending on where you create the signature. In the desktop version, you can highlight text in your signature and use the formatting buttons in the Signatures window. In Outlook on the web, the formatting buttons appear above the text box.

Keep in mind that not every email program displays formatting the same way. A signature that looks perfect in Outlook might appear plain or broken when someone reads it in Gmail or another email service. Stick to simple formatting — bold and italics usually work fine, but avoid unusual fonts or bright colors that might not show up correctly.

If you want to add a company logo or image, save it as a file on your computer first. In the desktop version, click in your signature text where you want the image to go, then use the Insert menu to add the image. In Outlook on the web, you can paste an image directly into the signature box.

Use different signatures for different email accounts

If you have more than one email account set up in Outlook, you can create a different signature for each one. In the Signatures window (File > Options > Mail > Signatures on Windows, or Outlook > Preferences > Signatures on Mac), create a new signature for each account and give it a clear name, like "Work Email" and "Personal Email".

Then, under "Choose default signature", you will see two dropdowns: one for "New messages" and one for "Replies and forwards". You can set different signatures for each account by selecting the account name from the dropdown on the left before you choose which signature to use. This way, your work emails automatically sign with your work signature, and your personal emails sign with your personal signature.

Edit or delete a signature

To change a signature you already created, go back to the Signatures window (File > Options > Mail > Signatures on Windows, or Outlook > Preferences > Signatures on Mac). Click the signature you want to edit in the list on the left, then make your changes in the text box. Click OK to save.

To delete a signature, click it in the list and click the Delete button. If that signature was set as your default, Outlook will ask you to choose a different one. Click OK when you are done.

Frequently Asked Questions

Why is my signature not showing up on emails I send?

Check that you set a default signature in the "Choose default signature" section. If you created a signature but did not select it as the default for new messages, it will not appear automatically. You can still add it manually by clicking Insert > Signature in the message window before you send.

Can I have a signature on replies and forwards but not on new emails?

Yes. In the Signatures window, set the "New messages" dropdown to "(none)" and the "Replies and forwards" dropdown to the signature you want. This way, only replies and forwarded messages will include your signature.

My signature looks different on my phone than on my computer. Why?

Different email apps display formatting differently. If your signature includes colors, unusual fonts, or images, they may not show up the same way on every device. Test your signature by sending a message to yourself and opening it on your phone to see how it looks.

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

Yes, but it depends on your version of Outlook. In the desktop version, you can highlight text and use the Insert menu to add a hyperlink. In Outlook on the web, you can paste an image and right-click it to add a link. Keep in mind that not all email programs will display links or images correctly.

What happens to my signature if I change my password?

Your signature is stored separately from your password and will not be affected. Changing your password will not delete or modify your signature.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.