How to Add a Signature in Outlook (and Change It)

To add a signature in Outlook, go to Settings > Accounts > Signatures in new Outlook or Outlook on the web (in classic Outlook, File > Options > Mail > Signatures). Click New signature, give it a name, type your name, title and contact details, and click Save. Then choose it as the default for new messages and for replies and forwards so it appears automatically. To change your signature, return to the same screen, select it, edit it and save.

A good email signature saves you typing the same details hundreds of times a week and makes every message look consistent and professional. This guide shows you how to add a signature in each version of Outlook, how to change it, how to add a logo, how to use more than one signature, and what to check when your signature does not appear.

What is an email signature in Outlook?

An email signature is a block of text (and optionally a logo or links) that Outlook adds to the bottom of your messages. It usually includes your name, job title, organisation, phone number and website. You can set one signature to appear on every new email and a shorter one for replies and forwards, which keeps long email threads tidy.

How do you add a signature in new Outlook and Outlook on the web?

New Outlook for Windows and Outlook on the web (outlook.office.com) share the same settings screen:

1. Click the Settings gear at the top right.
2. Go to Accounts > Signatures.
3. Click + New signature and type a name for it, such as “Full” or “Reply”.
4. Type your signature in the box and format it with the toolbar (font, size, bold, colour and links).
5. Click Save.
6. Under Select default signatures, choose your signature for For New Messages and For Replies/Forwards, then click Save again.

How do you add a signature in classic Outlook?

In classic Outlook for Windows (the desktop app with the File tab):

1. Go to File > Options > Mail and click Signatures. (Or, in a new email, click Signature > Signatures on the Message tab.)
2. On the E-mail Signature tab, click New, type a name and click OK.
3. Type and format your signature in the Edit signature box.
4. On the right, under Choose default signature, pick the email account, then choose your signature for New messages and Replies/forwards.
5. Click OK.

On a Mac, the steps are similar: go to Outlook > Settings > Signatures, click +, type your signature, then choose your defaults for each account under Default signatures.

How do you change your signature in Outlook?

Open the same screen you used to create it (Settings > Accounts > Signatures in new Outlook or on the web, or File > Options > Mail > Signatures in classic Outlook). Select the signature from the list, edit the text or formatting, and click Save (or OK in classic Outlook). The updated signature applies to new emails from then on; it does not change emails you have already sent.

To use a different signature on a single email, click Insert > Signature (new Outlook) or Message > Signature (classic Outlook) while writing, and pick another one from the list. It replaces the default for that message only.

How do you add a logo or image to an Outlook signature?

In the signature editor, place your cursor where you want the image and click the Insert picture icon on the editor toolbar (in classic Outlook it is the picture icon above the Edit signature box). Choose your logo file and save the signature.

A few tips keep image signatures looking right:

• Keep it small. A logo around 200 to 300 pixels wide is plenty. Large images bloat every email you send.
• Add links to text, not just icons. Highlight text such as your website and press Ctrl + K to add a hyperlink, so the details still work if images are blocked.
• Do not rely on the image for key details. Some email programs block images by default, so keep your name and phone number as text.

Can you have more than one signature in Outlook?

Yes. You can create as many signatures as you like, for example a full signature for new emails, a short one for replies, and a separate one for a shared mailbox or a second email account. Set the defaults you use most, then switch signatures on individual emails with Insert > Signature (new Outlook) or Message > Signature (classic Outlook).

How do you add a signature in the Outlook mobile app?

The Outlook app on iPhone and Android keeps its own signature, separate from your desktop one:

1. Tap your profile picture or account icon at the top left, then tap the Settings gear.
2. Tap Signature.
3. Delete the default text (“Get Outlook for iOS” or “Get Outlook for Android”) and type your own.
4. If you have more than one account, turn on Per Account Signature to set a different signature for each.

The mobile signature is text only, so logos and rich formatting from your desktop signature do not carry across.

Why is my Outlook signature not showing?

If your signature is missing, check these common causes:

• No default is set for replies. Many people set a signature for new messages but leave For Replies/Forwards set to “(no signature)”. Set both defaults.
• The default is on the wrong account. If you have several accounts or a shared mailbox, defaults are set per account. Choose the right account before selecting the signature.
• You are using a different version of Outlook. With Microsoft 365 work accounts, signatures usually sync between new Outlook, classic Outlook and Outlook on the web, but the mobile app keeps its own signature. Older or non-Microsoft 365 accounts may need the signature set up in each version.
• The email is in plain text format. Plain text removes images and formatting. Switch the message to HTML (Format Text > HTML in classic Outlook).
• Your organisation manages signatures. Some workplaces apply signatures centrally, so they appear only after sending or cannot be edited. Check with your IT team.

Practice on your own inbox

Setting up a clear signature, with sensible defaults for new emails and replies, takes five minutes and saves time on every message you send. While you are in Settings, it is also worth setting up an out of office reply and learning how to schedule an email in Outlook.

Signatures, rules, automatic replies and inbox management are covered in our Microsoft Outlook training courses, in-class in Sydney and Melbourne or Online Live across Australia. If you have ever sent an email too soon, see our guide on how to recall an email in Outlook.

Frequently asked questions