{"id":2790,"date":"2026-10-12T11:07:23","date_gmt":"2026-10-12T00:07:23","guid":{"rendered":"https:\/\/www.dynamicwebtraining.com.au\/blog\/?p=2790"},"modified":"2026-10-12T11:07:26","modified_gmt":"2026-10-12T00:07:26","slug":"how-to-add-a-signature-in-outlook","status":"publish","type":"post","link":"https:\/\/www.dynamicwebtraining.com.au\/blog\/how-to-add-a-signature-in-outlook","title":{"rendered":"How to Add a Signature in Outlook (and Change It)"},"content":{"rendered":"\n

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.<\/strong><\/p>\n\n\n\n\n\n\n\n

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.<\/p>\n\n\n\n

\"How<\/figure>\n\n\n\n

What is an email signature in Outlook?<\/h2>\n\n\n\n

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.<\/p>\n\n\n\n

How do you add a signature in new Outlook and Outlook on the web?<\/h2>\n\n\n\n

New Outlook for Windows and Outlook on the web (outlook.office.com) share the same settings screen:<\/p>\n\n\n\n

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

    How do you add a signature in classic Outlook?<\/h2>\n\n\n\n

    In classic Outlook for Windows (the desktop app with the File tab):<\/p>\n\n\n\n

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

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

      How do you change your signature in Outlook?<\/h2>\n\n\n\n

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

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

      How do you add a logo or image to an Outlook signature?<\/h2>\n\n\n\n

      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.<\/p>\n\n\n\n

      A few tips keep image signatures looking right:<\/p>\n\n\n\n