Where to find your signature settings in Outlook

Your email signature lives in Outlook's settings, not in the message itself. The exact path depends on which version of Outlook you use — desktop, web, or mobile — but all three let you change it without touching a single email.

On a Windows or Mac computer running Outlook as a desktop application, go to File in the top menu, then Options (Windows) or Preferences (Mac). Look for Mail in the left sidebar, then select Signatures. On the web version at outlook.com or outlook.office.com, click the gear icon in the top right, select View all Outlook settings, then go to Mail and Compose and reply. The signature box is near the bottom of that page.

Mobile versions of Outlook (iPhone, iPad, Android) do not let you create or edit signatures within the app itself. You must use the desktop or web version to make changes, then the signature will appear on messages sent from your phone.

Key Takeaways

  • Desktop Outlook stores signatures under File > Options > Mail > Signatures (Windows) or File > Preferences > Mail > Signatures (Mac).
  • Outlook on the web requires you to go to Settings > Mail > Compose and reply, then scroll to the signature section.
  • You can create multiple signatures and set different ones as default for new messages versus replies.
  • Changes take effect immediately, but you may need to close and reopen Outlook on the desktop version to see them in new messages.

Creating a new signature or editing an existing one

When you open the Signatures panel, you will see a list of any signatures you have already created. To add a new one, click New and give it a name — something like "Work" or "Formal" helps if you plan to use multiple signatures. Type or paste your signature text into the large box below.

You can format the text using bold, italic, font size, and color options that appear above the text box. You can also insert a line break, add your title or phone number, or include a company logo or image by clicking Insert Image or Insert Link. Keep in mind that not all email clients display images the same way, so test your signature by sending yourself a message after you save it.

To edit an existing signature, select it from the list and change the text or formatting. To delete one, select it and click Delete. Outlook will warn you if that signature is currently set as a default; you can still delete it, but you will need to choose a different default afterward.

Setting a default signature for new messages and replies

The Choose default signature section controls which signature appears automatically. You can set one default for new messages and a different one for replies and forwards. For example, you might use a formal signature for new emails to clients but a shorter one when replying to internal team messages.

In the desktop version, two dropdown menus appear: one labeled New messages and one labeled Replies and forwards. Select the signature you want from each dropdown. In the web version, a single dropdown appears; select the signature you want to use by default. If you leave either field set to (none), no signature will be added automatically, but you can still insert one manually when composing a message.

After you make your choices, click Save or OK to apply the changes. On the desktop version, close and reopen Outlook to confirm the new signature appears in your next message.

Inserting a signature manually if you do not want it automatic

If you prefer not to use an automatic default signature, you can insert one by hand each time you compose a message. Open a new email, then look for the Signature button in the toolbar. On the desktop version, it is usually in the Insert tab. On the web version, it appears in the message compose area, often near the formatting buttons.

Click Signature and a menu will show all your saved signatures. Select the one you want, and it will be inserted at the cursor position. This method is useful if you send most messages without a signature but want the option available when needed.

Troubleshooting: signature not appearing or showing incorrectly

If your signature does not appear in outgoing messages, first check that you have set a default signature in the settings. A blank or (none) selection means no signature will be added. If you have set a default but it still is not showing, close Outlook completely and reopen it — the desktop version sometimes requires a restart to load signature changes.

If your signature appears but looks wrong — text is misaligned, images do not load, or formatting is broken — the recipient's email client may not support the formatting you used. Outlook on the web and desktop support most formatting, but some recipients using older email programs or mobile clients may see plain text only. Test by sending a message to yourself and viewing it on different devices. If images are not loading, try uploading them to a web server and linking to them instead of embedding them directly.

If you have multiple email accounts in Outlook, each account can have its own signature. Make sure you are editing the signature for the correct account — the account name usually appears at the top of the Signatures panel. Select the account from a dropdown if one is available.

Using signatures across multiple Outlook accounts

If you have more than one email account set up in Outlook, you can create separate signatures for each one. In the Signatures settings, look for a dropdown menu or list showing your email accounts. Select the account you want to work with, then create or edit signatures for that account only.

This is useful if you have a work email and a personal email, or if you manage multiple business accounts. Each account will remember its own default signature settings, so when you compose a message from your work account, your work signature appears automatically — and when you switch to your personal account, your personal signature appears instead.

Frequently Asked Questions

Can I use HTML code in my signature?

On the web version of Outlook, you can paste HTML code directly into the signature box, and it will render as formatted text and images. On the desktop version, you are limited to the formatting buttons provided in the interface. If you need advanced HTML formatting, compose your signature on the web version and it will sync to your desktop Outlook.

Will my signature appear in emails I forward?

By default, your reply and forward signature will be added to forwarded messages. You can set a different signature for replies and forwards than for new messages, or set it to (none) if you do not want a signature on forwards. The choice is yours in the settings.

What happens to my signature if I change my password?

Your signature is stored separately from your password and account credentials. Changing your password will not affect your signature. Your signature will continue to appear in messages after a password change.

Can I include a disclaimer or legal notice in my signature?

Yes. Type or paste any text you need into the signature box, including disclaimers, legal notices, or company policies. Keep in mind that very long signatures can make emails harder to read, especially on mobile devices.

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

Only if you set it up on the desktop or web version first. Mobile Outlook does not have a built-in signature editor, but it will use the signature you created on your computer. If you want a different signature on mobile, you must edit it using the desktop or web version.