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 — because each one stores signatures in a different place.

If you use Outlook on Windows or Mac (the desktop application), go to File, then Options (Windows) or Preferences (Mac). Look for Mail, then Signatures. If you use Outlook on the web (Outlook.com or your work account accessed through a browser), click the gear icon in the top right, then Settings, then Mail, then Compose and reply. Mobile versions of Outlook do not let you create or edit signatures — you can only turn an existing signature on or off.

Before you start, know that Outlook stores signatures separately from your messages. You create them once, then tell Outlook which signature to attach to new messages or replies.

Key Takeaways

  • Desktop Outlook stores signatures under File > Options (Windows) or Preferences (Mac), then Mail > Signatures.
  • Outlook on the web uses the gear icon > Settings > Mail > Compose and reply to access signatures.
  • You can create multiple signatures and choose which one appears on new messages versus replies.
  • Changes to your signature take effect immediately for new messages you write after saving.
  • Mobile Outlook cannot create or edit signatures, only turn them on or off.

Creating a new signature or editing an existing one

Once you are in the Signatures section, you will see a list of any signatures you have already created. To edit one, click its name and change the text in the box below. To create a new one, click New, type a name for it (like "Work" or "Personal"), and then type or paste the text you want in your signature.

Outlook lets you format your signature text — you can make words bold or italic, change the font, add a line break, or insert a link. In desktop Outlook, use the formatting toolbar above the text box. In Outlook on the web, the formatting options appear as buttons below the text box. You can also paste an image (like a logo) into your signature, though keep file size small so your emails do not become slow to send.

Do not put sensitive information in your signature — no passwords, account numbers, or personal ID numbers. Anyone who receives your email can see your signature, and it gets forwarded along with every message you send.

Choosing which signature appears on new messages and replies

After you create a signature, you need to tell Outlook when to use it. In the Signatures section, you will see two dropdown menus: one for "New messages" and one for "Replies and forwards." You can set them to the same signature or different ones — many people use a full signature on new messages but a shorter one on replies.

If you have multiple signatures, you can also leave both dropdowns set to "(none)" and then manually pick a signature each time you write a message. In desktop Outlook, go to Insert > Signature when you are composing. In Outlook on the web, click the three dots in the compose window, then Signature, and pick the one you want.

Your choices here do not affect signatures you already sent. They only control what Outlook adds to new messages from this point forward.

Differences between Outlook versions

Outlook on Windows (the desktop app) gives you the most control. You can create unlimited signatures, format them with fonts and colors, insert images, and set different signatures for new messages versus replies. Changes appear immediately.

Outlook on Mac works the same way as Windows, but the menu path is slightly different — Preferences instead of Options. The signature editor looks the same and has the same features.

Outlook on the web (accessed through a browser) lets you create and edit signatures, but formatting options are more limited. You can make text bold or italic and add links, but you cannot change fonts or add images in most cases. The web version syncs your signatures across devices, so a signature you create on the web appears in the desktop app too.

Outlook mobile apps (iPhone, iPad, Android) do not have a signature editor. You can turn an existing signature on or off in settings, but you cannot create or change one from your phone. If you need to edit a signature, use the desktop or web version first.

Syncing signatures across devices

If you use Outlook on multiple devices, your signatures sync automatically — but only if you are using the same account and the same version of Outlook. A signature you create in Outlook on the web appears in the desktop app. A signature you create in desktop Outlook appears in Outlook on the web.

Mobile does not sync signatures back to desktop or web. If you create a signature on your phone (which you cannot do), it would not appear elsewhere. But a signature you created on desktop or web will show up in the mobile app's settings, where you can turn it on or off.

If you use multiple email accounts in Outlook, each account can have its own set of signatures. When you compose a message, Outlook uses the signature you set for whichever account you are sending from.

Troubleshooting signatures that do not appear

If you created a signature but it is not showing up on your messages, check that you actually set it in the dropdown menus. Many people create a signature and forget to tell Outlook to use it. Go back to the Signatures section and make sure "New messages" or "Replies and forwards" is set to the signature name, not "(none)".

If the signature is set but still not appearing, try closing Outlook completely and opening it again. Sometimes the app needs to restart to load signature changes. If you are using Outlook on the web, try clearing your browser cache or opening Outlook in a different browser.

If you are using a work email account, your IT department may have locked down signature settings. Some organizations require all employees to use a standard signature and do not let you change it. If you cannot find the Signatures option at all, contact your IT support team — they may have disabled it on purpose.

Frequently Asked Questions

Can I have different signatures for different email accounts?

Yes. If you have multiple accounts set up in Outlook, each one can have its own signatures. When you compose a message, Outlook uses the signature you set for the account you are sending from. Go to the Signatures section and make sure you are editing the right account.

What happens to my signature if I delete it?

Once you delete a signature, it is gone permanently. Any messages you already sent keep the signature they had when you sent them — deleting a signature does not remove it from old emails. But new messages will not include it. If you think you might use a signature again later, do not delete it; just set it to "(none)" so it does not appear on new messages.

Can I add a picture or logo to my signature?

Yes, in desktop Outlook. Click in the signature text box, go to Insert > Pictures, and choose your image. Outlook on the web does not support images in most cases. Keep the image file small (under 100 KB) so your emails send quickly.

Does my signature appear when I forward a message?

Only if you set it to. In the Signatures section, the "Replies and forwards" dropdown controls whether your signature appears on forwarded messages. You can set it to a signature, "(none)", or leave it blank so you choose each time.

Why can I not find the Signatures option in Outlook?

If you are using Outlook mobile, signatures are not editable on the phone — you can only turn them on or off. If you are using desktop or web Outlook and cannot find the option, your IT department may have disabled it for your account. Contact your IT support team to ask if signatures are available.