How to change your Outlook signature

Open Outlook and go to File > Options > Mail > Signatures. Click New to create a signature or select an existing one to edit. Type or paste your signature text into the editing box. If you want the signature to appear automatically on all new emails, select it from the "New messages" dropdown. If you want it on replies and forwards too, select it from the "Replies and forwards" dropdown. Click OK when you're done.

The process is the same whether you use Outlook on Windows, Mac, or the web version, though the menu path varies slightly. On Mac, go to Outlook > Preferences > Signatures. In Outlook on the web, click the settings gear icon, then View all Outlook settings > Mail > Compose and reply, and scroll to the signature section.

Key Takeaways

  • You can create multiple signatures and choose which one appears on new messages, replies, or forwards.
  • Signatures can include text, images, links, and formatting like bold or italics.
  • If you use multiple email accounts in Outlook, you can set a different signature for each account.
  • Changes take effect immediately for new emails but do not alter messages you have already sent.

Creating a signature from scratch

When you click New in the Signatures window, Outlook prompts you to name the signature. Use something descriptive like "Work" or "Professional" so you can identify it later if you create more than one. Type your signature content directly into the text box below the name field.

You can format text using the toolbar buttons for bold, italic, underline, font color, and alignment. To add a hyperlink, highlight the text you want to link, click the link button, and enter the URL. To insert an image, click the image button and browse to the file on your computer. Keep signatures concise—most people use just their name, title, phone number, and company name.

Setting different signatures for different situations

Outlook lets you assign one signature to new messages and a different one to replies and forwards. This is useful if you want a full signature with your contact details on new emails but a shorter version when replying to existing threads. After creating your signatures, use the two dropdown menus in the Signatures window to choose which signature applies to each situation.

You can also set no signature at all for replies and forwards by leaving that dropdown blank. This is common in workplaces where reply chains get long and cluttered.

Using separate signatures for multiple email accounts

If you have more than one email account set up in Outlook, you can create a unique signature for each one. In the Signatures window, look for the "Email Account" dropdown at the top. Select the account you want to work with, then create or edit signatures for that account only. Repeat the process for each account.

When you compose a new email, Outlook automatically uses the signature assigned to whichever account you are sending from. This prevents you from accidentally sending a work signature from your personal email or vice versa.

Adding images and logos to your signature

Click the image button in the signature editor and select a file from your computer. The image will be embedded in the signature. Keep file sizes small—large images can make emails slow to load and may be rejected by some email servers. Most company logos work fine at 100 to 200 pixels wide.

If you want the image to link to a website, insert the image first, then right-click it and select Hyperlink. Enter the URL you want the image to point to. Test the link by sending yourself a test email and clicking the image to confirm it works.

Troubleshooting signature problems

If your signature is not appearing on new emails, check that you selected it in the "New messages" dropdown in the Signatures window. If it appears on some emails but not others, you may have set different signatures for different accounts—verify which account you are sending from.

If your signature formatting looks wrong when you receive a reply, the recipient's email client may not support the formatting you used. Stick to basic formatting like bold and italics, and avoid unusual fonts or colors. If images are not showing up, the recipient may have disabled image loading in their email settings, which is outside your control.

Frequently Asked Questions

Can I use different signatures for different folders or contacts?

Outlook does not have a built-in way to assign signatures based on the folder you are sending from or the recipient you are emailing. You can only set signatures by account or by message type (new, reply, forward). If you need more control, consider using rules or templates, though these require more setup.

What happens to my signature if I change my password?

Your signature is stored separately from your password and is not affected by password changes. Changing your password will not delete or alter your signature.

Can I copy a signature from one computer to another?

Signatures are stored in your Outlook profile on each computer. If you use Outlook on multiple devices, you will need to recreate the signature on each one, or use Outlook on the web where signatures sync across devices automatically.

How do I remove a signature I no longer need?

Open the Signatures window, select the signature you want to delete, and click Delete. Make sure no accounts or message types are still using that signature, or Outlook will leave the field blank.