Open Outlook settings and find the signature editor
To change your signature in Outlook, you need to reach the signature settings, which live in a different place depending on whether you use Outlook on the web, Outlook desktop, or Outlook on your phone. The fastest route is usually your email account settings, not the main Outlook menu. On desktop, this is under File > Options > Mail > Signatures. On the web version, it's under Settings (the gear icon) > View all Outlook settings > Mail > Compose and reply.
If you're using Outlook on a phone or tablet, signature editing is more limited — most mobile versions let you set a signature but don't give you the same formatting options as desktop. You may want to set up your signature on a computer first, then use it across devices.
Key Takeaways
- Desktop Outlook stores signatures under File > Options > Mail > Signatures, while Outlook on the web uses Settings > Mail > Compose and reply.
- You can create multiple signatures and choose which one to use for new emails versus replies, or set a default for all messages.
- Signatures can include text, images, links, and basic formatting like bold or italics, but complex designs may not display the same way to all recipients.
- Changes to your signature take effect immediately for new emails but do not change signatures already sent.
Create a new signature or edit an existing one
Once you're in the Signatures section, you'll see a list of any signatures you've already created. To make a new one, click the New button and give it a name — something like "Work" or "Professional" helps if you plan to use multiple signatures. To change an existing signature, click its name in the list and edit the text directly in the box below.
Type or paste whatever you want to appear at the bottom of your emails. This might be your name, title, phone number, company name, website, or a disclaimer. You can use the formatting toolbar to make text bold, italic, or a different color. You can also insert a logo or image by clicking the Insert menu within the signature editor.
Set which signature appears by default
If you have more than one signature, Outlook lets you choose which one shows up automatically. Look for the dropdown menus labeled "New messages" and "Replies and forwards." You can set different signatures for each — for example, a full professional signature for new emails and a shorter one for replies. If you want the same signature for both, pick the same one from both dropdowns.
If you don't want a signature on certain emails, select "(none)" from either dropdown. You can still add a signature manually to individual emails even if you've set a default.
Add images and links to your signature
Signatures can include more than text. In the signature editor, click Insert > Pictures to add a logo or photo. The image will be embedded in the signature, so it will appear in every email that uses it. Keep images small — large logos can make your email slow to load and may look awkward on phones.
To add a clickable link, highlight the text you want to link, then click Insert > Hyperlink and paste the web address. This works for links to your website, social media, or contact page. Be aware that some email clients may not display links the same way, so test your signature by sending a test email to yourself or a colleague.
Understand how signatures display across devices and email clients
A signature that looks perfect in Outlook on your desktop may display differently when someone opens it in Gmail, Apple Mail, or on a phone. Complex formatting, custom fonts, and images sometimes break or shift. The safest approach is to keep signatures simple: plain text with basic formatting, a small logo if needed, and standard fonts like Arial or Calibri.
If you use Outlook on multiple devices, your desktop signature will not automatically sync to Outlook on your phone or tablet. You'll need to set up the signature separately on each device, or use Outlook on the web (which syncs across all devices using that account).
Remove or replace a signature
To delete a signature you no longer use, open the Signatures section, click the signature name, and click the Delete button. If that signature was set as your default, Outlook will ask you to pick a new default before you can delete it.
To replace a signature entirely, you can either edit the existing one by clicking its name and changing the text, or create a new signature and set it as the default, then delete the old one. There's no limit to how many signatures you can create, so you can keep old ones around if you think you might use them again.
Troubleshoot signatures that aren't showing up
If you've set a default signature but it's not appearing in new emails, check that you selected it in the "New messages" dropdown — not just the "Replies and forwards" dropdown. Also verify that you're composing in HTML format, not plain text. Some Outlook settings force plain text, which strips out formatting and sometimes signatures.
If you're using Outlook on the web and your signature isn't showing, try clearing your browser cache or switching to a different browser. If you're on desktop and signatures still aren't working after checking these steps, try restarting Outlook. Changes to signature settings sometimes don't take effect until you close and reopen the application.
Frequently Asked Questions
Can I use different signatures for different email accounts?
Yes. If you have multiple email accounts set up in Outlook, each account can have its own signature. When you create or edit a signature, you'll see a dropdown showing which account it's for. Set a default signature for each account, and Outlook will use the right one depending on which account you're sending from.
Will my signature appear in emails I forward?
No. Forwarded emails keep the original signature chain but don't add your signature unless you manually add it. If you want your signature on forwarded messages, you'll need to add it by hand or use Outlook's rules feature to do it automatically — though this is an advanced setting and not available in Outlook on the web.
Can I include a video or animation in my signature?
Outlook signatures support static images but not video or animated GIFs. If you insert an animated GIF, it will appear as a still image. For video or interactive content, include a link to it instead of trying to embed it in the signature itself.
What happens to my signature if I change my password?
Your signature is stored separately from your password, so changing your password won't affect it. Your signature will remain the same unless you manually edit or delete it.