Open Outlook settings and find the signature editor
To change your email signature in Outlook, you need to reach the signature settings through your account options. The exact path depends on whether you use Outlook on the web, Outlook desktop, or Outlook on a mobile device — each version stores signatures in a different place.
If you use Outlook on the web (the browser version at outlook.com or outlook.office.com), click the gear icon in the top right corner, then select "View all Outlook settings." From there, go to "Mail" in the left sidebar, then scroll down to find "Signatures."
If you use Outlook desktop (the application installed on your computer), the path is different. On Windows, go to File > Options > Mail > Signatures. On Mac, go to Outlook > Preferences > Signatures.
Key Takeaways
- Outlook stores signatures in different places depending on the version you use — web, desktop Windows, or desktop Mac each have their own settings location.
- You can create multiple signatures and choose which one appears on new messages versus replies, or set one as your default for all outgoing mail.
- Signatures created in Outlook on the web do not automatically appear in the desktop version, and vice versa — you may need to create them separately.
- Formatting, links, images, and logos can all be added to your signature using the text editor that appears once you open the signature settings.
Create a new signature or edit an existing one
Once you are in the signature settings, you will see a list of any signatures you have already created. To make a new signature, click the "New" button (or the plus icon, depending on your version). Give it a name — something like "Work" or "Professional" — so you can tell it apart from other signatures if you create more than one.
To edit a signature you already have, click on its name in the list. The text editor will open below, and you can change anything in it. Delete the old text, add new text, or keep parts of it and modify others.
The editor works like a basic word processor. You can make text bold, italic, or underlined. You can change the font, font size, and text color. You can add links by highlighting text and clicking the link button. Some versions also let you insert images or logos directly into the signature.
Set which signature appears on new messages and replies
After you create or edit your signature, you need to tell Outlook when to use it. Most versions of Outlook let you set different signatures for new messages and for replies to existing messages.
In Outlook on the web, after you finish editing your signature, look for dropdown menus labeled "New messages" and "Replies and forwards." Select the signature you want to use for each type of message. You can use the same signature for both, or pick different ones.
In Outlook desktop on Windows, the same dropdowns appear in the Signatures window. In Outlook desktop on Mac, look for the "Choose default signature" section and select which signature to use for new messages and which for replies.
If you do not want a signature on certain messages, select "(None)" from the dropdown for that message type.
Add formatting, images, or links to your signature
The signature editor includes basic formatting tools. Highlight any text you want to change, then use the toolbar buttons to make it bold, italic, or a different color. You can also change the font or font size for the entire signature or just selected words.
To add a link, type the text you want to appear (for example, "Visit our website"), highlight it, then click the link icon. Paste the web address into the box that appears and click OK.
To add an image or logo, look for an "Insert" menu or image icon in the editor. Click it and browse to the image file on your computer. The image will be embedded in the signature. Note that very large images can make your emails slow to send, so keep logos and pictures reasonably sized.
Not all formatting carries over to every email client — some recipients may see your signature differently depending on what email program they use. Stick to standard fonts and simple formatting if you need your signature to look the same for everyone.
Save your changes and test the signature
Once you have finished editing, look for a "Save" button at the bottom of the signature editor and click it. In Outlook on the web, the changes save automatically, but you should still see a confirmation message.
To test your new signature, compose a new email message. The signature you set for new messages should appear at the bottom of the compose window. If it does not, go back to settings and check that you selected it in the "New messages" dropdown.
Send a test message to yourself or a colleague to see how the signature looks when it arrives. Check that all formatting, links, and images display correctly. If something looks wrong, go back to the signature settings, make the correction, save it, and test again.
Manage multiple signatures for different purposes
You can create as many signatures as you need. Some people keep one for work email, one for personal email, and one for specific projects or roles. Each signature is stored separately and can have different formatting, contact information, or disclaimers.
To switch between signatures on individual messages, open the compose window and look for a signature dropdown or menu. In Outlook on the web, this usually appears near the bottom of the message. In Outlook desktop, you may need to click the "Signature" button in the toolbar. Select the signature you want to use for that particular message.
If you no longer need a signature, go back to the signature settings, click on its name, and look for a "Delete" button. Removing a signature does not affect messages you have already sent.
Signatures in Outlook on mobile devices
Outlook on iPhone and Android does not have a built-in signature editor. Instead, you can set a default signature in the app settings, but you cannot customize it as much as you can on desktop or web.
On iPhone, go to Settings > Mail > Signature and type the text you want to appear. On Android, open Outlook, tap the menu icon, go to Settings, select your email account, and look for "Signature." Type your signature text and save it.
Mobile signatures are usually plain text only — you cannot add formatting, images, or links the way you can on desktop. If you need a formatted signature with a logo, compose those messages on a computer instead.
Frequently Asked Questions
Why does my signature not appear on replies?
You may have set the "Replies and forwards" dropdown to "(None)." Go back to signature settings and select a signature for that message type. Alternatively, your email account settings might be configured to not include signatures on replies — check the same settings window for an option that says "Include signature on replies."
Can I use the same signature across Outlook on the web and Outlook desktop?
No — signatures created in one version do not automatically appear in the other. You will need to create the signature separately in each version. If you use both regularly, create the same signature text in both places so your outgoing mail looks consistent.
How do I add my company logo to my signature?
In the signature editor, click the Insert or Image button (the exact label varies by version). Browse to the logo file on your computer and select it. The image will be embedded in the signature. Keep the file size small so emails send quickly. Test it by sending a message to yourself first.
Can I have different signatures for different email accounts?
Yes. If you have multiple email accounts set up in Outlook, each account has its own signature settings. When you compose a message, Outlook automatically uses the signature for whichever account you are sending from. You can also manually switch signatures before sending if you need to.
What happens to my signature if I change my password?
Changing your password does not affect your signature. Signatures are stored separately from your account password and will continue to appear on your messages after you update your login credentials.