Where to find your signature settings in Outlook
Your signature settings live in a different place depending on whether you use Outlook on your computer, the web version, or your phone. On Windows or Mac, open Outlook and go to File > Options (Windows) or Outlook > Preferences (Mac). Look for Mail in the left menu, then click Signatures. On the web at outlook.com, click the gear icon in the top right, select View all Outlook settings, then go to Mail > Compose and reply. Phone versions of Outlook do not let you edit signatures directly — you have to use a computer or the web version.
Once you are in the signature section, you will see a list of your email accounts on the left side. Click the account you want to change. The signature editor appears on the right, and that is where you type or paste your new text.
Key Takeaways
- Desktop Outlook stores signatures under File > Options > Mail > Signatures on Windows, or Outlook > Preferences > Mail > Signatures on Mac.
- Outlook on the web requires you to go to Settings > Mail > Compose and reply, then scroll to the Signatures section.
- You can create different signatures for different email accounts and set one to appear automatically on new messages, replies, or both.
- Changes to your signature take effect immediately for new messages you compose, but do not change signatures on messages you already sent.
Creating a new signature or editing an existing one
If you already have a signature and want to change it, click on its name in the list and edit the text directly in the box. If you want to add a new signature, click the New button, give it a name (like "Work" or "Personal"), and type your text. You can format the text using bold, italics, font size, and color — the toolbar above the text box shows these options.
Keep your signature short and professional. Most people include their name, job title, phone number, and company name. You can also add a website link or social media handle. Avoid large images or fancy formatting that might not display correctly on all devices or email clients.
Setting a signature to appear automatically
Creating a signature does not automatically add it to your emails. You have to tell Outlook when to use it. In the desktop version, look for the dropdown menus labeled New messages and Replies and forwards. Select your signature name from each menu. You can use the same signature for both, or different ones if you want.
On Outlook on the web, scroll down in the Signatures section until you see Default email signature. Click the dropdown and choose the signature you want to use. This signature will appear on all new messages and replies from that account.
Using different signatures for different accounts
If you have multiple email accounts set up in Outlook, you can create a separate signature for each one. In the desktop version, the account list on the left side of the Signatures window shows all your accounts. Click each account name and create or edit a signature just for that account. When you compose a new message, Outlook will automatically use the signature for whichever account you are sending from.
This is useful if you have a work email and a personal email, or if you manage multiple business accounts. Each signature stays tied to its account, so you do not have to manually switch them.
Adding links and formatting to your signature
The signature editor lets you format text the way you would in a regular email. Highlight text and use the toolbar buttons to make it bold, italic, or underlined. You can change the font and font size, and add color. To add a clickable link, select the text you want to link, click the link button (it looks like a chain), and paste the URL.
On the web version, the formatting options are more limited but still include bold, italic, font size, and color. If you need more control over formatting, use the desktop version instead. Keep in mind that some email clients strip out fancy formatting, so test your signature by sending yourself a message and opening it in different programs.
Removing or disabling a signature
If you want to stop using a signature, you have two options. You can delete it entirely by clicking its name and then clicking Delete. Or you can keep it but remove it from automatic use by going to the New messages and Replies and forwards dropdowns and selecting (none). Deleting a signature removes it permanently, so only do that if you are sure you will not need it again.
If you delete a signature by mistake, you can recreate it by typing the text again. Outlook does not keep a trash or undo option for signatures, so write down what your signature said before you delete it if you think you might want it back.
Troubleshooting: signature not appearing
If you created a signature but it is not showing up on your emails, check that you set it to appear automatically. Go back to the Signatures section and make sure the New messages dropdown is not set to (none). Also check that you are composing messages in the right format — if you switched to plain text mode, some formatting might not show, but the signature text should still appear.
If the signature still does not appear, try closing and reopening Outlook. Sometimes the program needs to restart to apply signature changes. On the web version, try clearing your browser cache or using a different browser. If you are using a phone app, remember that Outlook mobile does not support editing signatures, so you will need to make changes on a computer or the web version.
Frequently Asked Questions
Can I have different signatures for different folders or message types?
No. Outlook only lets you set one signature for new messages and one for replies across your entire account. You cannot assign different signatures to specific folders or message categories. If you need different signatures for different purposes, you would have to manually select and paste them each time.
Will my signature appear on messages I forward?
Yes, if you set a signature for "Replies and forwards," it will appear on forwarded messages too. The signature goes at the bottom of your text, after the original message. If you do not want a signature on forwards, set the "Replies and forwards" dropdown to (none).
Can I add an image or logo to my signature?
On the desktop version, you can insert an image by clicking the image button in the signature editor toolbar. On the web version, image insertion is not available in the signature editor. If you need a logo in your signature, use the desktop version or contact your IT department if you use Outlook through work.
What happens to my signature if I change my password?
Your signature is separate from your password and account security settings. Changing your password does not affect your signature at all. Your signature will continue to appear on emails as before.
Can I use the same signature across multiple devices?
Yes. If you use Outlook on the web, your signature syncs across all devices automatically. If you use the desktop version, you need to set up the signature on each computer separately. Phone apps do not support signature editing, so you cannot change signatures on mobile devices.