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How to Add a Signature in Outlook (All Versions Guide)

To add a signature in Outlook: Desktop: File → Options → Mail → Signatures → New. Web (Outlook.com/365): Settings → View all Outlook settings → Mail → Compose and reply. Enter your signature, set defaults for new messages and replies, then save.

Last Updated: December 2025 7 min read

How to Add a Signature in Outlook 365 (Microsoft 365)

Microsoft 365 subscribers can add signatures through the desktop app or web interface.

Method 1: Outlook Desktop App

  1. Open Outlook
  2. Click File in the top menu
  3. Click Options
  4. Select Mail from the left sidebar
  5. Click Signatures...
  6. Click New and enter a signature name
  7. Design your signature in the editor
  8. Set defaults for new messages and replies
  9. Click OK to save

Method 2: Outlook Web (outlook.office.com)

  1. Click the gear icon (Settings)
  2. Click View all Outlook settings
  3. Go to Mail → Compose and reply
  4. Scroll to Email signature
  5. Enter your signature in the editor
  6. Check boxes for automatic inclusion
  7. Click Save

How to Add a Signature in Outlook Desktop (Classic Outlook: 2021, 2019, 2016)

Note: Microsoft has a redesigned New Outlook for Windows app. The steps below apply to classic Outlook. If you don’t see these menus, you may be using the new Outlook.

Step 1: Access Signature Settings

Windows:

  • Click File → Options → Mail → Signatures

Alternative method:

  • New Email → Signature dropdown → Signatures...

Step 2: Create Your Signature

  1. Click New
  2. Name your signature (e.g., "Work Signature")
  3. Click OK

Step 3: Add Content

In the editor panel:

  • Enter your text
  • Format with the toolbar
  • Add images: Click image icon → Browse → Select file
  • Add links: Highlight text → Click hyperlink icon → Enter URL
Pro tip: For best results, keep images under 100KB and use PNG or JPG format.

Step 4: Configure Defaults

Select which signature to use:

  • New messages: Your primary signature
  • Replies/forwards: Same, different, or none

Step 5: Save and Test

  1. Click OK
  2. Create a new email to verify signature appears
  3. Send a test email to yourself

How to Add a Signature in Outlook on the Web (Outlook.com / Microsoft 365)

These steps apply to Outlook in a browser (both personal Outlook.com accounts and most Microsoft 365 web mail).

  1. Go to outlook.com and sign in
  2. Click Settings (gear icon) in top-right
  3. Click View all Outlook settings at the bottom
  4. Navigate to Mail → Compose and reply
  5. Find the Email signature section
  6. Create your signature in the rich text editor
  7. Set preferences:
    • Automatically include signature on new messages
    • Automatically include signature on replies/forwards
  8. Click Save

How to Add a Signature in Outlook for Mac

  1. Open Outlook for Mac
  2. Click Outlook in the menu bar
  3. Select Preferences (or press ⌘ + ,)
  4. Click Signatures
  5. Click the + button to add a new signature
  6. Enter a signature name and content
  7. Choose which account the signature applies to (if you have multiple accounts)
  8. Close preferences (auto-saves)

Setting defaults: Select the default signature for new messages and replies/forwards under the relevant account.

How to Add a Signature in Outlook Mobile

Limitation: Outlook mobile signatures are typically text-only. For HTML signatures with images and formatting, use Outlook desktop or Outlook on the web.

iPhone/iPad

  1. Open Outlook app
  2. Tap your profile picture (top-left)
  3. Tap the gear icon (Settings)
  4. Scroll to Signature
  5. Toggle Per Account Signature on/off
  6. Enter your signature text
  7. Tap back to save

Android

  1. Open Outlook app
  2. Tap your profile picture
  3. Tap Settings (gear icon)
  4. Tap Signature
  5. Edit the signature text
  6. Tap the checkmark to save

Troubleshooting Outlook Signatures

Company accounts: In some organizations, signatures are managed by IT (Exchange rules, add-ins, or centralized signature tools). If you can’t edit signatures or changes don’t apply, check with your administrator.

"Signature not appearing"

  • Verify signature is set as default
  • Check you're using the correct email account
  • Restart Outlook

"Images not showing"

  • Use absolute image URLs (hosted online)
  • Check file size (keep under 100KB)
  • Avoid BMP format; use PNG or JPG

"Formatting looks broken"

  • Outlook uses Word as its email editor, which can alter HTML
  • Use simpler formatting
  • Test by sending to different email clients

"Signature appears twice"

  • Check "Replies/forwards" isn't duplicating
  • Review mail rules that might add signatures

Multiple Signatures in Outlook

Creating Multiple Signatures

Repeat the creation process for each signature:

  • Work - External
  • Work - Internal
  • Personal
  • Meeting Requests

Switching Signatures

When composing:

  1. Click Signature in the ribbon
  2. Select the desired signature
  3. Or click Signatures... to manage

Outlook Signature Best Practices

  1. Match your organization's branding - Use company colors and logo
  2. Include legally required disclaimers - Some industries require specific text
  3. Keep mobile in mind - Test how it appears on phones
  4. Use a signature generator - For consistent, professional results
  5. Update regularly - Keep contact info and titles current

Create a Professional Outlook Signature in Seconds

Skip the manual setup. Our free generator creates optimized signatures with images, icons, and perfect formatting.

Create Your Outlook Signature

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Outlook 365 Signature Tutorial How to Add a Signature in Gmail Outlook Signature Generator