How to Add an Outlook Signature: Step-by-Step Guide

Adding a signature in Outlook means setting up a block of text (and sometimes a logo or image) that gets added to your emails automatically. You can create one on your Windows PC, Mac, the Outlook web app, or your phone, and the setup process is a little different on each one. This guide walks you through every method.

Quick steps

Open Outlook on your desktop and go to File > Options > Mail.
Select Signatures.
Click New, type a name for the signature, then enter your text in the editing box.
Under Choose default signature, pick the signature for new messages and for replies/forwards.
Click OK to save.

Before you start

A few things to check before you create a signature:

Know which version of Outlook you’re using (classic desktop Outlook, new Outlook, Outlook on the web, or the mobile app), since the menu names differ slightly.
If you use more than one email account in Outlook, you can usually set a different signature for each one.
Signatures you create locally in desktop Outlook don’t automatically carry over to Outlook on the web or the mobile app. You’ll need to set them up separately in each place.
If your organization has a company-wide signature policy managed by IT, your personal signature settings may be overridden. Check with your admin if you’re not sure.

Outlook for Windows (classic desktop app)

Open Outlook and click File in the top left.
Select Options, then choose Mail from the left-hand menu.
Click the Signatures button.
In the Email Signature tab, click New.
Give your signature a name (this is just for your own reference) and click OK.
Type your signature in the editing box. You can format the text, add links, or insert a logo or image using the toolbar above the box.
Under Choose default signature, pick which email account the signature applies to, and set it for New messages and/or Replies/forwards.
Click OK to save and close the window.

If you’d rather add a signature to just one email instead of every message, open a new email, go to the Insert tab, click Signature, and choose the one you want.

New Outlook for Windows

Open the new Outlook app and click the gear icon (Settings) in the top right.
Select Accounts, then Signatures.
Click New signature and give it a name.
Type your signature text in the box and use the formatting tools to adjust fonts, colors, or add an image.
Turn on the toggles for Automatically include my signature on new messages I compose and/or on messages I reply to or forward, if you want it added automatically.
Close the settings window to save your changes.

Outlook on the web (Outlook.com or Microsoft 365)

Sign in to Outlook on the web and click the gear icon in the top right to open Settings.
Click View all Outlook settings at the bottom of the panel.
Go to Mail, then Compose and reply.
Type your signature into the editing box under Email signature.
Use the formatting bar to style the text, add a hyperlink, or insert an image if needed.
Select the checkboxes to automatically include your signature on new messages and on replies or forwards, if you want.
Click Save.

Outlook for Mac

Open Outlook and click Outlook in the menu bar, then Settings (or Preferences, depending on your version).
Select Signatures under the Email section.
Click the plus (+) button to create a new signature.
Name your signature and type the content in the box on the right.
Close the window, then choose your default signature from the dropdown menus for each account, for both new messages and replies.

Outlook mobile app (iPhone, iPad, and Android)

Open the Outlook app and tap your profile picture or the menu icon in the top left.
Tap the Settings gear icon.
Scroll down and tap Signature (this may appear under the account section or as a general mail setting, depending on your app version).
Turn on the toggle to enable a signature if it isn’t already on.
Type or edit your signature text in the box provided.
Tap the back arrow or checkmark to save your changes.

Mobile signatures are usually plain text rather than fully formatted, so keep it simple on a phone or tablet.

Setting up an organization-wide signature (for admins)

If you manage email for a company or team, you can set a signature that applies automatically to everyone’s outgoing mail instead of relying on each person to set up their own. In the Microsoft 365 admin center, you can create organization-wide email signatures and disclaimers that get added to messages based on rules you define, which helps keep branding and legal text consistent across the whole organization. This is managed separately from the personal signature settings described above and is set up through Microsoft 365 transport rules rather than inside the Outlook app itself.

If it doesn’t work

Your signature isn’t showing up on new emails

Double check that you selected your signature under the default signature settings for new messages, not just created it. In desktop Outlook, this is in the Choose default signature section of the Signatures window. On the web, make sure the checkbox to auto-include it is turned on and that you clicked Save.

The signature looks fine in settings but appears broken in sent emails

This is usually a formatting issue, often caused by pasting text from another program like Word. Try retyping the signature directly in the signature editor, or paste it as plain text first and then reformat it inside Outlook.

A logo or image in your signature won’t display for recipients

Images pasted directly into a signature sometimes don’t send properly over email. Try inserting the image using the Insert Picture or image icon in the signature editor instead of copying and pasting it, and keep the file size reasonably small.

Your signature works on desktop but not on the web or mobile app

Signatures aren’t shared automatically between Outlook desktop, the web app, and the mobile app. You’ll need to set up the signature separately in each one using the steps above.

You can’t find the Signatures option at all

If your account is managed by an organization with a company-wide signature policy, your IT admin may have restricted personal signature changes. Check with your admin if the option is missing or grayed out.

Frequently asked questions

Can I have different signatures for different email accounts in Outlook?

Yes. If you have multiple accounts set up in desktop Outlook, you can create a separate signature for each one and assign them individually under the default signature settings.

Can I use images or a logo in my Outlook signature?

Yes, you can add a logo or image to your signature using the image or picture icon in the signature editor on desktop Outlook, Outlook on the web, and Outlook for Mac. Mobile app signatures are generally limited to plain text.

Signatures created in desktop Outlook are often stored locally on that computer, so they won’t appear automatically when you sign in elsewhere. You’ll need to recreate the signature in each version of Outlook you use.

Can my company force a signature on all employee emails?

Yes. Admins can set up organization-wide email signatures and disclaimers in the Microsoft 365 admin center that apply automatically to outgoing mail, separate from the personal signature settings inside the Outlook app.

Sources

Create Organization-wide Email Signatures and Disclaimers, Microsoft Learn