Building an email signature in Outlook saves you from typing your contact details at the end of every message. If you’ve ever wondered how to add an email signature in Outlook, you’re in the right place. This guide walks you through every version of Outlook—desktop, web, and mobile—so you never have to manually sign off again.
A professional signature makes you look credible and saves time. Whether you’re using Outlook 2016, 2019, 2021, Microsoft 365, or the web app, the steps are similar but not identical. Let’s get started.
How To Add An Email Signature In Outlook
This section covers the most common version: Outlook for Windows (Microsoft 365 and standalone editions). The process is almost identical across recent versions.
Step 1: Open Outlook And Go To Settings
Launch Outlook on your computer. Click the File tab in the top-left corner. From the menu that appears, select Options. A new window called Outlook Options will open.
In the left sidebar of that window, click Mail. Then look for the section labeled Compose messages. You’ll see a button that says Signatures…—click it.
Step 2: Create A New Signature
The Signatures and Stationery window pops up. Under the E-mail Signature tab, you’ll see a box labeled Select signature to edit. Click the New button right below it.
A small dialog box asks you to name your signature. Type something descriptive like “Professional” or “Work Signature.” Hit OK.
Step 3: Design Your Signature
Now the fun part. In the large editing box below, type your signature content. Include your full name, job title, company name, phone number, email address, and website if relevant.
Use the formatting toolbar above the editing box to change fonts, sizes, colors, and alignment. You can also add a logo or company image by clicking the Insert Picture icon (usually a mountain or photo icon).
- Keep it simple: 3-5 lines maximum.
- Use a standard font like Calibri or Arial.
- Add a horizontal line to separate your signature from the email body.
- Include social media links sparingly—LinkedIn is enough.
Step 4: Set Default Signatures
At the bottom of the Signatures and Stationery window, you’ll see a dropdown menu for Choose default signature. You have two options: one for new emails and one for replies/forwards.
For E-mail account, select the account you want this signature attached to (if you have multiple). Then for New messages, pick the signature you just created. For Replies/forwards, you can choose the same signature or a shorter version—or even “none” if you prefer.
Click OK to save. Then click OK again to close Outlook Options.
Step 5: Test Your Signature
Create a new email by clicking New Email. Your signature should automatically appear at the bottom. If it doesn’t, go back to the Signatures window and double-check your default settings.
You can manually insert a signature in any email by clicking Signature in the Insert tab of the message window, then selecting the one you want.
How To Add An Email Signature In Outlook On Mac
Outlook for Mac works differently than the Windows version. But it’s still straightforward.
Step 1: Open Outlook Preferences
Launch Outlook on your Mac. In the top menu bar, click Outlook and then Preferences. A new window appears.
Step 2: Click Signatures
In the Preferences window, find and click the Signatures icon. It looks like a pen writing on a notepad.
Step 3: Create And Edit
Click the + (plus) button at the bottom-left to add a new signature. Give it a name. Then type your signature in the editing area on the right.
You can format text, add images, and even use hyperlinks. Mac’s signature editor is a bit less powerful than Windows, but it gets the job done.
Step 4: Choose Default Signature
At the bottom of the Signatures window, you’ll see a dropdown for Choose default signature. Select your account and then pick the signature for new messages and for replies/forwards.
Close the window. Your signature is now active.
How To Add An Email Signature In Outlook On The Web
If you use Outlook.com or Outlook Web App (OWA) through work or school, the process is different but just as easy.
Step 1: Go To Settings
Log in to your Outlook web account. Click the gear icon in the top-right corner. A sidebar opens. At the bottom of that sidebar, click View all Outlook settings.
Step 2: Navigate To Compose And Reply
In the Settings window, click Mail in the left column. Then click Compose and reply from the list that appears.
Step 3: Create Your Signature
Under Email signature, type your signature in the text box. You can format it using the toolbar above—bold, italic, bullet lists, and even insert images or links.
Check the box that says Automatically include my signature on new messages I compose. Optionally, check the box for replies and forwards.
Step 4: Save
Click Save at the top of the Settings window. Close the sidebar. Your signature is ready.
How To Add An Email Signature In Outlook Mobile App
Outlook’s mobile app (iOS and Android) also supports signatures. Here’s how to set it up.
Step 1: Open The App And Go To Settings
Launch the Outlook app on your phone. Tap your profile picture or initials in the top-left corner. Then tap the gear icon to open Settings.
Step 2: Tap Signature
In the Settings menu, scroll down and tap Signature. You’ll see a toggle switch and a text field.
Step 3: Enable And Edit
Toggle the switch to On. Then type your signature in the text field. You can’t add images or fancy formatting in the mobile app—just plain text.
That’s it. Your signature will now appear at the bottom of every new email you compose from your phone.
Tips For A Professional Outlook Signature
A good signature is more than just your name. Here are some best practices to follow.
Keep It Clean And Concise
Don’t overload your signature with too many details. Stick to essential contact information. Long signatures look messy and can get cut off in some email clients.
Use Consistent Branding
Include your company logo if possible. Use the same fonts and colors as your company’s brand guidelines. This builds trust and recognition.
Add A Call To Action
Consider adding a single link to your LinkedIn profile, company blog, or a recent project. But don’t go overboard—one link is enough.
Include Legal Disclaimers If Needed
Some industries require disclaimers at the bottom of emails. Check with your legal team. If needed, add a short disclaimer in a smaller font below your signature.
Test Across Devices
Send a test email to yourself and check how it looks on desktop, mobile, and different email clients. Images might not load everywhere, so use alt text for logos.
Common Problems And Fixes
Sometimes things don’t work as expected. Here are solutions to frequent issues.
Signature Not Appearing Automatically
If your signature doesn’t show up in new emails, go back to the Signatures settings and make sure you selected the correct default signature for new messages. Also, check that you’re using the right email account.
Signature Looks Different In Replies
Outlook allows separate signatures for replies and forwards. If your reply signature looks wrong, go to the default signature dropdown and set a different signature for replies, or choose the same one.
Images Not Showing
Images in signatures sometimes don’t display because the recipient’s email client blocks them. Use a hosted image URL instead of embedding the file. Or, keep your signature text-only for reliability.
Signature Disappears After Update
Outlook updates can reset your signature settings. After a major update, check your signature settings and reapply them if needed. Keep a backup of your signature text somewhere safe.
How To Add Multiple Signatures In Outlook
You can create several signatures for different purposes—formal, informal, or for different accounts.
Create Additional Signatures
Follow the same steps as before. In the Signatures and Stationery window, click New and give your new signature a name. Design it as you like.
Assign Them To Different Accounts
If you have multiple email accounts in Outlook, you can assign a different signature to each. In the default signature dropdown, select the account first, then pick the signature.
Manually Switch Signatures
In a new email, you can manually change the signature by clicking Signature in the Insert tab and selecting a different one. This overrides the default for that email only.
How To Remove Or Edit An Existing Signature
Need to update your contact details or delete an old signature? It’s simple.
Edit A Signature
Go back to the Signatures and Stationery window. Select the signature you want to edit from the list. Make your changes in the editing box. Click OK to save.
Delete A Signature
In the same window, select the signature you want to remove. Click the Delete button. Confirm if prompted. The signature is gone.
Frequently Asked Questions
Can I Use HTML To Create A Signature In Outlook?
Yes, Outlook’s signature editor supports basic HTML. You can also copy and paste HTML code directly into the editing box, but it’s easier to use the built-in formatting tools.
Why Does My Outlook Signature Look Different On Mobile?
Mobile email clients often strip out images and complex formatting. Stick to plain text or simple HTML for best results across devices.
How Do I Add A Signature To All Outgoing Emails In Outlook?
Set your signature as the default for new messages and replies/forwards in the Signatures settings. This ensures it appears on every email you send.
Can I Have Different Signatures For Different Email Accounts In Outlook?
Absolutely. In the default signature dropdown, select each account individually and assign a different signature. Outlook will use the correct one automatically.
Does Outlook Support Signature Templates?
Outlook doesn’t have built-in templates, but you can create multiple signatures and switch between them. You can also use third-party tools to manage signature templates.
Final Thoughts
Now you know how to add an email signature in Outlook across all platforms. It’s a small setup that saves you time and makes you look professional. Take five minutes to create your signature today—you’ll thank yourself later.
Remember to check your signature periodically. Update it when your job title changes, your phone number updates, or your company rebrands. A current signature builds trust with everyone you email.
If you run into any issues, revisit the steps above. Most problems are easy to fix. And if you’re still stuck, Microsoft’s support site has detailed guides for every version of Outlook.
Go ahead and set up your signature now. You’ll never type your contact details manually again.