Create an Email Signature in Outlook: Step-by-Step

To create an email signature in Outlook, open the signature settings for your version, choose New, enter and format your signature, then save it. In new Outlook for Windows or Outlook on the web, look under Settings > Accounts > Signatures; in classic Outlook for Windows, use New Email > Message > Signature > Signatures.

Which Outlook are you using?

Outlook has several versions, and their signature controls are in different places. The instructions below cover new Outlook for Windows, classic Outlook for Windows, Outlook on the web, Outlook for Mac, and the mobile apps. If a menu name does not match what you see, check whether you are using the new or classic Windows app; Microsoft has been updating some settings screens, so the web version’s navigation can also vary slightly.

A signature is a block of text or formatted content that Outlook can insert at the end of a message. It is separate from your display name and account settings. You can create more than one signature—for example, a full business signature and a shorter one for replies—and choose which one Outlook adds by default. Creating a signature does not automatically add it to every message unless you set those defaults.

Create a signature in new Outlook for Windows

Open Outlook and select the Settings gear near the top of the window.
Go to Accounts > Signatures. If you have more than one account, select the account for which you want a signature.
Select New signature or the add-signature control, enter a name to identify it, and type the signature content in the editing area.
Use the available formatting controls to adjust the font, size, color, or links. Keep the design simple enough to display well on different devices.
Choose whether this signature should be inserted automatically for new messages and for replies or forwards. These defaults can be set separately.
Select Save. Start a new message to check that the signature appears as expected.

If you do not want a signature on every email, leave the automatic defaults off. You can still insert one when needed from the message compose window’s Signature control. The exact placement of that control may depend on the size of the window and the ribbon layout.

Create a signature in classic Outlook for Windows

Classic Outlook keeps signature creation in the compose ribbon and a dedicated settings dialog. The steps are:

Select New Email to open a message window.
On the Message tab, select Signature in the Include group, then choose Signatures.
In the Signatures and Stationery window, select New, give the signature a name, and confirm.
Enter the signature in the Edit signature box. Use the controls above it to format text or add a link.
Under Choose default signature, select the email account and, if wanted, choose a signature for New messages and another for Replies/forwards.
Select OK to save, then close the message you opened to reach the settings if you do not need it.

Classic Outlook can keep separate signatures for different accounts in the same profile. Check the account dropdown before setting defaults: choosing the wrong account can make it seem as though your saved signature has disappeared or is being applied inconsistently.

Outlook on the web, Mac, and mobile

Outlook on the web: Select the Settings gear and look for Accounts > Signatures. In some layouts, signature settings are listed under Mail > Compose and reply instead. Create or edit the signature, select the relevant automatic options for new messages and replies, and save. To use a signature only occasionally, leave the default options disabled and insert it from the compose toolbar.

Outlook for Mac: Open Outlook, choose Outlook > Settings (or Preferences in some older releases), then select Signatures. Add a signature with the plus control, edit its content, and assign it to an account or use the default-signature choices in that pane. You can also insert a saved signature while composing a message using the signature control in the message toolbar. Menu wording can differ by Outlook release.

Outlook for iOS or Android: Open the app’s settings and select Mail > Signature. The mobile app generally offers a simpler text editor than desktop Outlook. You can replace the default mobile sign-off with your own text; depending on the app version and account setup, the setting may apply to all accounts or let you choose an account. Review it on the phone after saving because a desktop signature may not automatically carry over with the same formatting.

Set automatic signatures for new messages and replies

Outlook’s default-signature choices usually distinguish between new emails and replies or forwards. A full signature can make sense on a first message to a customer, while a shorter version may be less distracting in a long conversation. For example, a new-message signature might include your name, role, company, phone number, and website; the reply version might include only your name and company.

Defaults are associated with an email account, so check the account selection before saving. If you use a work mailbox and a personal mailbox, you might want different contact details or no signature at all on the personal account. These settings control what Outlook inserts automatically; they do not prevent you from deleting or changing the signature in a particular draft before sending it.

To insert a signature manually, open a draft and choose Signature from the message ribbon or toolbar, then select the saved version. This is useful when you have more than one role or need to use a different sign-off for a particular recipient. If the menu is not visible, expand the ribbon or look in the message’s formatting or insert controls.

What to include and how to format it

A useful signature makes it easy for a recipient to identify you and choose a practical way to respond. For a typical work email, include only the details that serve that purpose. A concise example is:

Jordan Lee
Project Coordinator | North Shore Design
jordan.lee@example.com | 555-010-1234
northshore.example

Use your real work contact details rather than copying the example. You may include a job title, organization, phone number, website, or one relevant professional profile. Consider omitting information already shown clearly in the email or directory. A long list of addresses, slogans, awards, and social links can bury the details a recipient needs.

Keep the main text readable at ordinary screen sizes, and use a small number of font styles and colors.
Use line breaks to separate your name and contact details instead of relying on columns that may shift on phones.
Check every telephone number, web address, and social link. If you add a hyperlink, use descriptive text such as Company website where practical.
Use images sparingly. A logo can be helpful, but it should not contain essential contact information that cannot be read if the image is blocked.

Images, links, and privacy considerations

Outlook’s signature editor lets you add formatting and, in desktop versions, may offer an image control. If you add a logo, use an appropriately sized image and check how it looks in a test message. Recipients’ mail programs may scale images differently, block remote images, or display messages as plain text. For that reason, write your name and essential contact details as text rather than making them part of a graphic.

For a clickable link, select the relevant text in the editor and use the hyperlink control if available; in many Office compose windows, Ctrl+K opens the link dialog on Windows. On Mac, the common equivalent is Command+K. Verify the final destination by opening a draft and checking the link before sending. Avoid adding tracking links or personal information unless you understand what they reveal and have a legitimate reason to include them.

There is no requirement to include a disclaimer, a logo, or a promotional banner in every signature. If your organization provides approved wording or branding, follow its guidance. Be cautious about pasting a signature copied from an unknown source: it can bring along unwanted formatting or links. A signature is ordinary message content, not a secure digital signature or proof of identity.

Common signature problems and fixes

The signature does not appear: Check that it was saved and assigned as the default for the correct account and message type. A default for new messages may not also apply to replies. If you chose not to set a default, insert it manually from the message’s Signature menu.
The wrong signature appears: Review the account selected in the signature settings and its defaults for new messages and replies. When sending from a shared mailbox or changing the From address, confirm which account Outlook is using.
Formatting looks different after sending: Recipients may use different mail apps, font availability, display sizes, or message-format settings. Simplify the layout, avoid complex tables, and send a test to another account or device before relying on a design.
A logo is missing or oversized: The recipient’s program may block images or render them at a different size. Resize the image before inserting it and retain your key details as text. Check the result in a test message.
Old text keeps showing up: Outlook may be inserting a different saved signature, or an older signature may still be set as a default. Reopen the signature settings, inspect the available names and account assignments, and remove or replace obsolete content.
A blank signature appears in replies: Check the replies/forwards default separately from the new-message default. Remove the selection if you do not want a signature there, or choose a shorter one.

If changes do not appear, save the settings and open a fresh draft rather than judging from a message that was already open. For a work or school account, an organization’s settings or managed templates may affect what you can change; contact your administrator if the signature controls are missing or locked.

Frequently Asked Questions

Can I have more than one signature in Outlook?

Yes. Create separate named signatures in the signature settings, such as a full version for new emails and a brief version for replies. You can select one manually from the compose window, and in supported desktop settings you can assign defaults by account and message type.

How do I add a signature to replies only?

Open your signature settings and choose the signature under the replies and forwards default, while leaving the new-message default unselected if you do not want one on first emails. The labels and location vary by Outlook version, but the two message types can generally be configured separately.

Why is my Outlook signature different on my phone?

The mobile app has its own signature setting and a simpler editor, so its text or formatting may not match the desktop version. Open Outlook’s mobile settings, go to Mail and Signature, and edit the mobile sign-off. Send yourself a test email to check the result.

Can I create a signature in Outlook without adding it automatically?

Yes. Save the signature but do not assign it as the default for new messages or replies. When composing an email, use the Signature control to insert it only when you need it.

Is an Outlook email signature a digital signature?

No. An email signature is text or formatted content appended to a message. It does not encrypt the email, verify the sender, or provide the protections of a cryptographic digital signature.

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