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

To create an Outlook signature, open the signature settings for your version of Outlook, write and format your sign-off, then choose whether it should appear on new messages, replies, or both. You can also add a link to a video, but Outlook signatures generally cannot play a video inside an email; use a linked image or text instead. The steps below cover Outlook for Windows, Mac, and the web.

Before sending it to others, send yourself a test message and check how the signature looks on a computer and a phone. Outlook’s menus differ between the new and classic Windows apps, so first identify which version you are using.

What You’ll Need

Access to the Outlook account where you want the signature. If you use more than one account, decide which ones need it.
The wording you want to include, such as your name, role, company, phone number, and website.
Optional: a small, clear logo or a link to a video hosted online. Make sure recipients will be allowed to open the video.
A few minutes to send a test email and review the result.

Step-by-Step

Identify your Outlook version. On Windows, the new Outlook has a simplified interface and a Settings gear near the top of the window. Classic Outlook has the traditional ribbon and a File tab. The distinction matters because the settings paths are different. On a Mac, open the Outlook app; in a browser, sign in to Outlook on the web.
Open the signature settings.
In new Outlook for Windows, select Settings (the gear), then go to Accounts > Signatures. In classic Outlook for Windows, select File > Options > Mail > Signatures. In Outlook for Mac, open Outlook > Settings > Signatures; some older versions label Settings as Preferences. In Outlook on the web, select Settings, then look under Accounts > Signatures. Depending on the account and layout, you may instead see Mail > Compose and reply.

If you have trouble finding the page, use the Settings search box if it is available and search for signature. Avoid changing a signature in a different account or Outlook app from the one you use to send messages.
Create a named signature. Choose the option to add or create a signature. Type a name that will help you recognize it, such as Work, Personal, or Customer Support. This label is for your own use; it is not the text recipients see. If you have several accounts or need different sign-offs for different situations, separate named signatures are easier to manage than one signature with every possible detail.
Write the signature text. Enter the information you actually want recipients to use. A practical starting point is your name on the first line, your job title and organization on the next, and one or two contact methods below. For example, you might include a phone number and a company website. Use the same spelling and contact details that appear on your organization’s website or directory. Do not add private information or a phone number you do not want shared with every person you email.
Format it for easy reading. Use the editor’s available font, size, color, bold, and alignment controls sparingly. A name in bold and a website link in a restrained color are usually enough. Keep the font readable and avoid large blocks of text, decorative backgrounds, and multiple font styles. If you paste text from Word or a website, check it carefully: pasted formatting can bring in odd spacing, colors, or fonts. When possible, paste plain text first, then apply simple formatting in Outlook.
Add links or a video preview if needed. Select the words you want to link, such as Company website, and use the editor’s link control to enter the full web address. To point people to a video, link clear text such as Watch our product overview. If you want a visual preview, insert a small thumbnail image and link that image to the hosted video page. Outlook recipients can then click through to the video. Do not rely on an embedded video player: many email apps block or do not support video playback in signature content. Use an image you have permission to share, and make sure the destination is accessible to the intended audience.
Choose when Outlook should insert the signature. In the signature settings, select the relevant email account if Outlook asks you to do so. Set a default signature for new messages, and separately choose one for replies and forwards if those options are shown. You can leave the reply setting blank if you prefer shorter conversations, or use a shorter version. If you have multiple accounts, check each account’s defaults; a signature assigned to one account may not automatically be assigned to another.
Save and test it. Select Save or close the settings if Outlook saves changes automatically. Start a new message and confirm that the signature appears where you expect. Then test a reply, if you assigned a reply signature. Send a message to yourself or a colleague and check it in another email app or on a phone. Confirm that links work, the image loads, and line breaks and spacing remain tidy. If the signature is missing, check the account and default-signature choices before recreating it.

Common Mistakes

Setting the default for the wrong account: A signature can exist without being assigned to the account you are composing from. Review both the selected account and its new-message and reply defaults.
Expecting a video to play inside the signature: Email clients handle video differently, and many will not display an embedded player. Link a thumbnail or descriptive text to the video’s web page instead.
Making the signature too long: A large legal notice, several phone numbers, multiple social links, and a full biography can overwhelm a short email. Keep the routine signature focused and move extra details to a website.
Using an image as the entire signature: Some recipients disable images, and screen readers may not convey image text. Keep essential contact details as selectable text and give meaningful images alternative text when the editor allows it.
Assuming every Outlook app shares the same settings: A signature configured in desktop Outlook may not appear in a mobile app or another account automatically. Check each app and account you use to send mail.

Tips

Use a consistent, compact layout: name, role or organization, then the most useful contact details. A short signature is easier to scan on mobile screens.
Use descriptive link text instead of displaying a long tracking URL. For a video, say what viewers will see and where the link leads.
Keep a plain-text version in mind. Some email programs remove colors and images, so the signature should still make sense without them.
If your organization provides an approved logo, wording, or disclaimer, use that material rather than making your own version. Ask the administrator if you are unsure what is required.
Update the signature when your role, phone number, website, or branding changes. Send a fresh test afterward, especially if you changed an image or link.
For a video thumbnail, use a modest image size and a clear play symbol only if it is part of the image you are authorized to use. Avoid attaching a large video file to every email; a link is usually more practical.

Troubleshooting

The signature does not appear in a new email: Return to the signature settings and confirm that the signature is selected as the default for new messages for the account you are using. In classic Outlook for Windows, check File > Options > Mail > Signatures. In the new Outlook or Outlook on the web, revisit the signature page under Settings. Also check that you are composing from the expected account.

It appears on new messages but not replies: New messages and replies can have separate defaults. Select the signature for replies and forwards, or insert it manually from the message’s Insert or signature menu when needed. Some people intentionally leave reply signatures off to avoid repeating a long block throughout a conversation.

The logo or thumbnail is missing: Confirm that the image is still available at its source and that the recipient’s email app is not blocking external images. If it was inserted from a local file, try adding it again through the signature editor rather than copying a temporary preview. Keep your contact details in text so they remain visible when images are blocked.

Formatting changes after sending: Send a test to another email service and inspect the received message, not just the draft. Simplify the layout, remove unnecessary formatting, and use common fonts and modest image dimensions. Different clients may render spacing and colors differently, so avoid layouts that depend on exact positioning.

Your video link does not open: Copy the destination address into a browser to check it, then verify that the video is not restricted to your organization or account. If access needs a sign-in, tell recipients that in the link text or use a public or appropriately shared page. Update the link in the signature and send another test.

The signature is different on your phone: Open Outlook’s mobile settings and check the signature for that account separately. Mobile apps may use their own signature setting, often under Settings > Mail > Signature, and may start with a short default such as Sent from Outlook. Replace it if you want your full sign-off on mobile messages.

Frequently Asked Questions

Can I create more than one signature in Outlook?
Yes. Create separate named signatures for different accounts or purposes, then choose the appropriate default in the signature settings. You can also insert another saved signature manually while composing, if that option is available in your version.

Can I make a signature only for replies?
Usually, yes. The settings commonly let you select separate defaults for new messages and replies or forwards. Leave the new-message default blank and choose a signature for replies if that is the workflow you want.

Can I put a playable video directly in my Outlook signature?
That is not reliable across email apps. Use a linked thumbnail image or a descriptive text link that opens the video in a browser or supported app.

Why does my signature show as an attachment?
An image may be included as an inline image or represented differently by the recipient’s email program. Test the message in another app, and use a small image inserted through Outlook’s signature editor. Keep essential information in text rather than inside the graphic.

Will my signature sync between Outlook on my computer and phone?
Do not assume it will. Sync behavior depends on the Outlook app, account type, and settings. Check the signature in every app you use and configure it separately where needed.

Can I add a signature in Outlook for the web?
Yes. Open Settings and find the signature settings, then create the text and choose whether it is automatically included in new messages or replies. The exact menu label can vary by account and web interface.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.