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In new Outlook for Windows or Outlook on the web, open Settings → Accounts → Signatures, create or edit a signature, choose whether it applies to new messages and replies/forwards, and select Save. Classic Outlook for Windows, Outlook for Mac, and Outlook mobile use different menus.
First, identify your Outlook version
| Outlook version | Signature settings |
|---|---|
| New Outlook for Windows | Settings → Accounts → Signatures |
| Outlook on the web or Outlook.com | Settings → Accounts → Signatures |
| Classic Outlook for Windows | New email → Message → Signature → Signatures |
| Outlook for Mac | Outlook → Settings → Mail → Signatures |
| Outlook for iOS or Android | Settings → Mail → Signature |
An automatic email signature is a footer—such as your name, role, phone number, links, or logo—that Outlook inserts into messages. It is not a digital signature or S/MIME certificate, and it does not cryptographically prove who sent an email.
New Outlook for Windows
- Open Outlook and select Settings.
- Choose Accounts → Signatures.
- Select the account that should use the signature.
- Select Add signature, enter a name such as “Business,” and type or format the content.
- Enable the option for new messages. Enable replies and forwards too if required.
- Select Save.
To choose another saved signature while writing, start a message, select Signature on the Message tab, and choose the saved version.
Classic Outlook for Windows
- Open a new email message.
- Select Message → Signature → Signatures.
- Under Select signature to edit, choose New, name the signature, and create it in the Edit signature box.
- Under Choose default signature, select the correct email account.
- Choose the signature under New messages.
- Choose it under Replies/forwards if you want it there as well.
- Select OK.
Changing the default does not add a signature to a classic Outlook message that was already open. Insert it manually from Message → Signature, or close that draft and start a new message. To edit a saved signature later, use File → Options → Mail → Signatures.
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Outlook on the web and Outlook.com
- Open Outlook in your browser and select Settings.
- Go to Accounts → Signatures.
- Select Add signature, name it, and enter the text, links, or images.
- Turn on application for new messages and, separately, for replies and forwards.
- Select Save.
In a message, select Signature and choose a saved signature to insert one manually. Do not assume that a signature configured in the desktop app is always available on the web; Microsoft notes that some account setups require separate configuration in Outlook and Outlook on the web.
Outlook for Mac
- Open Outlook and choose Outlook → Settings.
- Under Mail, select Signatures.
- Rename the default signature or select Add to create one.
- Enter the signature name and content. The editor can include formatting, hyperlinks, pictures, logos, and tables.
- Under Choose which signature appears, select an account.
- Set the default for new messages and, if wanted, for replies or forwards.
- Repeat for every account that needs a default, then close the window.
Microsoft says support for legacy Outlook for Mac ends in October 2026 (depending on the applicable license). If you still use the legacy interface, plan to move to the current Outlook for Mac and verify these menu names after switching.
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Outlook mobile (iPhone, iPad, and Android)
- Open Outlook and select Settings.
- Under Mail, tap Signature.
- Enter the signature.
- Turn on Per Account Signature if different accounts need different text, then fill in each account’s signature.
Mobile Outlook does not expose exactly the same separate new-message and reply/forward controls as desktop and web Outlook. It also should not be assumed to inherit a desktop signature automatically.
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Keep a signature readable in plain text and on small screens. Include your full name, role, organization, phone number, website, and one or two useful professional links. Add a physical address or legal disclaimer only when it is relevant or required.
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Use Outlook’s built-in image control to insert a logo, and resize it while preserving its aspect ratio. Avoid image-only signatures, huge graphics, excessive colors, and complex pasted HTML. Microsoft warns that some VML-based content can appear as an attachment instead of an inline image, and rendering varies between mail clients.
For a designed starting point, Microsoft’s signature-template workflow lets you download a Word template, select Enable Editing if it opens in Protected View, copy a design into a new Outlook message, replace the sample details and links, then paste the completed design into Outlook’s signature editor and save it.
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Different signatures for different situations
- Accounts: Select the correct account when setting defaults. A work and personal account can use separate signatures.
- New mail versus replies: These are separate defaults; enabling one does not necessarily enable the other.
- Business versus personal: Create multiple saved signatures and insert the appropriate one manually.
- Shared mailboxes and aliases: Test the exact From address in the client your team uses. Native behavior can differ by Outlook version.
- Recipient-specific branding: Native Outlook settings are limited. Department, brand, or recipient rules generally require Microsoft 365 administration or a dedicated service.
Fix a missing or duplicated signature
- Confirm that you followed the instructions for your actual Outlook version.
- Check that the signature was saved and that the correct account is selected.
- Verify the separate New messages and Replies/forwards choices.
- Start a new message; classic Outlook will not update an already-open draft.
- Check whether you are composing from an alias or shared mailbox.
- Remember that desktop, web, and mobile signatures may be configured separately.
- Look for conflicts with a transport rule, third-party add-in, template, or manually pasted footer. Disable overlapping systems while testing.
- If a logo appears as an attachment, remove it and reinsert it through Outlook’s signature editor rather than pasted complex HTML.
A duplicated footer usually means two systems are active—for example, a personal Outlook signature plus a company rule or add-in. Keep one insertion method unless your administrator deliberately designed both.
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For one person or a small team with static contact details, Outlook’s built-in signature is the simplest option. A Microsoft 365 mail-flow rule can add organization-wide disclaimers, but Microsoft documents important limits: the text may be added only after sending, may not appear directly beneath the latest reply or forward, is not shown in Sent Items, and cannot embed images in the same way as a client-side signature. See Microsoft’s signatures and disclaimers documentation.
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Larger organizations may compare dedicated platforms such as CodeTwo Email Signatures 365 and Exclaimer. These services can centralize branding, directory-driven details, department rules, banners, analytics, and multi-device behavior, but they add cost, administration, privacy review, and third-party access. They are rarely necessary for a single basic signature.
Useful Microsoft references
- Add or change an Outlook signature
- Create or change a signature in Outlook for Mac
- Change an Outlook mobile signature
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