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In Outlook on the web, open Settings > Accounts > Signatures, create and format a signature, choose whether it should appear on new messages and/or replies and forwards, then select Save. Some accounts show different menu labels, so alternate paths are included below.
These steps cover Outlook.com for personal accounts and Outlook on the web for work or school accounts. New Outlook for Windows has a similar workflow, but classic Outlook for Windows, Mac, and mobile apps use separate instructions.
Create a signature in Outlook on the web
- Sign in to Outlook.com or open your organization’s Outlook on the web mailbox.
- Select the Settings gear.
- Open Accounts, then select Signatures.
- Select + New signature or Add signature.
- Enter a name for the signature, such as Work, Personal, or Short replies. This name helps you choose among saved signatures; it is not necessarily shown to recipients.
- Type your signature in the editor. Use its formatting controls if you want to adjust font, size, color, or alignment.
- Choose whether Outlook should use it automatically for new messages and for replies and forwards. These are separate choices.
- Select Save.
Microsoft’s signature instructions cover Outlook.com and Outlook on the web, but labels can vary with account type and interface updates.
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A useful professional signature is usually brief and readable. For example:
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You can include links, a logo, or other images, but keep essential contact details as text. A logo cannot replace your name or phone number if a recipient’s email app blocks images. Avoid unnecessary personal information, oversized graphics, and multiple competing fonts. If your workplace requires a legal notice or particular branding, follow its policy.
Set automatic signatures for new messages and replies
In the signature settings, the new-message default controls newly composed emails. The replies-and-forwards default is independent: selecting a signature for new messages does not necessarily add it to replies. Pick the signature for each category you want, then save.
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If you prefer to decide message by message, leave the automatic defaults unset and insert the signature manually from the composer.
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- Start a new message, reply, or forward.
- In the message toolbar, select Signature.
- Choose the saved signature you want to insert.
Older or organization-managed interfaces may label this option Insert > Your signature.
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Create more than one signature
You can save separate signatures for different audiences or situations—for example, a full external signature, a shorter reply signature, or personal and work versions. Choose the appropriate one in the composer when needed. Review all versions when your role, phone number, or links change so an outdated version is not used.
Edit or remove a saved signature
To update a signature, return to Settings > Accounts > Signatures, select the edit control beside it, make your changes, and select Save. Changes apply to future insertions and automatic additions; they do not change messages you have already sent. If the settings page offers a delete control, use it to remove a signature you no longer need.
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Add a logo or links
The signature editor can support formatting, hyperlinks, and images, though the available controls and how an image is handled may differ by account. Add a link to a company site, portfolio, booking page, or professional profile using the editor’s link control, then check it in a test message. For a logo, use a modestly sized image and send a test email to a separate account to see how it appears. Email clients can block, resize, or render images differently, so keep the signature useful without them.
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Microsoft’s signature-template instructions describe a Word and desktop Outlook workflow; do not assume that template process is the browser editor’s workflow.
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If you cannot find “Signatures”
Try the path that matches the labels in your account:
- Settings > Mail > Compose and reply
- Settings > Account > Add signature
- In older Outlook Web App, open Settings or Options and look for mail-signature settings.
Microsoft’s support pages document these alternate paths for different Outlook web interfaces. On a work or school account, an administrator may also manage available settings. Outlook.com generally means Microsoft’s consumer webmail service; Outlook on the web usually means browser access to a Microsoft 365 or Exchange organization mailbox.
Troubleshoot a signature that does not appear
- Missing from new messages: Reopen the signature settings, check that the right mailbox is selected and a default is chosen for new messages, select Save, then close and reopen the compose window. If you use an alias or multiple mailboxes, confirm you are composing from the intended address.
- Missing from replies or forwards: Set the separate replies-and-forwards default, or insert the signature manually.
- Works in the browser but not desktop Outlook: Configure a signature in the desktop app too. Microsoft notes that Outlook and Outlook on the web may require separate signature setup; do not assume settings synchronize across every app or profile.
- Works on desktop but not in the browser: Create or configure the web signature separately and verify that the browser is signed in to the intended account.
- Formatting looks wrong: Simplify the signature, remove excessive colors or layout elements, and reduce image size. Rebuild it as plain text if needed, and keep important details outside images.
For Microsoft’s current instructions across web and desktop versions, see How to add and change an email signature in Outlook.
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