How to Add or Change Your Email Signature in Outlook

Outlook comes in several versions, and each keeps the signature setting in a slightly different place. Find yours below.

New Outlook and Outlook on the web

1. Click the gear icon (Settings) in the top-right.
2. Go to Account → Signatures.
3. Click + New signature, give it a name, and type your signature.
4. Under Select default signatures, choose it for new messages and replies/forwards.
5. Click Save.

To edit an existing signature, select it from the list, make your changes, and click Save.

Classic Outlook for Windows

1. Click File → Options → Mail.
2. Click Signatures…
3. Click New, name the signature, and type it in the edit box.
4. On the right, choose the signature for New messages and Replies/forwards.
5. Click OK.

You can also open the same window while writing an email: Insert → Signature → Signatures…

Outlook for Mac

1. Click Outlook → Settings (or Preferences) in the menu bar.
2. Click Signatures.
3. Click + to add a signature, or select one to edit.
4. Choose the default signature for new messages and replies.

Outlook mobile app (iPhone and Android)

1. Tap your profile picture or the menu in the top-left.
2. Tap the gear icon (Settings).
3. Tap Signature and type your signature.

Troubleshooting

• Signature missing from replies: set a default for replies and forwards, not just new messages.
• Formatting looks wrong: paste as plain text first, then add formatting in Outlook’s editor.
• Different signature on your phone: the mobile app uses its own signature setting.
• Option missing in a work account: your organization may manage signatures centrally. Ask your IT team.