Quick answer: In new Outlook and Outlook on the web, go to Settings → Account → Signatures, select + New signature, type or paste your signature, choose it as the default for new messages and replies, then click Save. In classic Outlook for Windows, go to File → Options → Mail → Signatures → New.
Which Outlook do I have?
Microsoft currently ships several versions of Outlook, and the signature settings are in a different place in each one:
| If you see… | You are using | Jump to |
|---|---|---|
| A New Outlook toggle at the top right, and a gear icon for settings | New Outlook for Windows | Steps |
| Outlook in a browser at outlook.com or outlook.office.com | Outlook on the web (Microsoft 365 or Outlook.com) | Steps |
| A File tab in the ribbon | Classic Outlook for Windows | Steps |
| An Outlook menu in the Mac menu bar | Outlook for Mac | Steps |
| The app on your phone | Outlook for iOS or Android | Steps |
How to create an email signature in new Outlook and Outlook on the web
New Outlook for Windows, Outlook on the web and Outlook.com share the same settings, and in Microsoft 365 your signature can follow you between them.
- Select the Settings gear icon at the top right.
- Go to Account → Signatures.
- Select + New signature and give it a name, such as “Work”.
- Type your signature in the editor, or paste one you made in SignTry. Use the toolbar for bold, colors, links and images.
- Under Select default signatures, choose it for new messages and for replies and forwards.
- Select Save.
If you have more than one email account in Outlook, pick the right account at the top of the Signatures page before you choose the defaults.
How to create an email signature in classic Outlook for Windows
- Select File → Options → Mail.
- Select Signatures….
- On the E-mail Signature tab, select New, type a name and select OK.
- Type or paste your signature in the Edit signature box.
- Under Choose default signature, pick the email account and set the signature for New messages and Replies/forwards.
- Select OK.
Shortcut: when you are writing an email, select Message → Signature → Signatures… to open the same window.
How to create an email signature in Outlook for Mac
- Open Outlook and choose Outlook → Settings in the menu bar.
- Select Signatures.
- Select +, name the signature and type or paste it in the editor.
- Save, then under Default signatures choose it for new messages and replies for each account.
How to add a signature in Outlook on iPhone and Android
- Open the Outlook app and tap your profile picture at the top left.
- Tap the Settings gear.
- Tap Signature.
- Replace the default text with your signature. Turn on Per account signature if you want a different one for each account.
The mobile app keeps signatures simple. Text and links work well; logos and complex layouts are best set up on desktop or web. Mobile and desktop signatures are separate, so set up both.
How to change or edit your email signature in Outlook
To change your email signature in Outlook, go back to the same place you created it: Settings → Account → Signatures in new Outlook and on the web, or File → Options → Mail → Signatures in classic Outlook. Select the signature from the list, edit it, and save. To update a new job title or phone number, edit the existing signature rather than creating a new one, so your default settings stay the same.
How to add a logo or image to your Outlook signature
In the signature editor, place your cursor where the image should go and use the image button in the toolbar (classic Outlook has an Insert Picture icon). Keep images small: a logo around 150–200 pixels wide and a headshot around 100 pixels square look sharp without making emails heavy. Our email signature size guide has exact dimensions.
Images inserted from your computer are embedded in every email, and some recipients see them as attachments. Signatures made in SignTry use hosted images instead, which display more reliably.
Outlook signature not showing? Common fixes
- No default is set. Choose the signature for new messages and for replies; they are separate settings.
- Wrong account. Each account has its own defaults. Check you set it on the account you send from.
- Different device. Classic Outlook stores signatures on the computer, so a signature made on your laptop will not appear on your desktop. Set it up on each device, or use new Outlook or the web where signatures can roam.
- Plain text emails. If you send in plain text format, formatting and images are removed. Switch to HTML format.
Make a professional Outlook signature in 2 minutes
Writing a signature by hand in a settings box is fiddly: no photo cropping, no layout, and it looks different in every app. With SignTry's free email signature generator you pick a template, fill in your details, click Copy and paste it into the signature box above. Your photo and logo are hosted for you, so they show up for every recipient.