How to Add an Email Signature in Outlook (Every Version)
An email signature adds your name, job title and contact details to the bottom of every email automatically. It looks professional and saves you typing the same thing hundreds of times a week.
New Outlook and Outlook on the web
1. Click Settings (the cog icon, top right).
2. Go to Accounts > Signatures.
3. Click + New signature and give it a name, such as "Main".
4. Type your signature in the box. Use the toolbar to change fonts, add links or insert a picture.
5. Under Select default signatures, choose your new signature for For New Messages and For Replies/Forwards.
6. Click Save.
2. Go to Accounts > Signatures.
3. Click + New signature and give it a name, such as "Main".
4. Type your signature in the box. Use the toolbar to change fonts, add links or insert a picture.
5. Under Select default signatures, choose your new signature for For New Messages and For Replies/Forwards.
6. Click Save.
Classic Outlook for Windows
1. Go to File > Options > Mail.
2. Click Signatures…
3. On the E-mail Signature tab, click New, type a name and click OK.
4. Type your signature in the Edit signature box.
5. On the right, under Choose default signature, pick the E-mail account, then set New messages and Replies/forwards to your signature.
6. Click OK.
2. Click Signatures…
3. On the E-mail Signature tab, click New, type a name and click OK.
4. Type your signature in the Edit signature box.
5. On the right, under Choose default signature, pick the E-mail account, then set New messages and Replies/forwards to your signature.
6. Click OK.
Shortcut: When writing an email, click Insert > Signature > Signatures… to get to the same window.
Outlook for Mac
1. Go to Outlook > Settings (or press Command + ,).
2. Click Signatures.
3. Click +, name it and type your signature.
4. Close the editor, then under Choose default signature pick it for new messages and replies.
2. Click Signatures.
3. Click +, name it and type your signature.
4. Close the editor, then under Choose default signature pick it for new messages and replies.
What to put in your signature
Keep it short — three or four lines is plenty:
• Name
• Job title and company
• Phone number
• Website (one link is enough)
• Job title and company
• Phone number
• Website (one link is enough)
Example:
Jane Smith Office Manager · Smith & Co 01234 567890 · smithandco.co.uk
Optional extras: a small logo, a LinkedIn link, or your working hours if you work part-time.
Add a logo
In the signature editor, click the image button and choose your logo file. Then:
• Keep it small — about 100–150 pixels wide.
• Use a PNG or JPG, not a huge file straight from a designer.
• Use a PNG or JPG, not a huge file straight from a designer.
Big images can end up as attachments or blocked by the recipient's email app.
Make a shorter signature for replies
A full signature at the bottom of every reply in a long thread gets repetitive. Create a second signature with just your name and phone number, and set it as the Replies/Forwards default.
Use different signatures for different accounts
If you have more than one email account in Outlook, each one can have its own signature. Choose the account first in the defaults section, then pick the signature for it.
Outlook on your phone
The Outlook mobile app has its own signature — it doesn't copy the one from your computer.
1. Open the Outlook app and tap your profile picture.
2. Tap the Settings cog.
3. Tap Signature and type it in.
2. Tap the Settings cog.
3. Tap Signature and type it in.
Troubleshooting
My signature doesn't appear. Check the defaults are set for New messages — creating a signature isn't enough on its own. You can also add it manually from Insert > Signature in any email.
My signature disappeared after switching to new Outlook. New Outlook stores signatures online, separately from classic Outlook. Set it up again in Settings > Accounts > Signatures.
The formatting looks wrong for the recipient. Stick to common fonts like Arial, Calibri or Aptos, and avoid tables and background colours.
Wrapping up
Create your signature, then set it as the default for new messages and replies — that's the step most people miss. Keep it short, keep the logo small, and don't forget to set one up on your phone too.
