How to add an email signature in Outlook
Desktop: File > Options > Mail > Signatures (Windows) or Outlook > Settings > Signatures on Mac. Create a signature and set defaults for new messages and replies.
Web: Settings > Mail > Compose and reply > Email signature. Signatures do not always sync between desktop and web - set both if you use both.
Steps differ slightly between classic Outlook, new Outlook and Outlook on the web.
Create a signature
Outlook for Windows
- File > Options > Mail > Signatures.
- Click New, name the signature, and format your text/links/logo.
- Under Choose default signature, pick it for New messages and/or Replies/forwards > OK.
Outlook on the web
- Settings > Mail > Compose and reply.
- Edit the email signature block, toggle automatically include, Save.
Images and logos
Keep logos small. Some recipients block images; put key info in plain text too.
Different signatures per account
Desktop Outlook can store per-account defaults in the Signatures dialog account dropdown.
Frequently asked questions
Why is my signature missing on web?
Desktop and web signatures are separate - recreate on web.
Can I have two signatures?
Yes - create multiple and pick manually with Signature insert, or assign different defaults for new vs reply.
Mobile app?
Outlook mobile has limited signature settings under account settings; feature set varies by platform.