How to Add an Email Signature in Outlook

An Outlook signature adds your name, role and contact details to your emails automatically. You can create several, choose which one goes on new emails and which on replies, and include a logo or photo. Here are Microsoft’s steps for the new Outlook for Windows and for Outlook.com and Outlook on the web.

Create a signature in the new Outlook for Windows

1. Select Settings (the gear icon).
2. Select Accounts → Signatures.
3. If you have more than one account, choose the account the signature is for.
4. Select Add signature and give it a unique name.
5. Type your signature in the editing box and format it with the font, colour and style options.
6. Use the checkboxes at the bottom to choose whether it’s added automatically to new messages, and to replies and forwards. Leave them unticked to add it yourself.
7. Select Save.

Change it later: Settings → Accounts → Signatures, select the Edit signature pencil next to it, make your changes and select Save.

Add one by hand while writing: in a new email, on the Message tab in the Insert group, select Signature and choose one.

If these steps don’t match your screen, Microsoft says you may be on classic Outlook — its signature page has a separate tab for it.

Outlook.com and Outlook on the web

1. Select Settings (the gear, at the top of the page) → Account → Signatures.
2. Under Email signature, enter your signature and use the formatting options.
3. Choose your default signature for new messages and for replies.
4. Select Save.

Not added automatically? While writing, select More actions → Insert signature at the bottom of the compose pane.

Make it look professional

Microsoft notes a signature can hold text, links and pictures — such as a scanned handwritten signature or a logo. The easiest way to get a polished one is our free Email Signature Generator: pick a design, fill in your details, click Copy signature and paste it into Outlook’s signature box. For classic Outlook, use its Download .htm or Copy HTML option instead.

A few habits keep signatures readable everywhere:

• Keep it short — name, role, one or two ways to reach you.
• Use small, hosted images rather than huge files; the generator’s health check flags images that are too big.
• Expect square photos in classic Outlook, which ignores rounded corners.
• Use a short signature for replies so long threads don’t fill up with logos.

One signature per account

Signatures in the new Outlook belong to an account, which is why step 3 asks which account you’re setting up. If you use a work and a personal address in Outlook, create a signature for each so the right one goes out.

Using Gmail too? Add a signature in Gmail. Also handy: Outlook automatic replies.