How to Add or Change Your Email Signature in Outlook
Outlook exists in three flavors — the new Outlook, classic Outlook and Outlook on the web — and each hides the signature settings in a different place. Here's exactly where to click in every version, in under two minutes.
New Outlook (Windows & Mac)
The new Outlook is the default app on Windows 11 and the latest Mac release. Signature settings live inside the modern settings window — here's the quickest path.
- 1
Open Outlook and click the Settings gear icon in the top-right corner.
- 2
In the settings window, go to Accounts → Signatures.
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Click “+ New signature”, give it a name, and write or paste your signature into the editor. (Paste an HTML signature from our free generator to keep colors, logo and QR code.)
- 4
Under “Select default signatures”, pick your signature for both “For New Messages” and “For Replies/Forwards”.
- 5
Click Save — your signature now appears on every new email.
Classic Outlook (Windows desktop)
Still on the classic desktop Outlook (Microsoft 365 / Office 2016–2021)? Signatures hide behind the old Options dialog — same place they've been for a decade.
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Click File in the top-left corner, then Options.
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In the Outlook Options window choose Mail, then click the “Signatures…” button.
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Click New, name your signature, and paste or compose it in the edit box.
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On the right, set the default signature for your email account — one for New messages, one for Replies/forwards.
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Click OK twice to save. New emails now include your signature automatically.
Outlook on the web (outlook.com / Microsoft 365)
Using Outlook in the browser at outlook.com or through Microsoft 365? Settings are simplified, and your web signature syncs with the new Outlook apps.
- 1
Open outlook.com (or outlook.office.com) and click the gear icon in the top bar.
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Select Mail → Compose and reply.
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Under Email signature, click “+ New signature”, name it and paste your signature.
- 4
Choose your defaults for new messages and replies below the editor.
- 5
Click Save. The web signature syncs with the new Outlook apps.
Make your signature work harder
A plain name-and-phone signature is a missed opportunity. Our free generator builds a professional signature with your photo, brand colors and a QR code that links to your digital business card — every email becomes a networking touchpoint.
Create your free signatureOutlook signature FAQ
- Why doesn't my signature show up on replies?
- Signatures are applied per message type. In the signature settings, make sure your signature is selected under “For Replies/Forwards”, not just “For New Messages” — by default replies are often set to “(none)”.
- How do I add a logo, photo or QR code to my Outlook signature?
- Build the signature in a generator that outputs HTML — like our free email signature generator — then copy it and paste straight into Outlook's signature editor. Images must be hosted online (our generator handles that), otherwise recipients see broken icons.
- Why is my signature different on my phone and my computer?
- Classic Outlook stores signatures on each device separately, and the Outlook mobile app has its own signature setting (Settings → your account → Signature). The new Outlook and Outlook on the web sync signatures through your Microsoft account — set it there for consistency.
- Can I have different signatures for different email accounts?
- Yes. In every Outlook version the signature defaults are set per account — create one signature per account (or per language) and assign each in the “Select default signatures” dropdowns.
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