How to Create a Signature in Outlook (Every Version)

An Outlook signature is the block of text, and optionally images and links, that Outlook adds to the end of your emails. You create it once in Outlook’s settings and Outlook can then add it to every new message, reply and forward automatically.

This guide shows you how to create a signature in every current version of Outlook, how to change or edit it later, and how to insert it into a single email by hand.

Quick answer: where to find signatures in Outlook

• New Outlook and Outlook on the web: Settings, then Accounts, then Signatures. In some versions the page is under Mail, then Compose and reply.
• Classic Outlook for Windows: File, then Options, then Mail, then Signatures.
• Outlook for Mac: Outlook menu, then Settings, then Signatures.
• Outlook mobile app: Settings, then Signature (a simpler, separate signature per device).

How to create a signature in New Outlook and Outlook on the web

New Outlook for Windows and Outlook on the web (outlook.office.com) share the same settings, so the steps are identical.

Step 1: Open the settings

Click the gear icon (“Settings”) at the top of the Outlook window. In older versions of Outlook on the web, select “View all Outlook settings”.

Step 2: Go to Signatures

Select “Accounts” and then “Signatures”. In some versions you find the same page under “Mail” and “Compose and reply”.

Step 3: Create a new signature

Under “Email signature”, select “New signature”, give it a name and type or paste your signature into the editor. Use the formatting toolbar to change fonts, colors and links, or paste a signature you designed in advance, including images.

Click “Save” before you continue.

Step 4: Add the signature to new messages automatically

Under “Select default signatures”, choose your new signature next to “For new messages”. Outlook then adds it to every email you start.

Step 5: Add it to replies and forwards

Choose the signature next to “For replies/forwards” as well if you want it on every reply. Many people use a shorter signature here.

Step 6: Save your changes

Click “Save”. Open a new email to check that your signature appears.

How to create a signature in classic Outlook for Windows

Step 1: Open the signature settings

Click “File”, then “Options” at the bottom of the left menu. In the window that opens, select “Mail” and click the “Signatures” button. You can also open a new email and select “Signature” and then “Signatures” in the message ribbon.

Step 2: Create a new signature

Click “New” and type a name for your signature. Then type or paste your signature into the “Edit signature” box. You can format the text, add links and insert images, or paste a signature you copied from a signature generator.

Step 3: Set your default signatures

Under “Choose default signature”, select your email account, then pick your new signature next to “New messages”. Pick it next to “Replies/forwards” too if you want it on replies.

Step 4: Save your changes

Click “OK” to save the signature and close the window.

How to create a signature in Outlook for Mac

1. Open Outlook and select “Outlook” in the menu bar, then “Settings”.
2. Under “Email”, select “Signatures”.
3. Click the plus button to add a new signature, give it a name and type or paste your signature.
4. Under “Choose default signature”, select your account and pick the signature for new messages and for replies and forwards.

How to change or edit your signature in Outlook

To change an existing signature, go back to the same settings page as above: Settings, Accounts, Signatures in New Outlook and on the web, or File, Options, Mail, Signatures in classic Outlook. Select the signature from the list, edit the text or paste a new version, and save.

To replace your signature with a new design, create the new one first, set it as the default for new messages and replies, and then delete the old one. That way you are never left without a signature.

How to add a signature to a single email

If you don’t want your signature on every email, leave the default signatures set to “(none)” and insert it only where you need it:

1. Open a new message.
2. In classic Outlook, select “Signature” in the message ribbon and pick a signature. In New Outlook and on the web, select “Insert” and then “Signature” (or the ”…” menu, then “Insert signature”).
3. Write your email and send it as usual.

How to add an image or logo to your Outlook signature

In the signature editor, place your cursor where the image should go and use the image button in the toolbar to insert a picture from your computer. Keep logos and photos small, around 100 to 150 pixels wide, so your emails don’t get heavy.

A faster way is to build the signature in our free email signature generator. It crops and resizes your photo for you, embeds it in the signature and lays everything out in tables, which is the format Outlook renders most reliably. Some webmail clients don’t show embedded photos, so the generator falls back to an initials badge.

What to include in a professional Outlook signature

A good signature is short and easy to scan on a phone:

• Your full name and job title
• Your company name
• One or two ways to reach you, such as phone and website
• Optionally a small photo or logo, one call-to-action link such as “Book a meeting”, and a legal disclaimer if your industry requires one

Why your email signature matters

Your signature is a digital business card. It shows recipients who you are and how to reach you, it makes your emails look trustworthy at a time when phishing is common, and it repeats your brand in every message you send.

Research by Marq (Lucidpress) found that consistent branding can increase revenue by 33% across communication channels. Using the same logo, colors and layout in every signature is an easy way to get there.

Some industries, such as finance and healthcare, also require specific disclaimers in business email. A signature makes sure every message carries them.

Outlook signatures and mail merge

Signatures also matter when you send the same email to many people. SecureMailMerge sends personalized mail merges straight from your Outlook mailbox and supports your Outlook signature out of the box:

• Send personalized emails from a spreadsheet, your Microsoft 365 account or your contacts.
• Add a different attachment per recipient, such as invoices or certificates.
• Send large files up to your full Microsoft 365 message size, 35 MB by default and up to 150 MB where your administrator allows it.
• Send as many emails as your Microsoft 365 mailbox allows; SecureMailMerge adds no limits of its own on any plan.
• Use tables, images and all the formatting you know from Outlook.

Once your signature is sorted, our complete guide to mail merge in Outlook covers every way to send personalized emails at scale, including the one that works in New Outlook.

SecureMailMerge works on Windows, Mac and the web. Install SecureMailMerge for free from Microsoft AppSource.

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SecureMailMerge sends personalized mail merges, with individual attachments, CC/BCC and scheduling, right inside Outlook (Windows, Mac, Web & New Outlook). Your spreadsheet stays on your computer. Try it free in Outlook →