Summary

An email signature automatically adds your name, title, and contact details to the bottom of every message you send. This article explains how to create, edit, and assign signatures in Outlook.

Before You Start

• A Microsoft 365 mailbox. If you are not sure whether you have Classic or New Outlook, see Understanding Outlook Versions — Classic vs. New vs. Web.

Instructions

1. Create a Signature in Classic Outlook (Desktop)

Build your signature using the built-in editor.

1. Open Outlook and click File > Options.
2. Click Mail > Signatures (or go to Home > New Email, then Message > Signature > Signatures).
3. Click New, enter a name for the signature (e.g., "Work"), and click OK.
4. In the Edit signature text box, type your signature. Use the formatting toolbar to:
   • Set font, size, and color.
   • Add a hyperlink (e.g., to your company website) by selecting text and clicking the link icon.
   • Insert an image (e.g., a company logo) by clicking the image icon.
5. Under Choose default signature, set:
   • New messages — Select the signature to use for new emails.
   • Replies/forwards — Select a signature (or none) for replies.
6. Click OK to save. If the signature does not appear on your next message, or arrives with its formatting broken, see How to Fix Outlook Signature Not Showing or Formatting Incorrectly.

2. Create a Signature in New Outlook or Outlook on the Web

New Outlook and OWA manage signatures through Settings.

1. Click the Settings gear icon in the top-right corner.
2. Go to Mail > Compose and reply.
3. Under Email signature, click New signature.
4. Enter a name for the signature.
5. Type and format your signature in the text box.
6. Under Default signatures, choose which signature to use for New messages and Replies/forwards.
7. Click Save.

3. Insert a Signature Manually

Switch signatures on a per-email basis.

1. In a new email or reply window, place your cursor where you want the signature.
2. Click the Message tab (Classic) or the three-dot menu (New Outlook).
3. Click Signature and select the signature you want to insert.

4. Edit or Delete a Signature

Update your signature when your details change.

Classic Outlook:

1. Go to File > Options > Mail > Signatures.
2. Select the signature name, edit the text, and click OK.
3. To delete, select the signature and click Delete.

New Outlook / Web:

1. Go to Settings > Mail > Compose and reply.
2. Click the pencil icon to edit or the trash icon to delete.

Troubleshooting

TIP

Keep signatures concise — name, title, phone, and one link. Overly long signatures with large images can cause emails to land in spam filters or display poorly on mobile devices.

Symptom / Error	Potential Cause	Solution
Signature not appearing on new emails	Default not set	Go to signature settings and verify a signature is assigned under New messages.
Signature image appears as an attachment	Image embedded as file	Re-insert the image using the image icon in the signature editor rather than pasting it from the clipboard.
Formatting looks different to recipients	HTML rendering differences	Stick to standard fonts (Arial, Calibri) and avoid complex tables. Test by sending an email to yourself.

Related Articles

• How to Set Up an Out-of-Office Reply in Outlook
• How to Report an Email in Outlook
• Understanding Outlook Versions — Classic vs. New vs. Web

Did this solve your problem?