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Quick Answer

Open Outlook, click File → Options → Mail → Signatures. Click New, name your signature, type and format your content in the editor, then choose it as the default for new messages and/or replies under Choose default signature.

How to Create an Email Signature in Outlook ​

Applies to: Microsoft 365 (Outlook desktop, New Outlook, Outlook on the Web)
Article Type: How-To
Last Updated: 2026-03-09

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.

Prerequisites ​

  • A Microsoft 365 mailbox.

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.

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 / ErrorPotential CauseSolution
Signature not appearing on new emailsDefault not setGo to signature settings and verify a signature is assigned under New messages.
Signature image appears as an attachmentImage embedded as fileRe-insert the image using the image icon in the signature editor rather than pasting it from the clipboard.
Formatting looks different to recipientsHTML rendering differencesStick to standard fonts (Arial, Calibri) and avoid complex tables. Test by sending an email to yourself.