How to add a signature in Outlook on every version.

Which version of Outlook do I have?

Microsoft currently ships several Outlooks, and the signature settings live in a different place in each. Check which one you are using before following the steps:

• New Outlook for Windows: a Settings gear at the top right and no File tab. It replaced the Mail app on Windows 11.
• Classic Outlook for Windows: the traditional ribbon with a File tab at the top left (part of Microsoft 365 apps or Office).
• Outlook for Mac: an Outlook menu in the macOS menu bar at the top of the screen.
• Outlook on the web: Outlook in a browser, at outlook.office.com for work or school accounts or outlook.live.com for Outlook.com.

Want a designed signature instead of plain text? Build it in the Outlook signature generator, click Copy, and paste it in the editor step of any guide below.

How do I add a signature in new Outlook for Windows?

1. 01

   Open Settings

   Select the gear icon at the top right of the window.

2. 02

   Go to Accounts > Signatures

   If you have more than one account, pick the account the signature is for.

3. 03

   Add a signature

   Select Add signature (or New signature) and type a name, such as Work.

4. 04

   Paste or type your signature

   Click in the editor and press Ctrl+V to paste a signature you copied from SignatureGen.

5. 05

   Choose the defaults

   Set the signature for new messages and for replies/forwards.

6. 06

   Save

   Select Save. New messages from that account now include the signature.

How do I add a signature in classic Outlook?

1. 01

   Open the Signatures window

   Go to File > Options > Mail and select Signatures. From an open message, you can also use Message > Signature > Signatures.

2. 02

   Create a new signature

   On the E-mail Signature tab, select New, type a name, and select OK.

3. 03

   Paste the signature

   Click in the Edit signature box and press Ctrl+V.

4. 04

   Pick the account and defaults

   Under Choose default signature, select the email account, then choose the signature for New messages and Replies/forwards.

5. 05

   Select OK

   Close any message you already had open; classic Outlook only adds the signature to messages you start afterwards.

How do I add a signature in Outlook for Mac?

1. 01

   Open Signatures

   In the menu bar, select Outlook > Settings (Preferences in older versions), then Signatures under Email.

2. 02

   Add a signature

   Select the + button, then double-click Untitled to rename it.

3. 03

   Paste the signature

   Click in the signature editor and press Cmd+V, then save and close the editor.

4. 04

   Set the defaults

   In the default signature section, pick the account and choose the signature for new messages and for replies/forwards.

How do I add a signature in Outlook on the web?

1. 01

   Sign in

   Open outlook.office.com (work or school) or outlook.live.com (Outlook.com) in your browser.

2. 02

   Open Settings

   Select the gear icon at the top right, then Accounts > Signatures.

3. 03

   Add and name a signature

   Select Add signature (or New signature) and give it a name.

4. 04

   Paste and set defaults

   Paste with Ctrl+V or Cmd+V, then choose the signature for new messages and for replies/forwards.

5. 05

   Save

   Select Save. To insert a signature manually, use the Signature button on the Message tab while composing.

How do I add a signature in the Outlook mobile app?

1. 01

   Open Settings

   Tap your profile picture or account icon at the top left, then tap the Settings gear.

2. 02

   Tap Signature

   With several accounts, you can turn on a separate signature for each one.

3. 03

   Replace the default text

   Delete the default "Get Outlook for iOS" or "Get Outlook for Android" line and type your signature.

4. 04

   Go back to save

   Leave the screen and the signature is saved.

The mobile app keeps its own signature and does not pull in your desktop design. Treat it as plain text: name, title, company, and phone. Pasted formatting and images are often lost, especially on Android.

How do I make Outlook add my signature to replies and forwards?

Outlook treats new messages and replies/forwards as two separate defaults, and many people only set the first. In every desktop and web version, open the signature settings again and choose your signature for replies/forwards as well as new messages. A common setup is a full signature on new messages and a shorter one (name, title, phone) on replies, so long threads stay readable.

To insert a signature by hand, for example on a message where you removed it, open the Signature menu in the compose window (on the Message or Insert tab) and pick the one you want.

How do I paste an HTML signature into Outlook?

Outlook's signature editor accepts formatted content, not raw code. If you paste HTML source, you'll see the tags as text. Paste the rendered signature instead:

1. 01

   Build the signature

   Enter your details in SignatureGen and pick a template. Use a hosted image URL for any photo or logo.

2. 02

   Click Copy, not Copy HTML

   Copy puts the formatted signature on your clipboard. Copy HTML is for tools that ask for source code.

3. 03

   Paste into the Outlook editor

   Use Ctrl+V or Cmd+V in the signature box, check that it looks right, and save.

4. 04

   Send yourself a test

   Send a message to a Gmail or other outside address to see what recipients actually get.

SignatureGen signatures use table-based, inline-styled HTML built for Outlook's Word rendering engine, which is why they survive this paste.

Why does my Outlook signature look wrong?

Images don't show or arrive as attachments

Use images hosted at a public https://URL instead of images embedded in the signature, and keep them small (a headshot around 80 to 100 pixels). Many recipients' clients, including classic Outlook, block external images until the reader allows them, so make sure the signature still makes sense as text.

Extra spacing between lines

Classic Outlook edits signatures like a Word document, so pressing Enter adds paragraph spacing. Paste the whole signature in one go, and if you edit a line afterwards, use Shift+Enter for a line break instead of Enter.

Signature missing on replies or on your phone

Set the replies/forwards default as described above. The mobile app never uses your desktop signature, so add one there separately.

Fonts change after sending

Outlook substitutes fonts that aren't installed on the reader's computer. Stick to web-safe fonts such as Arial, Helvetica, Georgia, or Verdana.

Using Gmail as well? See how to add a signature in Gmail.