An email signature automatically adds your name, title, and contact details to the bottom of your messages, saving you from typing them each time. Outlook lets you create one and choose whether it appears on new emails, replies, or both.
What you'll need
- An Outlook account (desktop app, web, or mobile)
Step by step
- Open Outlook settingsIn the desktop app, go to File then Options then Mail then Signatures. In Outlook on the web, click the gear icon and search for Signature under Mail settings.
- Create a new signatureClick New, give the signature a name for your own reference, then type your details in the editing box below.
- Format the textUse the toolbar to change the font, add bold, insert a link, or paste in a logo or image if you want a branded look.
- Choose when it appearsSet the default signature for new messages and, separately, for replies and forwards using the dropdown menus.
- Save your changesClick OK or Save. Open a new email to confirm the signature appears automatically at the bottom.
Handy tips
- Keep signatures short and readable. Name, title, company, and one or two contact methods is usually plenty.
- If you use both the desktop and web versions, set the signature in each, as they are stored separately.
- On the mobile app, look under Settings then Signature to set a simpler version for phone replies.
FAQ
Why does my signature not show up automatically?
Make sure you selected it as the default for new messages and replies in the signature settings, not just created it.
Can I have more than one signature?
Yes. You can create several and pick which to use per email, or set different defaults for new messages and replies.
Does my desktop signature sync to Outlook on the web?
Not automatically. Signatures are stored per app, so you need to set one up separately in the web and mobile versions.