How to add or change your email signature in Outlook

Your email signature is the little block at the bottom of every email, your name, job title, phone number and perhaps a logo. This guide shows you how to add or change it in a few clicks.

First, which Outlook do you have?

There are three versions of Outlook, and the steps are slightly different in each. Pick yours below and jump straight to it:

• New Outlook for Windows, has a Settings cog in the top right and a modern look. There may be a New Outlook toggle switched on at the top.
• Classic Outlook for Windows, has File, Home, Send / Receive tabs along the top.
• Outlook on the web, you open it in your browser at outlook.office.com.

Not sure? If you can see a File tab in the top left, you have classic Outlook.

New Outlook for Windows

• Click the Settings cog in the top right.
• Go to Account, then Signatures.
• Click + New signature, give it a name (for example "Work"), then type your signature in the box. Use the toolbar to change fonts, add a link or insert a picture.
• Click Save.
• Under Select default signatures, choose your new signature for New messages and, if you like, for Replies/forwards.
• Click Save again and close Settings.

To change an existing signature, open the same page, pick it from the list, edit it and click Save.

Back to the top

Classic Outlook for Windows

• Click File, then Options, then Mail.
• Click the Signatures... button.
• On the E-mail Signature tab, click New, type a name and click OK.
• Type your signature in the Edit signature box. Use the toolbar to format text, add a link or insert a picture.
• On the right, under Choose default signature, pick your email account, then choose the signature for New messages and Replies/forwards.
• Click OK, then OK again.

To change an existing signature, open the same window, select it under Select signature to edit, make your changes and click OK.

Tip: if you use Outlook on more than one computer, you may need to set the signature up on each one.

Back to the top

Outlook on the web

• Sign in at outlook.office.com.
• Click the Settings cog in the top right.
• Go to Account, then Signatures.
• Click + New signature, give it a name and type your signature.
• Click Save.
• Under Select default signatures, choose it for New messages and Replies/forwards, then click Save.

Back to the top

Adding a signature to one email only

If you would rather not use a signature on every email, leave the defaults set to (no signature). Then, when writing an email, click Insert (or the ... menu in new Outlook and on the web), choose Signature, and pick the one you want.

Tips for a good signature

• Keep it short, name, job title, company, phone number and website is plenty.
• If you add a logo, keep the picture small so emails stay quick to load.
• Avoid putting your whole signature in a single image, some people's email will block it and they won't see your details.

Need a hand?

If your signature isn't showing, or your company uses a standard signature that I manage for you, just get in touch and I'll sort it. You can also read Microsoft's official guide.