How to Set Up an Email Signature in Outlook.com

To set up an email signature in Outlook.com, open Settings > Accounts > Signatures, add and name a signature, choose whether it should appear automatically in new messages or replies and forwards, and select Save. You can also leave automatic insertion off and add a saved signature only when you need it.

Outlook.com signatures can include formatted text, links, and images. These steps cover Outlook.com in a web browser; Outlook desktop apps may have different settings. Microsoft’s current web instructions use the Accounts > Signatures path. If your Settings pane looks different, search Settings for “Signatures” and follow the labels shown in your version.

Create your Outlook.com signature

1. Open Settings. Sign in to Outlook.com and select the gear icon in the upper-right corner.
2. Go to the signature settings. Select Accounts, then Signatures. If more than one account is connected, make sure you are editing the account you use to send mail.

3. Add and name a signature. Select Add signature. Give it a name that helps you recognize it later, such as “Work” or “Personal.” The name is for your Outlook settings; it does not replace the text your recipients see.
4. Write the signature. Enter the details you want recipients to have, such as your name, role, phone number, or website. Use the formatting toolbar for emphasis and links. If the editor offers image insertion, you can add a small logo or other relevant image. Keep the block concise and easy to read on a phone; avoid relying on color or an image to convey essential contact details.
5. Choose when Outlook inserts it. Select the option for new messages, replies and forwards, or both. Leave either option unchecked if you want to insert the signature manually for that type of message. Select Save when the text and defaults are set.

The new-message and reply/forward choices are separate. For example, you can include a full signature on new emails and use no automatic signature on replies, where a shorter sign-off may be more appropriate. You can return to Settings > Accounts > Signatures later to edit the saved text or change these defaults.

Insert a signature while writing an email

If you did not set a default, or you want to choose a different signature for one message, you can insert one from the composer:

1. Start a new message or open a reply or forward.
2. On the Message tab, select Signature.
3. Choose the saved signature you want. Outlook places it in the message at the insertion point, so check the position before sending.

If an automatic signature is already in the draft, do not insert another copy unless you want two. When you have multiple signatures, the menu lets you select the one that fits the recipient or purpose. Review the message before sending, especially if you switch between a new email and a reply.

Make the signature useful and readable

Include only information that helps someone identify or contact you. A simple personal signature might use your name and email address; a work signature might add your role, organization, and one direct contact method. Link a website or profile using descriptive text instead of pasting a long web address, and use an image only when it adds context, such as a company logo.

Keep the layout simple. Large banners, several font colors, and multiple social icons can make a signature hard to scan or take up too much space in a conversation. After saving, create a test message to yourself and check that the text, links, and image look right. If you selected separate defaults, check both a new message and a reply so you know which signature Outlook adds in each case.

Common questions

Can I create more than one Outlook.com signature?

Yes. Add each signature in the same settings area and give each one a distinct name. Choose a default for new messages and replies/forwards, or select the desired entry from the Signature menu as you compose.

Why is my signature missing from a message?

Return to Settings > Accounts > Signatures, confirm the correct automatic option is selected, and save the settings. If you left the option unchecked, insert the signature from Message > Signature. Also confirm that you are composing in the Outlook account where you created it.

Will this signature also appear in every Outlook app?

Not necessarily. Outlook.com in a browser and the installed Outlook apps can have different controls. Microsoft provides version-specific steps for Outlook.com, new Outlook, and classic Outlook; use the section for the app where you want the signature to appear.

For screenshots and steps maintained by Microsoft, see How to add and change an email signature in Outlook and Customize your email message in Outlook.com.