Create an email signature in Outlook for Microsoft 365

Updated 27 September 2026For Microsoft 365

Create an email signature in Outlook for Microsoft 365 (0:22)

Your email signature is set up in Outlook’s settings. In new Outlook and Outlook on the web it is under Settings → Account → Signatures; in classic Outlook it is under File → Options → Mail → Signatures. Each version keeps its own signature, so set it up in every Outlook you use.

New Outlook and Outlook on the web

New Outlook for Windows and Outlook on the web share the same settings, so you only do this once for both.

Select Settings (the gear icon at the top right).
Select Account, then Signatures.
Select Add signature.
In the Edit signature window, type a name such as Work in Add a signature name, then type your signature in the box below it.
Tick Set default for new messages and, if you want it on replies too, Set default for replies and forwards.
Select Save.

To format the text, use the Format text tab at the top of the window. To add a logo, open the Insert tab and select Pictures.

Insert tab of the Edit signature window with the Pictures button highlighted

Classic Outlook for Windows

Classic Outlook opens its own Signatures and Stationery window. Newer versions also copy (roam) these signatures to your other computers, but it is still a separate list from the one in new Outlook and Outlook on the web.

Select File → Options, then Mail on the left, then Signatures.
On the E-mail Signature tab, select New, type a name and select OK.
Type and format your signature in the Edit signature box.
Under Choose default signature, pick your work email account, then choose your signature for New messages and Replies/forwards.
Select OK, then OK again.

On your phone

The Outlook app on iPhone and Android has its own signature, separate from the one in Outlook on the web. In the app, tap your picture at the top left, then the settings gear, and find Signatures (on Android) or Signature. See Outlook on your phone.

A signature that works everywhere

A simple signature displays best on every device. We suggest:

Your name and job title.
Company name, phone number and website.
A small logo, no wider than about 300 pixels.
No personal data you would not share with a stranger, such as your IC number.

Still stuck

WhatsApp our support team at +60 16-916 3324.

Common issues

I made a signature in classic Outlook but it is missing in Outlook on the web.

Classic Outlook keeps its own list of signatures, separate from Outlook on the web and new Outlook. If you use those as well, create the signature there too.

My logo shows as an attachment instead of in the signature.

This can happen with some image formats. Insert the logo as a small PNG or JPG picture rather than copying it from a Word or web page, and keep the size modest.

Insert tab of the Edit signature window with the Pictures button highlighted

See it in the steps

The signature did not appear in the email I already had open.

A new signature only appears on emails you start after saving it. For an email already open, insert it with Insert → Signature (new Outlook and Outlook on the web) or Message → Signature (classic Outlook).

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