Create an email signature in Outlook for Microsoft 365

Your email signature is set up in Outlook’s settings. In new Outlook and Outlook on the web it is under Settings > Accounts > 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.

1. Select Settings (the gear icon at the top right).
2. Select Accounts, then Signatures.
3. Select + Add signature and give it a name, such as Work.
4. Type your signature in the box, and format it with the toolbar. To add a logo, use the picture button.
5. Under the default signature options, choose this signature For New Messages and, if you want it on replies too, For Replies/Forwards.
6. Select Save.

Classic Outlook for Windows

Classic Outlook saves signatures on your computer, not in your mailbox.

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

On your phone

The Outlook app on iPhone and Android has its own, plain-text signature. In the app, tap your picture at the top left, then the settings gear, and find 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.

Signatures made in classic Outlook are saved on that computer. If you use Outlook on the web or new Outlook 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.

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) or Message > Signature (Outlook on the web and classic Outlook).

Related articles

• Set up an out-of-office reply in Outlook for Microsoft 365
• New Outlook or classic Outlook for Windows - which to use
• Use Outlook on the web with your Microsoft 365 account
• Set up the Outlook app on iPhone or Android for Microsoft 365