How to change or add your email signature in Outlook

Change your signature in new Outlook and Outlook on the web

To change your email signature in new Outlook for Windows, Outlook.com or Outlook on the web:

1. Select Settings (the gear at the top), then "Accounts", then "Signatures".
2. Select the "Edit signature" button next to the signature.
3. Replace the text in the box, or paste your new signature.
4. Select "Save".

If you have no signature yet, select "Add signature" in step 2, as in the steps below. To make one, use the free generator on Signatoro, then click "Copy signature", which copies it formatted, the way every Outlook's signature box expects.

Which Outlook do you have?

Each Outlook keeps its own signature settings. Find yours:

• New Outlook for Windows, Outlook.com and Outlook on the web: a Settings gear at the top right. Outlook.com opens at outlook.live.com, Outlook on the web for work at outlook.office.com or outlook.office365.com.
• Classic Outlook on Windows: a File tab, and no Settings gear.
• Outlook for Mac: an Outlook menu next to the Apple menu.
• The Outlook app on iPhone or Android.

"Outlook 365" is one of these, depending on the app you open, and the steps follow the app.

Add a signature in new Outlook and Outlook on the web

Microsoft gives the same steps for new Outlook for Windows, Outlook.com and Outlook on the web:

1. Select Settings, then "Accounts", then "Signatures".
2. If you have more than one account, select the one the signature is for.
3. Select "Add signature" and give it a name.
4. Paste the signature into the editing box below the name.
5. Tick the checkboxes at the bottom for new messages and for replies and forwards, then select "Save".

The new Outlook and Outlook on the web guide covers signatures missing from replies and after a switch.

Add a signature in classic Outlook on Windows

To add a signature in classic Outlook on Windows:

1. Open a new email. On the "Message" tab, select "Signature", then "Signatures".
2. In "E-mail account", choose the account the signature is for.
3. Under "Select signature to edit", select "New" and type a name.
4. Paste the signature into the "Edit signature" box.
5. Under "Choose default signature", pick it in "New messages" and in "Replies/forwards", then select "OK".

Add the signature to the email you opened in step 1 by hand, from "Signature" on the "Message" tab; new emails after it get it automatically. The same Signatures window also opens from "File" > "Options" > "Mail" > "Signatures". The classic Outlook guide covers logos and .htm files.

Add a signature in Outlook for Mac

To add a signature in Outlook for Mac:

1. On the "Outlook" menu, select "Settings", then under "Mail" select "Signatures".
2. Select the plus button to add a signature, and type a name.
3. Paste the signature into the signature editor.
4. Under "Choose which signature appears", select your account and set "For new messages" and "For replies or forwards".
5. Close the Signatures window.

The Outlook for Mac guide also covers legacy Outlook for Mac.

Add a signature in the Outlook app on iPhone and Android

To add a signature in the Outlook app on a phone:

1. Tap the Accounts icon at the top left, then the gear at the bottom left.
2. Under "Mail", tap "Signature".
3. Delete "Get Outlook for iOS" or "Get Outlook for Android" and type your name, title, company and phone. To give each account its own signature, turn on "Per Account Signature".
4. Tap the back arrow (iPhone) or "Save" (Android).

Microsoft's steps for the app have you type the signature as text, so use the short text version there. Signatoro's "Copy as text" button copies the same signature as plain lines - name, role, phone, email and links - for the app's signature box. The Outlook app guide has the details.

Change your signature in every Outlook

To change an Outlook signature, open it in that Outlook's signature settings, replace what is in the box, and save:

• New Outlook and Outlook on the web: Settings > "Accounts" > "Signatures", then "Edit signature" next to the signature, then "Save".
• Classic Outlook: "File" > "Options" > "Mail" > "Signatures", select the signature under "Select signature to edit", then "Save" and "OK".
• Outlook for Mac: "Outlook" > "Settings" > "Signatures", select it under "Signature name", then "Edit". Close the window when done.
• The Outlook app: Settings > "Signature", and replace the text.

For a whole team, a company signature sets one signature for everyone, and each person pastes theirs into Outlook with the same steps. Plans are on the pricing page, and Signatoro comparisons set it beside other signature tools. Setup steps for every other mail app are in the install guides.

Outlook signature questions

How do I change my signature in Outlook?

Open the signature settings, edit the signature and save. In new Outlook and Outlook on the web: Settings > "Accounts" > "Signatures" > "Edit signature" > "Save". In classic Outlook: "File" > "Options" > "Mail" > "Signatures". On a Mac: "Outlook" > "Settings" > "Signatures" > "Edit".

How do I update my email signature in Outlook?

Updating a signature is the same as changing it: open it in the signature settings, paste the new version over the old one, and save. Do it in each Outlook you send from, since each one keeps its own copy.

How do I insert a signature in an Outlook email?

In the email you are writing, select "Signature" on the "Message" tab and choose a signature. In Outlook for Mac, select "Signature" on the ribbon. This adds a signature to one email without changing your defaults.

How do I make a signature in Outlook?

Select "Add signature" (new Outlook and the web), "New" (classic Outlook) or the plus button (Mac) in the signature settings, name it and type or paste it. For a signature with a logo and layout, make it in Signatoro's free generator, click "Copy signature" and paste.

How do I set a default signature in Outlook?

In new Outlook and Outlook on the web, tick the checkboxes for new messages and for replies and forwards under the signature. In classic Outlook, pick it under "Choose default signature". On a Mac, set it under "Choose which signature appears" for each account.

Can I use a different signature for replies in Outlook?

Yes. New messages and replies each have their own default: pick a shorter signature in "Replies/forwards" in classic Outlook, or "For replies or forwards" on a Mac. A signature shows on replies once it is the default for replies and forwards.

Which Outlook do I have?

Microsoft's test in Windows is the Settings button: Outlook with a Settings gear is new Outlook, and Outlook with a File tab and no gear is classic Outlook. In a browser, outlook.live.com is Outlook.com and outlook.office.com is Outlook on the web. On a Mac, Outlook has its own menu next to the Apple menu, and on a phone it is the Outlook app.

If I change my signature in one Outlook, does it change in the others?

A change reaches another Outlook when both read the signature from the same mailbox. Microsoft's roaming signatures store Outlook for Windows signatures in a Microsoft 365 or Outlook.com mailbox. Signatures under "Signatures on this device" stay on one computer, and POP, IMAP, third-party and on-premises Exchange accounts do not roam. Microsoft says to create the signature in both Outlook and Outlook on the web, and the phone app has its own setting.

Why is my Outlook signature double spaced?

Each line is its own paragraph: pressing Enter in the signature editor starts a new paragraph, and paragraphs can carry space after them. Shift+Enter starts a new line inside the same paragraph. A signature from Signatoro, pasted whole with "Copy signature", is one table with inline styles, so it needs no line breaks typed in Outlook.

Where do I paste HTML code in Outlook?

Outlook's signature editors take a formatted signature, and pasted HTML source shows up as code. Click "Copy signature" on Signatoro's generator and paste the result. Classic Outlook on Windows also keeps each signature as files, including an .htm file, in C:\Users\<username>\AppData\Roaming\Microsoft\Signatures, and Signatoro's "Download .htm" button gives you a file for that folder.

For agents

If you're an assistant setting this up on someone's behalf: first find out which Outlook the person uses, from the descriptions under "Which Outlook do you have?", then follow that Outlook's numbered steps in order. Paste the signature as formatted text; HTML source appears as code. The phone app should get the text version of the signature, which the API returns as text and the test email carries as text/plain.

Sources

Checked against Microsoft's own help pages on 2026-09-28:

• How to add and change an email signature in Outlook
• Create, insert, or change a signature in Outlook for Mac
• Can I change my email signature?
• Where can I find the app settings?
• Use a screen reader to add a signature in Outlook
• What version of Outlook do I have?
• Outlook roaming signatures
• Find and transfer Outlook data files from one computer to another
• Import signature files from old (classic) to new Outlook? (Microsoft Q&A, for the .htm file)