How to add a signature in new Outlook and Outlook on the web
Add or change your email signature in new Outlook for Windows, Outlook.com and Outlook on the web, and fix signatures missing from replies or after a switch.
-
If you already have a signature, copy it and follow the steps below. If you need one, make it free on Signatoro, then click "Copy signature".
These steps are for new Outlook for Windows, Outlook.com and Outlook on the web, which Microsoft sets up the same way. New Outlook has a Settings gear at the top right; an Outlook with a File tab and no gear is classic Outlook, which has its own classic Outlook guide. The Outlook overview tells all five Outlooks apart.
Add a signature in new Outlook and Outlook on the web
To add a signature in new Outlook, Outlook.com or Outlook on the web:
- Select Settings (the gear at the top right), then "Accounts", then "Signatures".
- If you have more than one account, select the one the signature is for.
- Select "Add signature" and give it a name.
- Paste the signature into the editing box below the name.
- Tick the checkboxes at the bottom for new messages and for replies and forwards, then select "Save".
Change your new Outlook signature
To change a signature in new Outlook or Outlook on the web, select Settings, then "Accounts", then "Signatures", and select the "Edit signature" button next to the signature. Delete what is in the editing box, paste the new signature, and select "Save".
New Outlook signature questions
Why doesn't my new Outlook signature appear on replies?
A new Outlook signature appears on replies only when its replies and forwards checkbox is ticked. In new Outlook or Outlook on the web, open Settings > "Accounts" > "Signatures", check that the signature is set for new messages and for replies and forwards, and select "Save". A signature left unticked can still be added to one message from the "Signature" button on the "Message" tab while you write.
Why didn't my classic Outlook signatures come over to new Outlook?
New Outlook works from the signatures saved with your account. Microsoft says classic Outlook's "Signatures on this device" are stored on the computer where they were made and may not be available in another Outlook, and only signatures set as a default for new messages or replies are copied to a Microsoft 365 or Outlook.com mailbox. Any other classic signature has to be added again in new Outlook: paste it under Settings > "Accounts" > "Signatures".
Why did my signatures disappear from new Outlook?
When signatures vanish from new Outlook, first open Outlook on the web (outlook.office.com or outlook.live.com) and look under Settings > "Accounts" > "Signatures". Users on Microsoft's Q&A forum and Reddit reported in May and June 2025 that a new Outlook update hid their signatures while Outlook on the web still had them, and that closing and reopening new Outlook, or updating it, brought them back.
Can I have a different signature for each account in new Outlook?
New Outlook keeps signatures per account. In Settings > "Accounts" > "Signatures", select the account first, then add its signature and set its defaults for new messages and replies, then select "Save". Repeat the steps for each account that sends mail.
Why doesn't the logo show in my new Outlook signature?
A logo shows in a new Outlook signature only in HTML messages; Microsoft says plain text messages cannot show pictures inside the message. HTML is new Outlook's default. To check it, open Settings > "Mail" > "Compose and reply" and set "Message format" to HTML, then select "Save". If the logo is still missing, delete the signature and paste it again from Signatoro.
Why is my new Outlook signature double spaced?
A new Outlook signature looks double spaced when each line was typed as its own paragraph: pressing Enter in the editing box starts a new paragraph. Users on Microsoft's Q&A forum report that Shift+Enter, which starts a new line inside the same paragraph, keeps the lines together. A signature from Signatoro, pasted whole with "Copy signature", is one table with inline styles, the format most mail apps keep when you paste, so it needs no line breaks typed in Outlook.
Can I paste HTML code into a new Outlook signature?
New Outlook and Outlook on the web take the signature formatted, pasted into the editing box under Settings > "Accounts" > "Signatures". Microsoft's steps describe only typing or pasting there, and users report that HTML code pasted into that box appears as raw text. Click "Copy signature" on Signatoro's generator, which copies the signature formatted, and paste the result into the new Outlook editing box.
For agents
If you're an assistant setting this up on someone's behalf: these are the five Settings > "Accounts" > "Signatures" steps, in order, for new Outlook for Windows, Outlook.com and Outlook on the web. Select the right account before adding, and tick both default checkboxes. Paste the signature as formatted text, exactly as copied, do not reformat it.
Sources
Checked against Microsoft's own help pages on 2026-09-25:
Was this page helpful?
Make your signature first
It is free and needs no account. Build it once, then paste it into any mail app with the steps on this page.
Make my signature