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GuideChecked 10/2026

How to set up an email signature in Outlook

Short answer

It depends on the version. In new Outlook and Outlook on the web (Microsoft 365) the signature is under Settings > Accounts > Signatures; in classic Outlook for Windows under File > Options > Mail > Signatures. Create a signature, paste it into the box and turn it on for new messages and replies.

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We checked the menu paths against the official help pages in October 2026. Apps change their menus; if yours looks different, the linked official page is the reference.

Signature in new Outlook for Windows

New Outlook for Windows opens its settings with the gear icon at the top, like Outlook on the web. Microsoft says the steps are the same in both.

  1. In the signature generator, enter your website, name or company ID (or start without details), edit the signature right in the preview and click “Copy signature”.
  2. Open new Outlook (or Outlook on the web) and select Settings (the gear icon) at the top.
  3. Select Accounts > Signatures.
  4. Add a new signature, give it a distinct name and paste your signature into the box (Ctrl+V).
  5. Use the checkboxes at the bottom to choose whether to apply the signature to new messages and to replies and forwards.
  6. Select Save.

Checked against Microsoft Support: Create a signature and automatic reply (checked 10/2026)

A sample signature from the generator (sample data), rendered the way Outlook receives it.

Signature in classic Outlook for Windows (Outlook 2016, 2019, 2021, 2024 and Microsoft 365)

You can tell classic Outlook by the File tab at the top left. It manages signatures in the Signatures and Stationery dialog.

  1. In the signature generator, enter your website, name or company ID (or start without details), edit the signature right in the preview and click “Copy signature”.
  2. Select File > Options > Mail > Signatures. The Signatures and Stationery dialog opens.
  3. Under Select signature to edit, choose New and give the signature a name.
  4. Paste your signature into the Edit signature box (Ctrl+V).
  5. Under Choose default signature, pick the E-mail account and choose the signature for New messages and for Replies/forwards.
  6. Confirm with OK.

Checked against Microsoft Support: How to add and change an email signature in Outlook (checked 10/2026)

Signature in Outlook on the web and Microsoft 365

Outlook on the web (Outlook.com and Microsoft 365 in the browser) uses the same steps as new Outlook: Settings > Accounts > Signatures.

  1. In the signature generator, enter your website, name or company ID (or start without details), edit the signature right in the preview and click “Copy signature”.
  2. Open new Outlook (or Outlook on the web) and select Settings (the gear icon) at the top.
  3. Select Accounts > Signatures.
  4. Add a new signature, give it a distinct name and paste your signature into the box (Ctrl+V).
  5. Use the checkboxes at the bottom to choose whether to apply the signature to new messages and to replies and forwards.
  6. Select Save.

Checked against Microsoft Support: Create a signature and automatic reply (checked 10/2026)

Signature in Outlook for Mac

  1. In the signature generator, enter your website, name or company ID (or start without details), edit the signature right in the preview and click “Copy signature”.
  2. On the Outlook menu, select Settings.
  3. Under Mail, select Signatures.
  4. Add a signature with the + button (it appears as Untitled), name it and paste your signature (⌘V).
  5. Under Set default signature, choose the signature For new messages and For replies or forwards. With several accounts, set it for each account.
  6. Close the Signatures window.

Checked against Microsoft Support: Create, insert, or change a signature in Outlook for Mac (checked 10/2026)

Signature in the Outlook mobile app (iPhone and Android)

The Outlook app has its own signature and does not take it from your computer. On iPhone, Microsoft says the default signature is “Get Outlook for iOS”, so replace it. Microsoft Support only describes entering text and says nothing about images or formatting in the mobile signature.

  1. In the Outlook app, open Settings.
  2. Under Mail, tap Signature.
  3. Enter your signature, or turn on Per Account Signature and enter a signature for each account.

Checked against Microsoft Support: Can I change my email signature? (checked 10/2026)

Change your signature in new Outlook and Outlook on the web

New phone number, new job title or a new logo: this is how you update a signature you already have. Microsoft says the steps are the same in new Outlook for Windows and in Outlook on the web.

  1. In new Outlook or Outlook on the web, select Settings (the gear icon) at the top.
  2. Select Accounts > Signatures.
  3. Select the Edit signature button next to the signature you want to change.
  4. Make your changes. To replace the whole signature, select everything in the box (Ctrl+A) and paste the new one (Ctrl+V).
  5. Select Save.

Checked against Microsoft Support: How to add and change an email signature in Outlook (checked 10/2026)

Change your signature in classic Outlook for Windows

  1. Select File > Options > Mail > Signatures.
  2. Under Select signature to edit, select the signature you want to change.
  3. Make your changes in the Edit signature box. To replace the whole signature, select everything in the box (Ctrl+A) and paste the new one (Ctrl+V).
  4. When you are done, select Save, then OK.

Checked against Microsoft Support: How to add and change an email signature in Outlook (checked 10/2026)

Change your signature in Outlook for Mac

  1. On the Outlook menu, select Settings.
  2. Under Mail, select Signatures.
  3. Under Signature name, select the signature you want to change, then select Edit.
  4. Update your signature, then close the Signatures window. To replace it completely, first select everything with ⌘A and paste the new one with ⌘V.

Checked against Microsoft Support: Create, insert, or change a signature in Outlook for Mac (checked 10/2026)

Insert a signature into a message manually

If the signature is not set as a default, or you want a different one in a single message, insert a saved signature by hand while writing:

Inserting a signature manually, by Outlook version
Outlook versionHow to insert a saved signature
New Outlook for WindowsNew mail, then on the Message tab, in the Insert group, select Signature and pick one of your saved signatures.
Outlook on the web / Outlook.comIn a new message or reply, select Signature on the Message tab.
Classic OutlookIn your email message, on the Message tab, select Signature and choose the signature from the menu.
Outlook for MacClick in the body of your message, select Signature on the ribbon and choose a signature (you may need See more items (...)).

Source: Microsoft Support: How to add and change an email signature in Outlook, Outlook for Mac (checked 10/2026). According to Microsoft, classic Outlook does not add a new signature to the message that was open while you created it; insert it there by hand.

When the Outlook signature does not work

  • Signature missing in replies: in new Outlook and on the web tick the checkbox for replies and forwards; in classic Outlook choose the signature for Replies/forwards too.
  • Signature from classic Outlook missing on the web or in new Outlook: signatures stored only on the device do not travel. Create it there as well, or set it as a default signature so it is stored in the mailbox (roaming signatures).
  • "The linked image cannot be displayed" instead of the logo: Microsoft lists blocked picture downloads and, for classic Outlook after the May 12, 2026 updates, a known issue with images in signatures that newer updates fix. Make sure the image itself is publicly reachable.

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Frequently asked questions

Where are the signature settings in Outlook?

In new Outlook and Outlook on the web: Settings > Accounts > Signatures. In classic Outlook for Windows: File > Options > Mail > Signatures. On a Mac: Outlook menu > Settings > Signatures.

How do I change my signature in Outlook?

In new Outlook and Outlook on the web: Settings > Accounts > Signatures, select Edit signature next to the signature, make your changes and save. In classic Outlook: File > Options > Mail > Signatures, select the signature, change it in the Edit signature box, then Save and OK.

Why is my signature not added to replies?

The signature for replies and forwards is set separately: in new Outlook and on the web with the checkbox below the signature, in classic Outlook with the default signature for Replies/forwards.

Why don’t I see my desktop signature in Outlook on the web or on my phone?

Each Outlook version has its own settings. Classic Outlook stores signatures on the device; only default signatures of Microsoft 365 and Outlook.com mailboxes reach the mailbox (and the web). The mobile app always has its own signature.

How do I add a logo to my Outlook signature?

The easiest way is to copy the whole signature in the generator with “Copy signature” and paste it; the logo loads from a public web address. In classic Outlook you can also insert an image with the Image button in the Signatures and Stationery dialog. Uploading images straight to ProSignify is coming. Until then, enter the address (URL) of an image that is already public, for example on your website, in the generator.

Can I paste HTML code as my Outlook signature?

Microsoft’s help describes pasting a formatted signature (text, links, images), not pasting HTML code. Use “Copy signature” in the generator and paste the result into the signature box.

Sources

Official pages this guide relies on (checked 10/2026).

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