How to Set Up an Email Signature in Outlook Print

Overview

This guide walks you through how to create and set up a professional email signature in Microsoft Outlook. Steps are provided for Windows (New and Classic), Mac, and Outlook on the Web.

Part 1 - Outlook for Windows (New Outlook)

New Outlook is the updated version available on Windows 10 and Windows 11. If your Outlook looks modern and simplified, you are likely using New Outlook.

1. Click the Settings (gear icon) in the top right corner
2. Select Accounts > Signatures
3. If you have more than one email account, select the account you want to apply the signature to
4. Click New Signature and give it a name
5. Type and format your signature in the editing box (you can adjust font, color, size, and add images or links)
6. Under Select default signatures, use the dropdowns to set your signature for:
   • New messages - automatically added to all new emails you compose
   • Replies/Forwards - automatically added when replying or forwarding
7. Click Save

Part 2 - Outlook for Windows (Classic Outlook)

Classic Outlook is the traditional desktop version (Outlook 2016, 2019, 2021, and older Microsoft 365 installs). If your Outlook has a traditional ribbon interface, follow these steps.

1. Click File in the top left corner
2. Select Options
3. Click Mail in the left pane
4. Click the Signatures... button under the Compose messages section
5. In the Signatures and Stationery window, click New
6. Type a name for your signature and click OK
7. Type and format your signature in the Edit signature box
8. Under Choose default signature, select your email account and set your signature for:
   • New messages
   • Replies/Forwards
9. Click OK to save

Part 3 - Outlook for Mac

1. Click Outlook in the top menu bar (top left of your screen)
2. Select Settings (or Preferences on older macOS versions)
3. Under the Email section, click Signatures
4. Click the + (plus) button to create a new signature
5. Give your signature a name
6. Click Edit to open the editor and type your signature - you can adjust fonts, colors, add images, and insert hyperlinks
7. Click Save and close the editor window
8. Under Choose default signature at the bottom of the window, configure the following:
   • Account - select the email account to apply this signature to
   • New messages - select your signature from the dropdown
   • Replies/Forwards - select your signature from the dropdown
9. Close the Signatures window when done

Part 4 - Outlook on the Web (OWA)

If you access your email through a browser at outlook.office.com, follow these steps to set up your signature.

1. Sign in at outlook.office.com
2. Click the Settings (gear icon) in the top right corner
3. Select Accounts > Signatures
4. Click New Signature and give it a name
5. Type and format your signature in the editing box
6. Under Select default signatures, use the dropdowns to set your signature for:
   • New messages
   • Replies/Forwards
7. Click Save

Notes

• Signatures do not sync between the Outlook desktop app and Outlook on the Web - you will need to set them up separately in each
• If you have multiple email accounts in Outlook, you must set up a default signature separately for each account
• To manually insert a signature when composing an email, click the Message tab and select Signature, then choose your saved signature from the list
• Your signature can include your name, job title, phone number, company name, website link, and logo