Create and add an email signature in Outlook (2024)

Outlook Mail

Compose or reply

  • Create an email message
  • Suggested recipients
  • Show Bcc
  • Use @mentions
  • Add attachments
  • Check spelling
  • Add a reaction
  • Dictate emails

Send, forward, or save

  • Out of office replies
  • Delay or schedule
  • Recall a message
  • Automatic forwarding
  • Read receipt
  • Save a file or draft
  • Manual sync
  • Open or save attachment
  • Open .eml, .msg, and .oft files

Organize folders and favorites

  • Create a folder
  • Search folders
  • Move or copy an item
  • Change folder order
  • Use Favorites
  • Archive
  • Recover deleted items

Organize using rules

  • Manage messages with rules
  • Stop processing rules
  • Auto forward messages
  • Import or export rules
  • Troubleshoot broken rules
  • Use conditional formatting

Personalize and automate

  • Create a signature
  • Assign color categories
  • Automate with Quick Steps

Customize your view

  • Use dark mode
  • Change default font
  • Change message list display
  • Use list view
  • Use Focused Inbox
  • View as conversations
  • Filter and sort messages
  • Show number of messages

Teams in Outlook

  • Chat with recipients
  • Share an email
  • Status in Outlook

Security

  • Phishing and suspicious behavior
  • Blocked senders
  • Protected messages
  • Open a protected message

More help

  • Calendar, People and more

Outlook for Microsoft 365 Outlook 2024 Outlook 2021 Outlook 2019 Outlook 2016 Office for business Office 365 Small Business Microsoft 365 admin Outlook on the web Outlook.com New Outlook for Windows Outlook on the web for Exchange Server 2016 Outlook on the web for Exchange Server 2019 More...Less

InOutlook, you can create one or morepersonalized signatures for your email messages. Your signature can include text, links, pictures, and images (such as your handwritten signature or a logo).

Start guided support

Or, select a tab option below forthe version of Outlook you're using.
What version of Outlook do I have?

New OutlookClassic OutlookOutlook on the webOutlook.com

Note:If the steps under this New Outlook tab don't work, you may notbe using new Outlook for Windows yet. Select Classic Outlookand follow those steps instead.

Create and add an email signature

  1. On the View tab, select View Settings.

  2. Select Accounts > Signatures.

  3. SelectNew signature, then give it a distinct name.

  4. In the editing box below the new name,type your signature, then format it with the font, color, and styles toget the appearance you want.

  5. Select Save when you're done.

  6. With your new signature selected from the list above the editing box, go toSelect default signatures andchoose whether to apply the signature to new messages and to replies and forwards.

  7. Select Save again.

Note:If you have a Microsoft account, and you use Outlook and Outlook on the web or Outlook on the web for business, you need to create a signature in both products.

Create your signature and choose when Outlook adds a signature to your messages

If you want to watch how it's done, you can go directly tothe video below.

  1. Open a new email message.

  2. On the Message menu, select Signature > Signatures.

    Depending on the size of your Outlook window and whether you're composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations.

    Create and add an email signature in Outlook (1)Create and add an email signature in Outlook (2)
  3. Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.

  4. Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to create and format your signature text, then copy and paste itinto the Edit signature box. You can also use a pre-designed templateto create your signature. Download the templates in Word, customize with your personal information, and then copy and paste into the Edit signature box.

    Create and add an email signature in Outlook (3)

    Notes:

    • You can add links and images to your email signature, change fonts and colors, and justify the text using the mini formatting bar under Edit signature.

    • You can also add social media icons and links in your signature or customize one of our pre-designed temlates. For more information, see Create a signature from a template.

    • To add images to your signature, see Add a logo or image to your signature.

  5. Under Choose default signature, set the following options.

    In the E-mail account drop-down box, choose an email account to associate with the signature. You can have different signatures for each email account.

    You can havea signature automatically added to all new messages. Go to in the New messages drop-down box andselect one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This option does not add a signature to any messages you reply to or forward.

  6. You can select to have your signature automatically appear in reply and forward messages. IntheReplies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none).

    Create and add an email signature in Outlook (4)

  7. Choose OK to save your new signature and return to your message. Outlook doesn't add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You'll have to add the signature manually to this one message. All future messages willhave the signature added automatically.To add the signature manually, select Signature from the Message menu and then pick the signature you just created.

Add a logo or image to your signature

If you have a company logo or an image to add to your signature, use the following steps.

  1. Open a new message and then select Signature > Signatures.

  2. In the Select signature to edit box, choose the signature you want to add a logo or image to.

  3. Select the Image icon Create and add an email signature in Outlook (5), locate your image file, and select Insert.

  4. To resize your image, right-click the image, then choose Picture. Select the Size tab and use the options to resize your image. To keep the image proportions, make sure to keep the Lock aspect ratio checkbox checked.

  5. When you're done, select OK, then select OK again to save the changes to your signature.

Insert a signature manually

If you don't choose to insert a signature for all new messages or replies and forwards, you can still insert a signature manually.

  1. In your email message, on the Message tab, select Signature.

  2. Choose your signature from the fly-out menu that appears. If you have more than one signature, you can select any of the signatures you've created.

See how it's done

Create and add an email signature in Outlook (6)

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Note:Outlook on the web is the web version of Outlook for business users with a work or school account.

Automatically add a signature to a message

You can create an email signature that you can add automatically to all outgoing messages or add manually to specific ones.

  1. Select Settings at the top of the page.

  2. Select Mail >Compose and reply.

  3. Under Email signature, type your signature and use the available formatting options to change its appearance.

  4. Select the default signature for new messages and replies.

  5. Select Save when you're done.

Manually add your signature to a new message

If you've created a signature but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

  1. In a new message or reply, type your message.

  2. On the Inserttab, select Create and add an email signature in Outlook (7)Signature.

  3. If you created multiple signatures, choose the signature you want to use for your new message or reply.

  4. When your email message is ready, choose Send.

Note:Outlook.com is the web version of Outlook for users signing in with a personal Microsoft account such as an Outlook.com or Hotmail.com account.

Automatically add a signature to a message

You can create an email signature that you can add automatically to all outgoing messages or add manually to specific ones.

  1. Select Settings at the top of the page.

  2. Select Mail >Compose and reply.

  3. Under Email signature, type your signature and use the available formatting options to change its appearance.

  4. Select the default signature for new messages and replies.

  5. Select Save when you're done.

Manually add your signature to a new message

If you've created a signature but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

  1. In a new message or reply, type your message.

  2. On the Inserttab, select Create and add an email signature in Outlook (8)Signature.

  3. If you created multiple signatures, choose the signature you want to use for your new message or reply.

  4. When your email message is ready, choose Send.

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