Your email signature is one of the most-seen pieces of your brand — it goes out on every message, to every client, every day. Here's how to set one up properly in Outlook, whichever version you're using.

Outlook for Windows (Classic)

1. Open Outlook and click File in the top-left corner.
2. Click Options, then select Mail from the left-hand list.
3. Click the Signatures... button.
4. Click New, give the signature a name (e.g. "Work Signature"), and click OK.
5. Type and format your signature in the edit box — you can set the font, add your logo or headshot with the image icon, and add a hyperlink for your phone number, website, or booking link.
6. Under Choose default signature, set this signature for your account under both New messages and Replies/forwards if you want it added automatically every time.
7. Click OK to save.

New Outlook / Outlook on the Web

1. Click the gear icon (Settings) in the top-right corner.
2. Go to Mail > Compose and reply.
3. Type your signature in the box, using the formatting toolbar for bold, links, and images.
4. Turn on Automatically include my signature on new messages I compose and Automatically include my signature on messages I forward or reply to if you want it added every time.
5. Click Save.

Outlook Mobile App

1. Tap your profile icon or the hamburger menu, then tap the gear icon for Settings.
2. Select your account, then tap Signature.
3. Turn on Use signature and enter your text. Mobile signatures are typically plain text only — save logos and rich formatting for desktop and web.

Common Questions

Can I have more than one signature?

Yes, in Outlook desktop and on the web you can create multiple signatures and choose a different default for new messages versus replies — handy if you want a shorter signature for back-and-forth threads.

Why doesn't my signature show up on my phone?

Outlook desktop, web, and mobile each store their signature separately — setting one up on your computer does not automatically add it to the mobile app. You'll need to add it in each place you send email from.

My signature looks different to the person I sent it to. Why?

If a recipient's email client only displays plain text, formatting, images, and links can be stripped out. Keep your signature layout simple and avoid relying on complex tables or embedded images if this happens often.