How to Add or Change an Email Signature in Outlook (2026 Guide)

To add a signature in new Outlook or Outlook on the web: click Settings (the gear icon) → Accounts → Signatures → New signature, give it a name, design your signature, choose your defaults for new emails and replies, and click Save. In classic Outlook for Windows, it lives under File → Options → Mail → Signatures.

Outlook is really several apps that look alike, and the signature setting sits in a different place in each one. Below is the exact path for every version people are using in 2026, plus how to add a logo and how to keep signatures consistent when you’re responsible for more than just your own.

First, which Outlook are you using?

There are four common versions, and the steps differ:

Version	How to tell	Where signatures live
New Outlook for Windows	Toggle labeled “New Outlook” in the top-right	Settings → Accounts → Signatures
Classic Outlook for Windows	Traditional ribbon with File menu	File → Options → Mail → Signatures
Outlook on the web	You’re in a browser at outlook.office.com	Settings → Accounts → Signatures
Outlook for Mac	The macOS app	Outlook menu → Settings → Signatures

If you’re not sure, look for the New Outlook toggle in the upper-right corner. New Outlook and the web version share the same layout, so the steps below cover both at once.

New Outlook and Outlook on the web

1. Click the gear icon (Settings) in the top-right corner.
2. Go to Accounts → Signatures.
3. Click New signature and give it a name (e.g. “Main”).
4. Build your signature in the editor. Use the toolbar to add formatting, a link, or an image.
5. Under Select default signatures, choose one for New messages and one for Replies/forwards.
6. Click Save.

Your signature now applies automatically to the accounts and message types you selected.

Classic Outlook for Windows

1. Open Outlook and go to File → Options.
2. Select Mail in the left panel, then click the Signatures… button.
3. Click New, name your signature, and click OK.
4. Type or paste your signature into the Edit signature box.
5. On the right, set the New messages and Replies/forwards defaults per email account.
6. Click OK to save.

A quicker route: start a new email, then on the ribbon click Insert → Signature → Signatures… to open the same window.

Outlook for Mac

1. Open Outlook and click Outlook → Settings in the menu bar.
2. Click Signatures.
3. Click the + button to add a signature and name it.
4. Design it in the editor on the right.
5. Use the Choose signature dropdowns to set defaults for new messages and replies.

Outlook on iPhone and Android

The mobile app keeps a separate, plain-text signature:

1. Open the Outlook app and tap your profile icon (top-left).
2. Tap the gear icon (Settings).
3. Under Mail, tap Signature.
4. Replace the default “Get Outlook for iOS/Android” text with your own and tap back to save.

Mobile signatures don’t support logos or rich formatting, so keep the phone version to a few lines of text.

How to add a logo or image to your Outlook signature

In new Outlook, the web, classic Outlook, and Mac, use the image icon in the signature editor’s toolbar to insert a picture from your computer. A few things that save headaches:

• Keep the image under 400px wide and under 100KB so it doesn’t get cropped on mobile or blocked as an attachment. (More on this in our email signature size guide.)
• Use a hosted image URL where possible rather than embedding, so the logo doesn’t show up as a paperclip attachment on the recipient’s side.
• Use PNG for logos with transparency and JPG for photos.

Why your Outlook signature looks different for each person on your team

Here’s the catch with everything above: each of these steps only changes one person’s signature, on one device. If you manage a company, that means every employee is formatting their own signature by hand — different fonts, outdated titles, missing disclaimers, a logo on some and not others. It drifts within weeks.

There’s no native way in Outlook to design one signature and push it to everyone’s account. That’s the gap tools like Firma and dedicated Outlook email signature management fill: an admin designs one on-brand signature, and it deploys across the whole team automatically, so replies and new messages stay consistent without anyone touching their own settings.

If your team runs on Google Workspace instead, the same idea applies — see how to add a signature in Gmail and our guide to managing signatures across a team.

Frequently asked questions

Why is my Outlook signature not showing up? The most common cause is that a default wasn’t set. Reopen the Signatures window and confirm a signature is selected for both New messages and Replies/forwards for the correct account. In classic Outlook, defaults are set per account, so check you picked the right one.

Why doesn’t my signature appear on replies? Outlook lets you set different defaults for new emails versus replies and forwards. Set the Replies/forwards dropdown to your signature (or a shorter reply version) explicitly.

How do I change my existing signature instead of adding a new one? Open the same Signatures window, select the signature from the list, edit it in the box, and save. Edits apply going forward, not to emails you’ve already sent.

Can I have more than one signature in Outlook? Yes. Create as many as you like and switch between them per email using Insert → Signature (classic) or the signature menu in the compose window (new Outlook and web).

How do I set the same signature for everyone in my company? Not through Outlook’s built-in settings — those are per-user. You need a signature management tool that deploys a shared template to every mailbox. That’s exactly what Firma does for teams.