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Create and add an email signature in Outlook for Windows

In Outlook for Windows, you can create one or more personalized signatures for your email messages. Your signature can include text, links, pictures, and images (such as your handwritten signature or a logo).

You can add signatures manually to individual messages, or you can have a signature automatically added to every message that you send.

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If you're not on Outlook for Windows, check which Outlook version you're on, and then proceed accordingly to one of these articles: 

Important: Steps may be different between new and classic Outlook for Windows. To determine which version of Outlook you're using, look for File on the ribbon. If there's no File option, follow the steps under the New Outlook tab. If the File option appears, select the tab for Classic Outlook.

Outlook for Windows signatures

  1. On the View tab, select  View Settings

  2. Select Accounts > Signatures.

  3. Select  New 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 to get 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 to Select default signatures and choose whether to apply the signature to new messages and to replies and forwards.

  7. Select Save again.

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

Important: 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. To create and use email signatures in Outlook on the web, see Create and add an email signature in Outlook.com or Outlook on the web.

If you want to watch how it's done, you can go directly to the 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.

    Select Signature from the Message menu.

    Select Signature with a reply or forward in the reading pane.

  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 it into the Edit signature box. You can also use a pre-designed template to create your signature. Download the templates in Word, customize with your personal information, and then copy and paste into the Edit signature box. 

    Type a new signature to use in your email

    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 have a signature automatically added to all new messages. Go to in the New messages drop-down box and select 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. In the Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none). 

    Type a new signature to use in your email

  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 will have the signature added automatically. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.

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

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See also

Create and add an email signature in Outlook for Mac

Create and add an email signature in Outlook.com

Create and add an email signature in Outlook on the web

Create an email signature from a template

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