How to create and add a signature to emails in Outlook

Arif Bacchus

Updated on:

password protect emails in Outlook

Emailing is the core of every business, and adding a signature to your emails can make you look a bit more professional. In our latest Office 365 guide, we’ll be taking a look at how you can do just that, and in just a few steps.

It’s worth noting, though, that you can add signatures to your emails in both dedicated Outlook app or If you do so, you’ll need to create and use email signatures in both versions, as the signature doesn’t sync with your account. Our guide will cover both.

Creating a signature in Outlook

To create a signature in the desktop version of Outlook, you’ll want to first open an email as if you were replying to it. You can then head to the Message menu, select Signature, and then choose Signatures. Next, look under Select signature to edit, and choose New. 

In the New Signature dialogue box, you can type a name for the signature. Then, under Edit signature, you can change your signature accordingly. There are fonts, font colors, and sizes, as well as text alignment options you can choose from. You also can create multiple signatures, and choose one when emailing via the Signature menu from the Message tab.

If you want a signature that is more stylish, you can craft it up in Microsoft Word, and paste it into the Edit Signature box. You also can use a signature template from Microsoft. If you’re truly stylish, you also can add an image or company logo to your signature. Simply look for the image icon on the far right of the window, next to where it says, Business Card. You can then click the button to choose and insert and finally resize your image by right-clicking the image itself. Once you’re satisfied, you can save the signature by pressing OK. 

There are also additional options for your signature. You can choose an email account to associate your signature with and set a default signature if you want. You can do this by opening up the signatures options from the step above, and choosing the email account under the choose default signature menu. You also can choose a specific signature to use when writing new email messages or replying and forwarding messages from here too.

Creating a signature in Outlook on the web

To create a signature in Outlook for the web, you’ll first need to go to Settings in the top right corner of the screen. After that, you’ll need to click in View all Outlook Settings and choose Compose and reply. You should then see an email signature option. From here, you can type the signature and use the formatting options to change its appearance.

The options should be similar to Outlook on the desktop. You’ll be able to insert pictures, change font size and color, insert links, and much more. However, you do have some additional options.

If you want your signature to appear at the bottom of all new email messages that you compose, you can select the Automatically include my signature on new messages I compose check box. And, if you want your signature to appear on messages that you forward or reply to, select the Automatically include my signature on messages I forward or reply to check box. Once you’re done, you can press save. Again, these options are similar to the Outlook desktop experience.

In the event that you didn’t choose to add your signature to all outgoing messages, you can still do so manually. You can check this by going to your mailbox and choosing New Message. You can then type out your message and choose Insert Signature at the bottom of the compose page.

What will you do with Outlook?

Adding a signature is just one of the many things you can do in Outlook. We’ve previously explained how you could translate emails in the Outlook app, and how you can add your Gmail and Google Drive accounts to Some other topics we’ve covered include tips and tricks for the Outlook Calendar, as well as managing contacts. Keep it tuned to OnMSFT for all your Office 365 news and information.