How to Add an Email Signature in Microsoft Outlook

Whether you are applying for a new job, communicating with clients, or simply wanting your personal emails to look more professional, setting up an automatic email signature is an essential step. A well-crafted signature saves you from typing out your name, job title, phone number, and company website at the end of every single message you send.

However, because Microsoft offers multiple different versions of Outlook (the classic desktop app, the “New Outlook” for Windows, and the Outlook web app), finding the exact settings menu to create your signature can be incredibly confusing. This guide covers the exact steps required to set up your email signature across all current versions of Microsoft Outlook.

Best Practices for a Professional Email Signature

Before you dive into the settings menu, it is important to know what makes a good signature. An overly cluttered signature can actually look unprofessional and trigger spam filters.

• Keep it concise: Limit your signature to 3-5 lines of text. Include your full name, job title, company name, and one or two contact methods (like a phone number or LinkedIn profile).
• Use standard fonts: Stick to universal, readable fonts like Arial, Calibri, or Tahoma. Do not use overly decorative or brightly coloured text.
• Avoid large images: While a small company logo or professional headshot is fine, avoid massive image banners. Many email clients block images by default, which can make your signature look broken.
• Exclude your email address: There is no need to type your email address in your signature, as the recipient already has it in the “From” field.

How to Add a Signature in the Classic Outlook Desktop App

If you are using the traditional version of Microsoft Outlook that comes installed with Microsoft 365 or Office 2019/2021, follow these steps:

1. Open the Outlook application on your PC.
2. Click on File in the top-left corner of the ribbon menu.
3. Select Options at the very bottom of the left-hand navigation pane.
4. In the Outlook Options window, click on Mail in the left sidebar.
5. Click the Signatures… button located on the right side of the window.
6. Under “Select signature to edit,” click New, and type a name for your signature (e.g., “Work Profile”).
7. In the “Edit signature” text box at the bottom, type out and format your desired signature. You can use the toolbar to change fonts, insert links, or add a small logo.
8. Crucially, look at the Choose default signature section in the top right. Select your email account, and then choose your new signature for both New messages and Replies/forwards.
9. Click OK twice to save your settings.

How to Add a Signature in the “New Outlook” and Outlook on the Web

Microsoft is actively transitioning users to the “New Outlook” for Windows, which shares an identical interface with the Outlook.com web application. If your Outlook has a simplified ribbon and a more modern design, use this method:

1. Open the New Outlook app or log in to Outlook.com in your web browser.
2. Click the Gear icon (Settings) located in the top-right corner of the window.
3. In the Settings menu, navigate to Accounts > Signatures (or Mail > Compose and reply depending on your exact version).
4. Click + New signature.
5. Type a descriptive name for your signature in the “Edit signature name” box.
6. Use the large text editor box to draft and format your signature.
7. Scroll down to the “Select default signatures” section. Ensure you select your new signature from the dropdown menus for both new messages and replies/forwards.
8. Click the blue Save button at the bottom of the window.

How to Add a Signature in the Outlook Mobile App (iOS and Android)

If you frequently reply to emails from your smartphone, you should replace the default “Get Outlook for iOS” message with a proper mobile signature.

1. Open the Outlook app on your iPhone or Android device.
2. Tap your profile icon (or the Home icon) in the top-left corner to open the side menu.
3. Tap the Gear icon (Settings) at the bottom-left of the menu.
4. Scroll down to the Mail section and tap on Signature.
5. If you have multiple email accounts linked to the app, you can turn on the Per Account Signature toggle to create different signatures for each address.
6. Tap inside the text box, delete the default message, and type your new mobile signature. It is usually best to keep this version even shorter than your desktop signature.
7. Tap the back arrow (or checkmark) to automatically save your changes.

By configuring your signature across all your devices, you ensure that every email you send maintains a consistent and professional appearance, regardless of where you are working from.