# How to add or change a signature in Outlook

Steps for every version of Outlook, plus fixes when your signature does not show.

- Category: Digital business cards
- Reading time: 7 min read
- HTML: https://www.connectmachine.ai/blog/how-to-add-signature-in-outlook/

Which steps you need depends on which Outlook you use. This guide covers each version: the new Outlook for Windows, Outlook on the web and Outlook.com, classic Outlook (including Outlook 365 desktop), Outlook for Mac, and the Outlook mobile app. The steps follow <a href="https://support.microsoft.com/en-us/outlook/mail/how-to-add-and-change-an-email-signature-in-outlook">Microsoft's support guide</a>, checked 26 October 2026.

**Quick answer: how do I add a signature in Outlook?**

To add a signature in the new Outlook or Outlook on the web, go to Settings > Accounts > Signatures, click Add signature, name it, type your signature and click Save. In classic Outlook for Windows, open a new email and go to Message > Signature > Signatures.

## Where signatures live in each version of Outlook

**Where to find signature settings in each version of Outlook**

| Outlook version | Where signatures live |
| --- | --- |
| New Outlook for Windows | Settings > Accounts > Signatures |
| Outlook on the web and Outlook.com | Settings > Accounts > Signatures |
| Classic Outlook for Windows | Message > Signature > Signatures, or File > Options > Mail > Signatures |
| Outlook for Mac | Outlook > Settings > Signatures |
| Outlook app on iPhone and Android | Settings > Signature |

## How to add a signature in the new Outlook and Outlook on the web

These steps work for the new Outlook for Windows, Outlook on the web and Outlook.com.

1. Open <strong>Settings</strong> (the gear icon).

2. Go to <strong>Accounts > Signatures</strong>.

3. If you have more than one account, choose the account the signature is for.

4. Click <strong>Add signature</strong> and give it a name.

5. Type your signature and format it with the toolbar.

6. Under the editor, choose whether to use it for new messages, for replies and forwards, or both.

7. Click <strong>Save</strong>.

For a signature with a logo, photo and social icons, design it in our <a href="/tools/email-signature/">free email signature generator</a>, copy it, and paste it into the editor in step 5.

To insert a signature by hand while you write, go to the <strong>Message</strong> tab, click <strong>Signature</strong> and pick one.

If you use a Microsoft account with both the Outlook app and Outlook on the web, Microsoft says to create your signature in both.

## How to change your signature in the new Outlook

1. Go to <strong>Settings > Accounts > Signatures</strong>.

2. Choose the signature and click <strong>Edit signature</strong>.

3. Make your changes and click <strong>Save</strong>.

## How to add a signature in classic Outlook for Windows

Classic Outlook is the desktop app that comes with Microsoft 365 (often called Outlook 365).

1. Open a new email.

2. On the <strong>Message</strong> menu, click <strong>Signature > Signatures</strong>.

3. Under <strong>Select signature to edit</strong>, click <strong>New</strong> and type a name.

4. Under <strong>Edit signature</strong>, type and format your signature.

5. Under <strong>Choose default signature</strong>, pick the email account, then the signature for <strong>New messages</strong> and for <strong>Replies/forwards</strong>.

6. Click <strong>OK</strong>.

The signature is not added to the email you opened in step 1. Close it and open a new one to see it.

## How to change or edit a signature in classic Outlook and Outlook 365

1. Go to <strong>File > Options > Mail > Signatures</strong>.

2. Click the signature you want to change.

3. Edit it in the box below, click <strong>Save</strong>, then <strong>OK</strong>.

### Add a logo or image in classic Outlook

In the signature editor, click the <strong>Image</strong> icon and choose your file. To resize it, right-click the image, choose <strong>Picture > Size</strong>, and keep <strong>Lock aspect ratio</strong> ticked so it does not stretch.

Classic Outlook stores signatures on the computer, not in your account. If you move to a new computer, you need to set the signature up again.

## How to add a signature in Outlook for Mac

1. In the menu bar, go to <strong>Outlook > Settings</strong>.

2. Click <strong>Signatures</strong>.

3. Click <strong>+</strong> to add a signature and give it a name.

4. Type your signature in the editor. Use <strong>See more items</strong> (…) to add pictures, links or tables.

5. Close the window to save.

To set a default, go back to <strong>Signatures</strong> and use <strong>Set default signature</strong> to pick one for each account, <strong>For new messages</strong> and <strong>For replies/forwards</strong>. To insert one by hand, click <strong>Signature</strong> on the ribbon while you write.

## How to add a signature in the Outlook app on iPhone and Android

1. Open the Outlook app and go to <strong>Settings</strong>.

2. Under <strong>Mail</strong>, tap <strong>Signature</strong>.

3. Type your signature. If you have more than one account, turn on <strong>Per Account Signature</strong> to set one for each.

The app keeps its own signature, separate from the one on your computer, so set it up here too.

## Outlook signature not showing? Common fixes

### No signature on new emails

A signature only appears on its own if it is set as the default. Check the default settings for your account in the steps above.

### The signature is gone after switching to the new Outlook

Classic Outlook saves signatures on your computer, so they may not carry over. Check for it, and if it is missing, create it again in <strong>Settings > Accounts > Signatures</strong>.

### The signature is right on one account but missing on another

Signatures and defaults are set per account. Choose the other account in the signature settings and set a default for it too.

### Images show up as attachments

This usually comes from the way the signature was pasted. Microsoft notes that VML code in a signature can cause it. Our tool page covers this in its FAQ: see the <a href="/tools/email-signature/">free email signature generator</a>.

## Add your digital business card to your Outlook signature

A link or QR code to your digital business card lets people save your details in one tap. Our guide on <a href="/blog/how-to-add-a-digital-business-card-to-your-email-signature/">adding a digital business card to your email signature</a> shows how.

Using Gmail too? See <a href="/blog/how-to-add-signature-in-gmail/">how to add a signature in Gmail</a>. For layouts to copy, browse our <a href="/blog/email-signature-examples/">email signature examples and templates</a>.

[Make your free signature](/tools/email-signature/)

<em>Microsoft and Outlook are trademarks of the Microsoft group of companies. ConnectMachine is not affiliated with Microsoft.</em>

## Frequently asked questions

### Where is the signature setting in the new Outlook?

Go to Settings, then Accounts, then Signatures. The same path works in Outlook on the web and Outlook.com.

### How do I edit my signature in Outlook 365?

In the classic Outlook desktop app, go to File, Options, Mail, Signatures. Pick the signature, edit it, click Save and then OK. In the new Outlook, go to Settings, Accounts, Signatures, and click Edit signature.

### Can I have a different signature for each email account in Outlook?

Yes. Every version of Outlook lets you set signatures and defaults per account. In the mobile app, turn on Per Account Signature.

### Does my Outlook signature sync between my computer and phone?

No. Set it up separately in the Outlook mobile app. Classic Outlook also stores signatures on the computer, so a new computer needs them set up again.

### Why did my signature disappear when I moved to the new Outlook?

Classic Outlook stores signatures on your computer, so they may not carry over to the new Outlook. Create it again under Settings, Accounts, Signatures.

## Design your Outlook signature in minutes

Pick a template, add your details, then paste it into Outlook.

[Make your free signature](/tools/email-signature/)