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How to add a signature in every version of Outlook

Updated: August 2026

Outlook comes in four flavors (web, new Outlook for Windows, classic Outlook, and mobile) and each hides the signature in a different menu. Let's cover them all.

Outlook Web (outlook.com / Microsoft 365)

  1. Click the gear ⚙️ (top right).
  2. Go to "Account" → "Signatures" (or search "signature" in the settings search box).
  3. Click "+ New signature", name it and paste your signature into the editor.
  4. Below, under "Select default signatures", assign it to new messages and to replies/forwards.
  5. Save.

New Outlook (Windows 11) and classic Outlook

New Outlook: identical to the web: Settings ⚙️ → Account → Signatures. Signatures sync to the cloud with Outlook Web.

Classic Outlook (2016/2019/2021):

  1. File → Options → Mail → "Signatures…" button.
  2. Click "New", name it and paste the signature into the editor.
  3. On the right, pick the account and assign the signature to "New messages" and "Replies/forwards".
  4. Click OK to save.

Tip: generate your signature with our generator, hit "Copy signature" and paste it into Outlook's editor: colors, bold text and links are preserved.

Outlook on mobile

  1. Open the app → your photo/icon → gear ⚙️.
  2. Tap your account → "Signature".
  3. Type the signature (limited formatting) and save.

Company-wide signatures

If you administer Microsoft 365, you can enforce a uniform signature for all mailboxes via Exchange mail flow rules (Exchange admin center → Rules → "Apply disclaimers"). For advanced features (signature under each reply, per-user dynamic fields), dedicated third-party tools exist.

Typical problems

  • Duplicated signature: you have one configured both server-side (web) and in the classic desktop app. Keep only one.
  • Broken formatting when pasting: paste with Ctrl+V straight from the generator; avoid routing the signature through Word, which injects its own markup.
  • No signature on phone emails: the mobile app has its own independent signature; see the step above.

💡 Try it yourself: use our Email signature generator — free, no sign-up, no watermarks.

Frequently asked questions

Why are my signatures different in Outlook web and desktop?

Classic Outlook stores signatures locally on your computer, while the web and new Outlook store them in the cloud. Configure both, or switch to the new Outlook to keep them in sync.

Can the signature be added automatically to every email?

Yes: when creating the signature, set it as default for "New messages" and for "Replies/forwards". Outlook will insert it on its own from then on.

How do I add a logo to my Outlook signature?

In the signature editor, use the image icon to insert the logo. Keep essential information as text in case the recipient blocks images.

Does Outlook accept raw HTML in signatures?

The editor has no "paste as HTML code" mode, but it accepts rendered HTML pasted from the clipboard — which is exactly what our generator's "Copy signature" button provides, so it works perfectly.

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