Outlook & Email
Setting Up an Email Signature
This guide shows you how to create an email signature in Outlook — the sign-off that appears automatically at the bottom of every email you send — in both the web version and the desktop app.
Time needed
10 minutes
Platform
Microsoft 365
Guide steps
3 clear sections
Before you begin
Your work email is working and you are signed in to Outlook. Check with your IT team or manager whether your organisation has a required signature template to use.
Follow along
Step-by-step guide
Create a signature in Outlook on the web (portal.office.com)
- Instruction 1: Open a browser and go to portal.office.com. Click the Outlook tile to open Outlook on the web.
- Instruction 2: Click the Settings cog icon in the top-right corner.
- Instruction 3: Click View all Outlook settings at the bottom of the settings panel.
- Instruction 4: Go to Mail > Compose and reply.
- Instruction 5: Under Email signature, click in the text box and type your signature. A basic format is: Your Name, Job Title, Company Name, Phone Number, Website (if applicable).
- Instruction 6: Use the formatting toolbar above the text box to apply bold, adjust font size, or add a company logo if required.
- Instruction 7: Under Select default signature, choose your signature in the New messages dropdown and the Replies/forwards dropdown.
- Instruction 8: Click Save. Your signature will now appear automatically in new emails.
Action map
Create a signature in Outlook on the web (portal.office.com)
- 01
Open a browser and go to portal.office.com. Click the Outlook tile to open Outlook on…
- 02
Click the Settings cog icon in the top-right corner.
- 03
Click View all Outlook settings at the bottom of the settings panel.
Visual guide
Use this visual action map alongside the written instructions above.
Open Outlook help & learning for Setting Up an Email SignatureCreate a signature in Outlook desktop app (Windows)
- Instruction 1: Open the Outlook desktop app.
- Instruction 2: Click File in the top-left, then click Options.
- Instruction 3: In the Outlook Options window, click Mail, then click the Signatures button.
- Instruction 4: In the Signatures and Stationery window, click New. Give the signature a name (e.g. 'Work').
- Instruction 5: Type your signature in the text box at the bottom. Use the toolbar to format it.
- Instruction 6: Under Choose default signature, set your account, New messages, and Replies/forwards to your new signature.
- Instruction 7: Click OK twice to save.
Create a signature in Outlook desktop app (Mac)
- Instruction 1: Open the Outlook desktop app on your Mac.
- Instruction 2: Click Outlook in the menu bar, then click Preferences.
- Instruction 3: Click Signatures.
- Instruction 4: Click the + button to add a new signature. Give it a name.
- Instruction 5: Type and format your signature in the text area on the right.
- Instruction 6: Set the signature as the default for New messages and Replies/forwards using the dropdowns.
- Instruction 7: Close the Preferences window — changes save automatically.
Quick fixes
Troubleshooting
My signature is not appearing in new emails
Check that you set the signature as the default for 'New messages' in the signature settings, not just created it. Open the settings again and confirm both dropdowns are set.
The signature looks different on my phone
The Outlook mobile app has its own signature setting. Open the Outlook app on your phone, tap your profile picture, tap Settings, tap your account, then tap Signature to set one for mobile replies.
Still need a hand?
Our support team can help with Microsoft 365.
Tell us where you got stuck and what you see on screen.