How to Set Up Your Email Signature in Outlook

Outlook / Email signature email Outlook setup format By Kerry · Updated 03/04/26 10:41 PM
A professional email signature should appear automatically on every email you send. Here's how to set one up in Outlook.

For Outlook Desktop (Windows):

1. Open Outlook and go to File > Options > Mail > Signatures
   (Or click New Email, then go to the Message tab > Signature > Signatures)

2. Click New and give your signature a name (e.g. "Standard")

3. In the Edit Signature box, type your signature. A typical professional signature includes:
   - Your full name
   - Your job title
   - Company name
   - Phone number
   - Email address
   - Website (optional)

4. Format the text using the formatting toolbar — match your company's font and colors

5. Under "Choose default signature":
   - Set "New messages" to your signature name
   - Set "Replies/forwards" to your signature (or leave as None if you prefer not to show it on replies)

6. Click OK

For Outlook on the Web (outlook.office.com):

1. Click the gear icon (Settings) in the top right
2. Search for "Signature" in the settings search bar, or go to Accounts > Signatures
3. Click "+ New signature"
4. Type your signature and format it
5. Under "Select default signatures," choose it for new messages and/or replies

Tips:
- Keep signatures concise — long signatures with large images can trigger spam filters
- Avoid attaching your logo as an embedded image inside the signature if possible — it adds to email size
- If you need a company-wide signature applied to all users, contact us — this is done at the admin level

To add a signature manually to a single email:
In the message composition window, go to Insert > Signature and choose from your saved signatures.