How to Add Signature in Outlook: A Step-by-Step Guide

Adding a signature to your Outlook emails is a simple way to add a personal touch and professional flair to your communications. In just a few steps, you can have a customized signature automatically added to all your outgoing messages.

Step by Step Tutorial on How to Add Signature in Outlook

Before we dive into the steps, let’s talk about what we’re aiming for. A signature in Outlook is a block of text that is automatically added to the end of your email messages. It often includes your name, contact information, and sometimes a company logo or a favorite quote.

Step 1: Open Outlook Options

Open the Outlook app and click on ‘File’ in the top left corner, then select ‘Options’.

This will open a new window where you can customize various settings for Outlook.

Step 2: Select Mail

In the Outlook Options window, click on ‘Mail’ in the left-hand menu.

This will bring up settings related to sending and receiving emails.

Step 3: Click on Signatures

Under the ‘Compose messages’ section, you’ll see a button for ‘Signatures’. Click on that.

This will open the Signatures and Stationery window where you can create and edit your signatures.

Step 4: Create New Signature

In the Email Signature tab, click on ‘New’, then type a name for your signature.

This name is just for your reference to distinguish between different signatures you may create.

Step 5: Customize Your Signature

Type your desired signature text in the edit box. You can also format the text and add images or links if you wish.

Get creative! Your signature is a reflection of you and your brand.

Step 6: Set Default Signatures

Choose which email account to attach your signature to and if you want it to appear on new emails, replies, or both.

You can have different signatures for different email accounts or scenarios.

Step 7: Save and Close

Click ‘OK’ to save your signature, then click ‘OK’ again in the Outlook Options window to close it.

Your new signature is now set up and ready to go!

After completing these steps, your new signature will automatically appear at the bottom of your emails when you compose a new message, reply, or forward an email. It’s a great way to leave a lasting impression on your recipients.

Tips on How to Add Signature in Outlook

  • Keep your signature relatively short and to the point. No one wants to scroll through a long signature!
  • Make sure your signature looks good on both desktop and mobile devices.
  • If you include an image, make sure it’s hosted online and linked in the signature rather than embedded, to avoid it being blocked by email providers.
  • Update your signature regularly, especially if your contact information changes.
  • Test your signature by sending an email to yourself to make sure everything looks right.

Frequently Asked Questions

How do I add a logo to my signature in Outlook?

You can add an image by clicking on the image icon in the signature edit box and uploading or linking to your logo.

Can I have different signatures for different email accounts?

Yes, you can set a different signature for each email account you have connected to Outlook.

Can I create a signature on the Outlook mobile app?

The process may vary slightly, but you can create and modify signatures in the app settings.

Why isn’t my signature appearing on my emails?

Make sure you’ve set the signature as the default for new emails and replies under the Email Signature settings.

Can I include hyperlinks in my signature?

Yes, you can add hyperlinks to text or images in your signature by using the link button in the signature edit box.


  1. Open Outlook Options
  2. Select Mail
  3. Click on Signatures
  4. Create New Signature
  5. Customize Your Signature
  6. Set Default Signatures
  7. Save and Close


In this digital age, your email signature is often the equivalent of your business card. It’s a snippet of your identity that can help build recognition and trust with your email recipients. Adding a signature in Outlook not only adds a professional touch to your messages but also provides recipients with your contact information at a glance. By following the steps outlined in this article, you can create a personalized signature that resonates with your personal brand or company image. Don’t underestimate the power of a well-crafted signature; it could be the detail that sets you apart in a sea of emails. So go ahead, give it a try and see how it transforms your email communications!

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