How to add a signature in Outlook (new, classic and web)

In new Outlook for Windows, select Settings, then Accounts, then Signatures, and select Add signature. Type your signature, tick where it should apply, and select Save. Classic Outlook uses the Message menu instead, and Outlook on the web follows the new Outlook path.

Which Outlook are you using?

Windows has two versions, new Outlook and classic Outlook, and Outlook on the web has its own menus. If the steps for new Outlook do not match your screen, you are probably in classic Outlook. Microsoft's article says the same: if the new Outlook steps do not work, you may not be using new Outlook yet. Outlook for Mac has its own menus, so use the Outlook for Mac guide for that.

Add a signature in new Outlook for Windows

1. Select Settings (the gear icon).
2. Select Accounts, then Signatures.
3. If you have more than one account, choose the account this signature belongs to.
4. Select Add signature and give it a name, such as "Work".
5. Type your signature in the editing box and format it there.
6. Under the box, tick the checkbox for new messages, the checkbox for replies and forwards, or both. Leave both empty if you want to insert the signature by hand.
7. Select Save.

To add the signature to a message you are writing, select New mail, then on the Message tab, in the Insert group, select Signature.

Add a signature in classic Outlook for Windows

1. Open a new message.
2. On the Message menu, select Signature, then Signatures.
3. In the E-mail account list, choose the account.
4. Under Select signature to edit, select New, and name the signature in the New Signature box.
5. Type the signature under Edit signature.
6. Under Choose default signature, pick a signature in the New messages list and another in the Replies/forwards list. Leave either one at (none) if you do not want it.
7. Select OK.

A message that is already open does not receive the new default. Insert the signature with Signature on the Message menu.

Add a signature in Outlook on the web

1. Select Settings (the gear icon) at the top of the page.
2. Select Accounts, then Signatures.
3. Select Add signature, name it, and type it in the editing box.
4. Tick the boxes at the bottom for new messages and for replies and forwards, or leave them empty.
5. Select Save.

Microsoft advises that if you use Outlook and Outlook on the web with a Microsoft account, you create the signature in both.

Change or remove a signature later

• New Outlook and Outlook on the web: select Settings, then Accounts, then Signatures. Select the pencil icon next to the signature, make your changes, and select Save.
• Classic Outlook: select File, then Options, then Mail, then Signatures. Select the signature, edit it under Edit signature, then select Save and OK.

When the signature does not appear

New messages get no signature. The default checkbox (new Outlook and the web) or the Choose default signature list (classic) is empty. Set it, then send a test message to yourself.

Replies get one signature and new messages get another, or none. The two defaults are separate settings. The replies guide covers how to split them.

The signature is missing on another computer. Microsoft says that classic Outlook stores signatures on the device where they were created, and they may not be available on other devices. Create the signature on each computer you use.

Meeting invitations have no signature option. In a Microsoft Q&A thread, users report that new Outlook has no signature option for meeting invitations, and the accepted answer covers only messages. Microsoft's signature article does not cover invitations, so treat this as a user report, not a confirmed limit.

Images or spacing break after you paste. Copy the signature again and check every image before you send. The guide to copying an Outlook signature to new Outlook covers the paste step in detail.

How Sendoff handles this

Build the signature in the free email signature generator, then use Copy signature to put formatted content on the clipboard. Paste it into the editing box in the steps above. Images are hosted on a public HTTPS address, not embedded in the message. If you manage signatures for a team, the Outlook integration page explains how to set one up for everyone.

Sources

• Microsoft Support: How to add and change an email signature in Outlook
• Microsoft Q&A (community): New Outlook, I cannot find an option to insert signature