Quick answer: to create an email signature in the new Outlook for Windows or Outlook on the web:
- Select Settings (gear icon) › Accounts › Signatures.
- Select Add signature, give it a name, type and format your signature.
- Use the checkboxes to add it automatically to new messages and/or replies and forwards.
- Select Save.
In classic Outlook, open a new email and go to Message › Signature › Signatures › New.
Independent guide: les-imprimantes.com is not affiliated with Microsoft. Steps are based on Microsoft Support and checked on our own accounts.
Sommaire
- Which version of Outlook do you have?
- Create a signature in the new Outlook for Windows
- Create a signature in Outlook on the web and Outlook.com
- Create a signature in classic Outlook for Windows
- Start from a ready-made template
- Create a signature in Outlook for Mac
- Create a signature in Outlook mobile
- What to put in a professional signature
- Add a logo or image
- Use several signatures
- Signature problems and fixes
- Related guides on les-imprimantes.com
- Frequently asked questions
Which version of Outlook do you have?
Outlook exists in several versions, and the signature steps differ. Here’s how to tell them apart:
| Version | How to recognize it | Go to |
|---|---|---|
| New Outlook for Windows | Modern look, gear icon at the top right, a “New Outlook” toggle may appear | New Outlook |
| Classic Outlook for Windows | Ribbon with a File tab (Microsoft 365, Outlook 2021, 2019…) | Classic Outlook |
| Outlook on the web / Outlook.com | Opened in a browser (outlook.com or outlook.office.com) | Outlook on the web |
| Outlook for Mac | Outlook menu at the top of the Mac screen | Mac |
| Outlook mobile | App on iPhone or Android | Mobile |
Create a signature in the new Outlook for Windows
- Select Settings (gear icon).
- Select Accounts › Signatures.
- If you have several accounts, choose the account for this signature.
- Select Add signature (+), and give it a distinct name (for example “Work” or “Short reply”).
- Type your signature in the editing box and format it: font, size, color, bold, links.
- Below, choose whether to add it automatically to new messages and to replies and forwards. Leave them unticked to insert it manually.
- Select Save.
Insert it manually: in a new email, go to the Message tab › Insert group › Signature, and pick one. Edit it later: Settings › Accounts › Signatures › pencil icon.
Source: Microsoft Support – How to add and change an email signature in Outlook.
Create a signature in Outlook on the web and Outlook.com
Outlook on the web uses the same interface as the new Outlook for Windows:
- Sign in at outlook.com (personal account) or outlook.office.com (work or school account).
- Select Settings (gear icon) › Accounts › Signatures.
- Create and save your signature as described above.
Menu names may differ slightly depending on your account type and updates.
Create a signature in classic Outlook for Windows
- Open a new email message.
- On the Message tab, select Signature › Signatures. (Or: File › Options › Mail › Signatures.)
- In E-mail account, choose the account.
- Under Select signature to edit, select New, type a name, then OK.
- Type and format your signature in Edit signature.
- Under Choose default signature, select it for New messages and/or Replies/forwards.
- Select Save, then OK.
Source: Microsoft Support – Create an email signature in Outlook.
Start from a ready-made template
Microsoft provides signature templates you can edit in Word:
- In Word, go to File › New and search for Email signature. Open a template (select Enable Editing if it opens in Protected View).
- Replace the text, photo or logo and social links with yours. To swap an image: right-click › Change Picture. To update a link: right-click › Edit Hyperlink.
- Select the whole signature and copy it.
- Paste it into a new Outlook signature (new or classic Outlook) and save.
Source: Microsoft Support – Create an email signature from a template.
Create a signature in Outlook for Mac
- In the menu bar, select Outlook › Settings (or Preferences), then Signatures.
- Select + to add a signature, name it and type the content.
- Choose the default signature for new messages and replies for each account.
Microsoft publishes a separate support article for Mac; menu names can vary by version.
Create a signature in Outlook mobile
- Open the Outlook app, tap your profile picture, then the Settings gear.
- Tap Signature.
- Type your signature. You can use one signature for all accounts or one per account.
Mobile signatures are simple text and are set separately from your computer’s signature.
What to put in a professional signature
Office Manager · Example Company
+33 1 23 45 67 89 · example.com
12 Example Street, 75000 Paris
| Element | Recommendation |
|---|---|
| Name and job title | Always; name in bold |
| Company | Name, and website link |
| Phone | One number, in international format |
| Logo or photo | Small (about 300 pixels wide maximum), PNG or JPG |
| Social links | Two or three relevant ones at most |
| Legal notice or confidentiality line | Only if your company requires it; keep it short |
| Length | 4 to 6 lines |
Avoid a signature made of a single image: some email apps block images by default, screen readers can’t read them, and spam filters may treat image-only signatures with suspicion. Keep your name and phone number as real text.
Add a logo or image
- New Outlook / web: in the signature editor, use the image button to insert a picture from your computer, or paste an image.
- Classic Outlook: in Edit signature, use the picture icon to insert an image file.
- Resize the image before inserting it: a large photo makes every email heavy.
Use several signatures
You can create as many signatures as you need, for example a full one for new emails and a short one for replies. In classic Outlook, signatures are tied to an email account; in the new Outlook, you can pick a different signature for each message from the Signature button.
Signature problems and fixes
| Problem | Likely cause | Fix |
|---|---|---|
| Signature doesn’t appear in new emails | Not set as default | Tick the new messages option (new Outlook) or set it under Choose default signature (classic) |
| Signature missing in replies | Default only set for new messages | Also set it for replies and forwards |
| Signature appears on PC but not on phone | Mobile signatures are separate | Set it in the Outlook mobile app settings |
| Signature from classic Outlook missing in new Outlook | Different signature settings | Create it again in Settings › Accounts › Signatures |
| Logo appears as an attachment or doesn’t show | Recipient’s email app blocks images | Keep the logo small; keep contact details as text |
| Formatting broken when pasting from Word | Complex Word layout | Use a simpler template or paste as plain text, then reformat |
| Can’t edit the signature at work | Signature managed by your organization | Ask your IT department |
🛠️ Real-world case: the signature that “disappeared” after switching to new Outlook
| Situation | Small business user who switched from classic Outlook to the new Outlook for Windows; emails were suddenly sent without a signature |
|---|---|
| Cause | The signature existed in classic Outlook but had not been recreated or set as default in the new Outlook |
| Fix | Signature copied from an old sent email, pasted into Settings › Accounts › Signatures, and set for new messages and replies |
| Time | About 5 minutes |
Takeaway: after switching Outlook versions, always check your signature settings. Keep a copy of your signature in a document so you can paste it again quickly.
Related guides on les-imprimantes.com
- Change default apps for file types in Windows (make Outlook your default email app)
- All our Windows guides
- Uninstall a program (in French)
- Install a pending Windows update (in French)
Frequently asked questions
How do I create an email signature in Outlook?
In the new Outlook or Outlook on the web, go to Settings › Accounts › Signatures, select Add signature, type it and save. In classic Outlook, open a new email and go to Message › Signature › Signatures › New.
How do I make my signature appear automatically?
Tick the options to add it to new messages and to replies and forwards in Signatures settings. In classic Outlook, choose it under Choose default signature.
Can I add a logo to my Outlook signature?
Yes. Use the image button in the signature editor to insert a small PNG or JPG, about 300 pixels wide at most.
Can I have more than one signature?
Yes. Create several signatures with different names, then choose one per message with the Signature button, or set different defaults for new messages and replies.
Why doesn’t my signature show on my phone?
The Outlook mobile app has its own signature setting. Open the app’s Settings › Signature and type it there.
Where can I find signature templates?
In Word, go to File › New and search for Email signature. Edit a template, copy it and paste it into Outlook’s signature editor.
Does my signature move from classic Outlook to the new Outlook?
Not always. If it’s missing after switching, create it again in Settings › Accounts › Signatures in the new Outlook.
