A well-designed email signature makes your messages look polished and professional. As Microsoft notes, email signatures create professional consistency across your business communications and ensure recipients have your contact information in every message. In Outlook, adding a signature means you don’t have to type your name, title, and contact details every time you send an email. This saves time and leaves a strong last impression on recipients. In this guide, we’ll show you exactly how to add signature in Outlook on both desktop and mobile, with all the steps and tips you need.

Steps to Add Signature in Outlook (Windows)

To create a signature in the Outlook desktop app (Classic Outlook for Windows), follow these steps:

  • Open a new email and access Signatures. In Outlook, click New Email. On the new message’s toolbar, go to the Message tab, then click Signature > Signatures….
  • Create a new signature. In the Signatures and Stationery window that opens, click New. Give your signature a name (e.g. “Business” or “Default”) and click OK.
  • Compose and format your signature. In the Edit signature box, type the text you want (such as your name, job title, company, and contact info). Use the formatting toolbar to change the font, size, and color. You can also add elements like clickable hyperlinks or images (for example, a company logo or a handwritten signature image) using the Insert Picture or Insert Link options. (Tip: You can design a fancy signature in Word or a template and then paste it into this box if you need a table, bullet list, or other layout.)
  • Set signature defaults. Under Choose default signature (still in the same window), pick the email account you want to attach this signature to. Then select your new signature from the New messages dropdown (and also from Replies/forwards if you want it on replies and forwards). If you only want it on new emails, leave the replies/forwards box at “none.”
  • Save your signature. Click OK to close the Signatures window and again OK to close the Outlook Options dialog. Your signature is now saved. Future emails you create will automatically include it (if you set it as default).

By following these steps, you’ve added a signature in Outlook that will appear in every new message (and replies, if chosen). You can always return to Signature > Signatures… to edit or delete it later.

how to add signature in Outlook

Add Signature in Outlook on Android and iOS

Outlook’s mobile app also lets you set a signature (text only). The process is slightly different:

  • Open Settings in the app. Launch the Outlook app on your Android or iOS device. Tap the menu icon (usually your profile photo or a hamburger menu at top-left) and then tap the Settings gear icon.
  • Find the Signature option. Scroll in Settings until you see Mail or Compose section, then tap Signature.
  • Enter your signature text. In the signature box that appears, type or paste the text you want. (If you copied your desktop signature, you can paste it here.) You can also toggle Per Account Signature to set a different signature for each email account on your app.
  • Save the signature. After entering your text, the app usually saves it automatically or you tap a check mark. Now your signature will be appended to all emails sent from that mobile app.

Keep in mind Outlook mobile uses plain text signatures by default. In other words, any images or fancy HTML formatting in your desktop signature won’t appear on mobile – the app will convert it to plain text. But for basic contact details, this method ensures your name and info are always included, even on the go.

Troubleshooting Signature Issues

Sometimes Outlook might not let you add or save a signature (the Signature button could be greyed out). Common fixes include:

  • Repair or update Office. In Windows, go to Control Panel > Programs & Features, find Microsoft 365 (Office) in the list, choose Change, and run the Quick Repair (or Online Repair) tool. This can fix glitches that prevent the Signature editor from working.
  • Create a new Outlook profile. A corrupted profile can block features. One guide advises creating a brand-new Outlook profile and re-adding your account to see if the signature option returns. (In Control Panel, search for “Mail,” open Mail settings, click Show Profiles, and add a profile.)
  • Run Inbox Repair (SCANPST). If your Outlook data file is damaged, running the Inbox Repair tool can restore signature functionality.
  • Administrator rights. Make sure you’re running Outlook as an admin and have the latest Office updates installed, as sometimes limited permissions can affect the ability to add signatures.

If you still have problems, check that you are following the correct steps for your Outlook version (New Outlook vs Classic Outlook), or consult Microsoft support.

By following the above instructions, you can easily add signature in Outlook on desktop and mobile, giving your emails a consistent, professional finish and saving time on every message.

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