How to Create an Email Signature in Microsoft Outlook

Category: Microsoft 365
Applies to: Windows 10/11, macOS, Outlook on the Web, iPhone, iPad, and Android
Difficulty: Beginner
Estimated Time: 3–5 minutes

Overview

Microsoft Outlook allows you to create a personalized email signature that automatically appears at the bottom of your emails. Your signature can include your name, job title, company name, phone number, and other contact information. This guide explains how to create, edit, and manage your email signature using Microsoft Outlook.

Before You Begin:
– Make sure you have access to your Microsoft 365 work email account.
– Have your contact information ready.
– Check whether your organization has an approved email signature format.
– If your organization provides a standard signature, use the approved format.

Note: Some organizations centrally manage email signatures. If your signature is automatically added by your organization, contact True Synergy Networks before attempting to change it.

Windows — Create an Email Signature

Step 1: Open Microsoft Outlook

  1. Open Microsoft Outlook on your Windows computer.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Determine whether you are using New Outlook or Classic Outlook.

Note: The location of email signature settings differs between New Outlook and Classic Outlook.

Step 2: Access Signature Settings

New Outlook:

  1. Open Outlook.
  2. Click the Settings gear icon.
  3. Navigate to Accounts → Signatures.
  4. Select your work email account if prompted.
  5. Click Add Signature or New Signature.

Classic Outlook:

  1. Open Outlook.
  2. Click File → Options.
  3. Select Mail.
  4. Click Signatures.
  5. Select New.
  6. Enter a name for your signature and click OK.

Step 3: Create Your Signature

  1. Enter your name, job title, company name, and contact information in the signature editor.
  2. Use the formatting options to adjust the font, size, and appearance.
  3. If permitted by your organization, add a company logo or website link.
  4. Review the signature for accuracy.

Example Email Signature:

John Smith
Account Manager
Example Company
Phone: (555) 123-4567
Email: john@example.com
Website: www.example.com

Important: Follow your organization’s branding and email signature requirements. Avoid adding unapproved images, promotional content, or personal information.

Step 4: Set Your Default Signature

  1. Locate the default signature settings.
  2. Select your newly created signature for New Messages.
  3. Select a signature for Replies/Forwards, if desired.
  4. Click Save or OK to apply your changes.

Your signature should now automatically appear when composing new emails according to your selected settings.

Mac — Create an Email Signature

Step 1: Open Microsoft Outlook

  1. Open Microsoft Outlook on your Mac.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Locate the menu bar at the top of your screen.

Step 2: Access Signature Settings

  1. Click Outlook → Settings from the menu bar.
  2. Select Signatures.
  3. Click the + button or Add Signature, depending on your Outlook version.
  4. Enter a name for your new signature.

Step 3: Create and Save Your Signature

  1. Enter your contact information in the signature editor.
  2. Format your text as desired.
  3. Add approved company branding if applicable.
  4. Save your signature.
  5. Assign your signature to your work email account.
  6. Select whether it should automatically appear on new messages and replies or forwards.

Note: Some formatting options may vary depending on your version of Outlook for Mac.

Outlook on the Web — Create an Email Signature

Step 1: Access Outlook

  1. Open your preferred web browser.
  2. Visit https://outlook.office.com.
  3. Sign in using your Microsoft 365 work email address and password.
  4. Complete any required Microsoft Authenticator verification.

Step 2: Access Signature Settings

  1. Click the Settings gear icon in the upper-right corner.
  2. Navigate to Accounts → Signatures.
  3. Select your work email account if prompted.
  4. Click Add Signature or New Signature.

Step 3: Create Your Signature

  1. Enter a name for your signature.
  2. Type your name, job title, company name, and contact information.
  3. Format your signature using the available editing tools.
  4. Enable the option to automatically include your signature on new messages, if desired.
  5. Enable the option to include your signature on replies and forwards, if desired.
  6. Click Save.

Note: New Outlook for Windows and Outlook on the Web may synchronize signature settings for the same account. Signatures configured in Classic Outlook or mobile Outlook may behave differently.

iPhone or iPad — Create an Email Signature

Step 1: Open Microsoft Outlook

  1. Open the Microsoft Outlook application on your iPhone or iPad.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Tap your profile icon in the upper-left corner.

Step 2: Access Signature Settings

  1. Tap the Settings gear icon.
  2. Scroll down and select Signature.
  3. If multiple email accounts are configured, enable Per Account Signature if you want a different signature for each account.

Step 3: Create Your Signature

  1. Select your Microsoft 365 work account if applicable.
  2. Remove the default mobile signature if one is present.
  3. Enter your desired email signature.
  4. Save your changes or return to the previous screen, depending on your Outlook version.
  5. Compose a new email to verify that your signature appears.

Note: Outlook for iPhone and iPad may not support all the advanced formatting and image options available in desktop Outlook.

Android — Create an Email Signature

Step 1: Open Microsoft Outlook

  1. Open the Microsoft Outlook application on your Android device.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Tap your profile icon in the upper-left corner.

Step 2: Access Signature Settings

  1. Tap the Settings gear icon.
  2. Scroll down and select Signature.
  3. If multiple accounts are configured, enable Per Account Signature if you want separate signatures.

Step 3: Create Your Signature

  1. Select your Microsoft 365 work account if applicable.
  2. Remove the default signature if one is present.
  3. Enter your name, job title, company name, and contact information.
  4. Save your changes or return to the previous screen, depending on your Outlook version.
  5. Compose a new email to confirm that your signature appears correctly.

Note: Outlook for Android may have different formatting capabilities than Outlook on Windows or Mac.

How to Edit or Remove an Existing Signature

If your contact information changes or you no longer want to use a signature, you can modify or remove it.

Windows or Outlook on the Web:

  1. Open Outlook.
  2. Navigate to your Signature settings using the instructions above.
  3. Select the signature you want to modify.
  4. Update the signature or select the option to delete it.
  5. Save your changes.

Mac:

  1. Open Outlook.
  2. Navigate to Outlook → Settings → Signatures.
  3. Select your existing signature.
  4. Edit or remove it as needed.

iPhone, iPad, or Android:

  1. Open the Outlook application.
  2. Navigate to Settings → Signature.
  3. Edit or remove the signature text.
  4. Save your changes if prompted.

Troubleshooting

My Signature Is Not Appearing Automatically

If your signature does not appear when composing an email:

  1. Open your Outlook signature settings.
  2. Verify that your signature has been saved.
  3. Confirm that your signature is assigned to the correct email account.
  4. Check whether it is enabled for new messages.
  5. If desired, enable it for replies and forwards.
  6. Create a new email to test the changes.

If your organization centrally manages signatures, contact True Synergy Networks for assistance.

My Signature Looks Different on My Phone

Mobile versions of Outlook may use different signature settings than desktop Outlook.

  1. Open Outlook on your mobile device.
  2. Navigate to Settings → Signature.
  3. Review the configured mobile signature.
  4. Update it to match your organization’s approved format where supported.

Note: Some images, fonts, and formatting may not display identically across devices.

My Signature Appears Twice

If your email signature appears twice:

  1. Check whether Outlook is automatically inserting a signature.
  2. Verify that you are not manually adding the same signature.
  3. Check whether your organization automatically adds a company signature to outgoing emails.
  4. Contact True Synergy Networks if you suspect your signature is being added by a centrally managed service.

Important: Do not attempt to bypass or remove an organization-managed email signature without authorization.

Additional Information

  • Email signatures can contain contact information, website links, and approved company branding.
  • You can create multiple signatures and choose which one to use.
  • Signatures may not automatically synchronize across every Outlook application.
  • Your organization may require a standardized email signature.
  • Changes to a centrally managed email signature may need to be completed by True Synergy Networks.

Security Reminder: Do not include passwords, confidential business information, or other sensitive details in your email signature. Always follow your organization’s branding and security requirements. If your company manages email signatures centrally, contact True Synergy Networks before making changes.