Outlook How To Add An Email Signature

It is frustrating to type out an email only to realize your signature is missing or stuck on the wrong one. You likely created the signature but forgot to tell Outlook which specific emails it should be attached to, leaving the fields blank by default.

Why this happens

Outlook does not automatically apply a new signature to your messages until you explicitly select it in the default signature settings. Even if the signature is saved in your library, it remains inactive until you assign it to your email account.

Steps

1. 01
   Open Outlook and click the gear icon in the top right corner to access Settings.
2. 02
   Type 'signature' into the search bar and select the 'Signatures' result to open the editor.
3. 03
   Click 'Add signature' to create your entry, customize your text, and press 'Save'.
4. 04
   Locate the two dropdown menus at the bottom of the window labeled 'For new messages' and 'For replies/forwards'.
5. 05
   Select your created signature from both dropdown lists to ensure it appears on every email type, then click 'Save' again.
6. 06
   Open a new email draft to verify your signature now automatically populates at the bottom of the message.

Still not working?

If you are using the classic desktop version of Outlook, navigate to File/Options/Mail and click the 'Signatures' button to reach the same settings. If your signature still does not appear, verify that your email account is correctly signed in and that your Outlook profile is not corrupted.

Frequently asked questions

Why does my signature show up twice in replies?

This usually happens because the signature is being pulled from both your Outlook settings and a server-side signature managed by your IT department. Check your Outlook signature settings to ensure you haven't manually added one that conflicts with an automatic company-wide disclaimer.

Will my signature change if I have multiple email accounts?

Yes, you must configure the signature settings separately for each email address. Use the 'Email account' dropdown menu within the signature settings to ensure you are assigning the correct signature to each account.

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