MudraHow to add an email signature in Outlook (2026 guide)
· 5 min read
Outlook has more signature settings screens than any other mail client, because it currently ships three different versions: classic desktop Outlook, the newer 'new Outlook' (Windows and web), and Outlook for Mac. Each stores signatures differently, which is the real source of most 'I added it but it's not appearing' reports.
Outlook on the web / new Outlook
This is the version at outlook.office.com, and it's also what 'new Outlook for Windows' uses under the hood. Signatures here are stored in the cloud against your mailbox, so they follow you to any device you sign into.
- Click the gear icon, then View all Outlook settings.
- Go to Mail, then Compose and reply.
- Paste or write your signature in the editor box.
- Under 'Select default signatures', choose it separately for New messages and for Replies/forwards.
- Click Save.
The setting almost everyone misses
Outlook has two independent dropdowns: one for new messages, one for replies and forwards. Setting only the first means every reply goes out with no signature at all, which is the single most common 'my signature disappeared' report.
If a signature is applied in one context but not the other, this is almost always why — check both dropdowns before assuming anything is broken.
Classic desktop Outlook (Windows)
Classic desktop Outlook stores signatures locally on that machine, not in the cloud — a signature set here won't appear if you also use Outlook on the web or another computer.
Go to File, then Options, then Mail, then the Signatures button. Create or edit a signature, then set your defaults the same way as above (new messages and replies/forwards are separate here too).
Classic Outlook's signature editor runs on Word's rendering engine, not a browser engine. Pasted HTML that looks correct in Gmail or on the web can shift slightly here — spacing and font fallbacks are the parts most likely to move. Preview a real test email before rolling a signature out to a team.
Outlook for Mac
Open Outlook, then Settings from the Outlook menu, then Signatures. Create a signature, then set it under 'Default signatures' per account — Mac Outlook lets you assign a different default per connected account, which classic Windows Outlook does not.
Frequently asked
Why does my Outlook signature work on one device but not another?＋
Classic desktop Outlook stores signatures on that machine only. Outlook on the web and new Outlook store them in the cloud against your mailbox. If you set one up in classic Outlook, it won't show up when you check Outlook on the web, and vice versa — you have to set it up once per storage location.
Can I use different signatures for different Outlook accounts?＋
Yes, if the accounts are separate mailboxes rather than aliases. Outlook on the web, new Outlook and Outlook for Mac all let you pick per-account defaults. Classic desktop Outlook supports multiple signatures but its default-signature setting applies per identity, which can require an extra check when several accounts share one profile.
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