Having a professional signature in Outlook can instantly make your emails credible, unique, and memorable. Plus, it’s easy. If you’re using the new Outlook, open Settings > “Compose and Reply,” then add your signature. In the classic Outlook, compose a new email, and then choose the Message tab > Signature. Follow the detailed steps below for how to add a signature in Outlook to keep your emails looking professional and industry-ready.
The processes for adding a signature in Outlook’s new and classic versions differ slightly:
- The classic version of Outlook has been around since the ‘90s and is probably what most older computers have. If your Windows software was installed in 2023 or prior, you likely have the classic Outlook. It has a busier, more complicated interface overall.
- The new Outlook version only started rolling out in 2024 and is supported by Windows 11. Overall, it has a cleaner, more user-friendly interface and more features.
Since the classic and new versions of Outlook have distinct interfaces for their business email, you’ll need to follow a specific process for how to add a signature to Outlook email, depending on the version you have. But worry not—we go through the steps for each version below.
How to Add a Signature in Outlook’s New Version
If you only started using Outlook in 2024, you’ll probably have its new version, which has a cleaner, easier-to-navigate interface. In this new version, you only have to open your Settings and find the Compose and Reply tab. Read through the steps in more detail below:
1. Open Your Email Settings
The first step for how to add an email signature in Outlook’s new version is to open your email settings. In your Outlook account, click on the gear icon in the upper right corner. This will open your Settings menu.
Click on the gear icon to open your Settings.
2. Choose “Compose and Reply”
Inside your Settings, click on the “Compose and Reply” tab. This is where you’ll be adding and editing all your email signatures.
Then, choose the Compose and Reply tab.
Pro tip: The Compose and Reply tab isn’t just for adding email signatures. In this tab, you can also edit your emails’ default font and size, text format, the time limit for the “Undo Send” button, and other settings.
3. Add Your Email Signature
Once you’ve opened up the Compose and Reply tab, you can directly add in your email signature. Outlook allows you to add a text-only signature or upload an image one.
But before anything else, you’ll need to give your signature a name. If this is the first email signature you’re creating, type in the name of your signature in the title box. If it isn’t, you’ll need to click on the blue “New Signature” option first. Then, the wider box is where you’ll add your actual signature.
- If you have a text-only signature: Manually type in your signature in the box. You can also change its font, style, and size, and add links.
- If you have an image signature: Click on the image icon at the bottom left corner of the box, and then upload the image file (JPG or PNG) of your signature.
4. Set Your Signature’s Conditions
After you’ve added your email signature, Outlook also gives you the option to add your signature in all your emails including replies and forwards, or only in the first new email. You can toggle these in the dropdowns under “Select default signatures” just below your signature.
Set conditions for your signature under “Select default signatures.”
5. Save and Use Your Signature
Once you’re happy with your email signature and its settings, click the Save button on the lower right corner, and your signature will automatically be saved to Outlook. It’ll automatically appear in the new emails you compose according to your set conditions.
That sums up the process for adding a signature to Outlook email in its new version. It’s a very simple process, and it’s one of the biggest feature updates between the classic and new versions of Outlook. You’ll simply need to open your Settings, choose the Compose and Reply tab, and then add and edit your signature from there. You can even add multiple email signatures if you need to.
Pro tip: Adding an email signature isn’t Outlook’s only helpful feature. Did you know that an Outlook Business account can also sweep emails to organize your inbox and collaborate with teammates in real time? Find out more about them in our list of the 13 best Outlook features for small businesses.
How to Add a Signature in Outlook’s Classic Version
The process for how to add a signature in Microsoft Outlook’s classic version differs slightly because of the classic edition’s older and more complicated interface. However, the commands are generally the same, they’re only placed in different locations. In all, you’ll first need to compose a new email, choose the Message tab > Signature, and then type in our upload your signature. Here are the steps in more detail:
Step 1: Compose a New Email
The first thing you’ll need to do to add a signature in Outlook is to compose a new email. You won’t need to actually send an email—you’ll only need to access the Message tab that appears in the “New Email” window. When you open Outlook, click “New Email” in the upper right corner to launch a new window.
In the classic Outlook, click “New Email” to compose a new email. (Source: Microsoft)
Step 2: Choose “Signature” Under the Message Tab
Once you’ve opened a window to compose a new email, click on its Message tab on the upper left corner next to the File tab, and then choose Signature > Signatures. This will open up the Signatures and Stationery window, which is where you’ll add your email signature.
Step 3: Add Your Email Signature
After you’ve opened up the Signatures and Stationery window, you can directly add your signature. Outlook’s classic version also allows for text or image-based signatures or a combination of both. First, you’ll need to create a name for your signature. Click on “New,” and then type in a name for your signature in the pop-up window. Then, click “OK” once you’re done.
To add a new email signature, click New, then type in your signature’s name. (Source: Microsoft)
Once you’ve saved your signature’s name, it’ll show up in the window. You can then type in your signature in the box, or upload an image file. Then, click “OK” on the lower right corner when you’re done, and your signature will automatically be saved.
- If you have a text-only signature: Manually type in your signature in the space provided. You can also change its formatting and add links.
- If you have an image signature: Click on the image icon and upload an image file (JPG or PNG) of your signature.
Type in or upload your email signature in the box. (Source: Microsoft)
Step 4: Set Your Signature’s Conditions
Before saving and finishing your signature, you can also set its specific conditions, such as from which email account you want your signature to appear, and whether it’ll appear on all messages and replies, emails you forward, or only in new emails you send. You can set these options in the dropdown arrows on the upper right portion of the window.
Set your signature’s conditions in the upper-right corner. (Source: Microsoft)
Step 5: Save & Use Your Signature
After setting your signature’s conditions, your email signature is ready to go. Click the OK button on the bottom right of the window, and Outlook will save your signature. The next time you compose a new email, your signature will automatically show up according to the conditions you set.
Anytime you need to edit your signature or add any new ones, you’ll only need to visit the same Signatures and Stationery window from your Message tab. You can also easily switch between signatures or delete any unnecessary ones from the same tab.
Pro tip: Microsoft Outlook has long been one of our best business email providers for small businesses thanks to its many tools, automations, and advanced security. Plus, it’s also part of the overall Office 365 software, which also includes Word, Excel, PowerPoint, and many other useful tools. Find out about all its features and if they fit your small business in our expert Microsoft Outlook review.
Why Add an Outlook Email Signature?
You may be wondering why you need to add an email signature to your Outlook account at all. The simple answer is it’s a small but powerful way to market your business and grow your credibility. Think of the impression you want to make to your industry: you want yourself and your brand to seem credible, trustworthy, and professional. Each email you send is an opportunity to build that reputation through your signature.
Here are some of the foremost reasons you should create a professional email signature for your business emails:
- It boosts your credibility: Credibility is the number one reason any professional has a custom email signature, and the same goes for your small business. A professional signature at the end of your emails presents you as a credible figure to others in your industry.
- It builds your brand: There’s a stark difference between a regular black-and-white text signoff and a fully custom and branded one. The former won’t likely leave an impression, while the latter will leave recipients informed and even curious about your business, therefore helping build your brand recognition.
- It can lead traffic to your site: And not just your business website—any landing page that needs extra traffic could benefit from your email signature. Custom email signatures let you add links, calls to action (CTA), portfolios, social media pages, and others.
- It distinguishes you from others: The simplest reason to add a signature to Outlook is it makes your email look different from the thousands of others people receive every day. Many people use a regular non-branded signature. Changing even one detail in yours, such as adding your brand logo, already distinguishes it from them.
The great news here is that it’s super easy to create a custom and professional email signature. All it takes is a few clicks with an email signature generator. And, for some inspiration, check out 25 professional email signature examples to get you started.
Frequently Asked Questions (FAQs)
You can make your signature automatically appear in your emails on Outlook by saving it in your Settings. In the new Outlook, open your Settings > Compose and Reply, then add and save your signature. In the classic Outlook, Click the New Email button, then navigate to the Message tab > Signature. Type in or upload your signature, then click OK to save. Your email signature will be ready for use in your future emails.
To change your signature in Outlook under Microsoft 365, first open your Outlook app. Then, open your settings and choose “Compose and Reply.” Under this tab, choose the signature you want to change or edit, and then edit it directly in the window. You can change its content, colors, fonts, and styling, and add images and links. You can also delete it entirely and replace it with a new one.
To add a handwritten signature to your Outlook email, you’ll first need to create the handwritten signature independently, and then upload it as an image file to Outlook. Digital design tools like Adobe Illustrator or Canva can help you create a digitally handwritten signature, which you can then save as a PNG file. Then, upload this image file to your Outlook email account and insert it into your email signature.
Bottom Line
Learning how to add a signature in Outlook is simple: in the new Outlook, open up your Settings, select Compose and Reply, and then add and customize your email signature. In the classic Outlook, compose a new email, and then choose the Message tab > Signature and edit from there. These minimal edits can be a powerful marketing tool, making your business emails look exponentially more professional, credible, and unique.
