Install guide · Outlook (new & web)
How to add an email signature in new Outlook and Outlook on the web
New Outlook for Windows, Outlook on the web and Outlook.com share the same settings screen, so these steps work for all three. Using the older, classic Outlook? Use the classic guide instead.
- ABOUT 2 MIN
- Windows (new Outlook), web, Outlook.com
- Full HTML
- Logo & photo work
Step by step
6 steps- 1
Step 01 / 06
Copy your signature
In the builder, click Copy signature. The formatted version is now on your clipboard.
- 2
Step 02 / 06
Check which Outlook you have
New Outlook for Windows has a New Outlook toggle top right that is switched on, and no File menu. In a browser (outlook.office.com or outlook.com) you're on the web version. Both work the same.
- 3
Step 03 / 06
Open the signature settings
Click the gear icon (Settings) top right, then go to Accounts › Signatures (on some web versions it's Account › Signatures). Have several accounts? Pick the right one at the top first.
- 4
Step 04 / 06
Create and paste
Click + Add signature (older versions: + New signature), type a name, click into the big editing box and press Ctrl+V (or ⌘+V on a Mac).
- 5
Step 05 / 06
Choose your defaults
At the bottom of the page, set the signature as default for new messages and for replies and forwards. Leave them empty if you'd rather add it by hand. Then click Save.
- 6
Step 06 / 06
Send a test
Start a new email to check it. If you skipped the defaults, add it by hand via the Message tab › Signature in the message window.
P.S. Good to know
- With a work or school (Microsoft 365) account, signatures are stored in the cloud and follow you to other devices that support it.
- Multiple accounts in new Outlook? Each account has its own default; pick the account at the top of the Signatures page first.
- Your organisation can also add a company-wide footer on the server. If you see two signatures, that's usually why.
Not working?
The most common problems, and what to do about them.
I can't find Signatures under Accounts.
You're probably in classic Outlook (it has a File menu). Follow the classic Outlook guide. In some company setups, IT locks the signature; then the option is greyed out or missing.
The images are missing when I paste.
Copy again with the Copy signature button and paste straight into Outlook, not via Word or Notepad. Our images are hosted online, so Outlook can load them.
Will this also update classic Outlook or my phone?
Classic Outlook can sync cloud signatures for Microsoft 365 accounts, but not always reliably. Outlook for iOS and Android uses its own simple signature setting.
No signature yet?
Make one in two minutes.
Free, no account, no watermark. Copy it and paste it into Outlook (new & web) with the steps above.
Kind regards,