Guide · Updated September 2026
How to Add a Signature in Outlook
Outlook email signatures are set up in different places depending on which version you use. Here are the steps for new Outlook and Outlook on the web, and for classic Outlook for Windows.
Step by step
- New Outlook or Outlook on the web: open Settings. Click the Settings (gear) icon in the top right.
- Go to Signatures. Choose Accounts > Signatures. If you have several accounts, select the one the signature is for.
- Create the signature. Select Add signature, give it a name and type your signature. Add formatting, links or an image if you like.
- Set defaults. Use the options at the bottom to choose whether the signature is added to new messages and to replies and forwards, then save.
- Classic Outlook for Windows. Go to File > Options > Mail > Signatures, click New, create the signature and set the defaults for each account.
Signatures don't sync everywhere
Depending on your account, signatures created in one version of Outlook may not appear in another, such as the mobile app. If a signature is missing, set it up in each app you use.
Signing a document attached to an email
An Outlook email signature is not the same as signing a contract. To sign an attached PDF, save it, sign it, and attach the signed copy to your reply.
If you would rather not install anything, eSignSimple's free Sign PDF tool (/tools/sign-pdf) runs in your browser: the file is processed on your device and is not uploaded. You can draw or type a signature, add the date, and download the signed PDF.
Frequently asked questions
Can I add an image to my Outlook signature?
Yes. The signature editor lets you insert images such as a logo or a scanned handwritten signature.
Why doesn't my signature show on my phone?
The Outlook mobile app has its own signature setting. Set it in the app's settings.
Can I create a handwritten-style signature image?
Yes. eSignSimple's free signature generator lets you draw or type a signature and download it as an image.
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