How to set up your email signature in Outlook

A good signature tells people who you are and how to reach you. Set it up once and Outlook adds it to every email.

Each version of Outlook keeps its own signature, so if you use Outlook on your computer and your phone, set it up in both.

New Outlook for Windows and Outlook on the web

1. Select Settings (the gear icon), or go to View > View settings in new Outlook.
2. Choose Accounts, then Signatures.
3. Select New signature, give it a name, and type your signature in the box.
4. Under Choose default signatures, pick it for new messages and for replies and forwards.
5. Select Save.

Classic Outlook for Windows

1. Select File > Options > Mail, then Signatures.
2. Select New, name it, and type your signature.
3. On the right, choose it for New messages and Replies/forwards.
4. Select OK.

Outlook for Mac

1. Go to Outlook > Settings, then Signatures.
2. Select + to add one, type your signature, and close the window.
3. Choose it as the default for new messages and replies.

Outlook on iPhone or Android

1. Tap your profile picture, then the Settings gear.
2. Tap Signature and type your signature.

What to include

Keep it short. Most good signatures fit in three or four lines:

Jordan Lee Office Manager, Your Company (555) 555-0100 · yourcompany.com

A few tips:

• Skip big images and quotes. Images often show up as attachments or get blocked, and long signatures clutter replies.
• Use a shorter one for replies. Your name and phone number are enough once someone already knows you.
• Don’t include personal details like a cell number you don’t want shared widely.

Does your company use one standard signature for everyone? Matter of Technology clients can ask us to set it up centrally so it’s consistent and always up to date.