Quick answer
You set up a signature in Outlook under `File` > `Options` > `Mail` > `Signatures` (classic Outlook on desktop), under `Settings` > `Accounts` > `Signatures` (new Outlook) or under the gear icon > `Accounts` > `Signatures` (Outlook on the web). There you choose the signature name, text and which accounts and new message types it is automatically added to. If changes don't show up, check that you are editing the right signature and that it is selected for new messages, replies and forwards.
How to recognize the problem
- Signature doesn't appear in a new message or only appears in replies
- Old signature remains even after changing the text or logo
- Signature is added to the wrong account or wrong message type
- Image or logo in the signature isn't visible to the recipient
- Signature is missing in Outlook on the web or on the phone
Most common causes
Wrong signature is selected for new messages
Outlook keeps separate settings for new messages, replies and forwards. If the signature is set only for replies, it won't appear in a new message.
Change wasn't saved or was made on another device
A signature saved in Outlook on the web may not immediately transfer to Outlook on desktop, and vice versa. Check where you made the change.
Multiple accounts in the same profile
When multiple accounts are connected in Outlook, the signature is assigned individually to each account. It's easy to edit the wrong one.
Image in the signature wasn't inserted correctly
If the image was inserted as a link to a file on your computer, the recipient won't see it. The image must be embedded in the signature itself.
Signature is changed by an add-in, template or server rule
Add-ins, templates and server rules can add or change content in the message, so it looks like the signature settings aren't working.
Step-by-step fix
- 1
Open signature settings in Outlook on desktop
In Outlook, click
File>Options>Mail>Signatures. A window opens where you see the list of signatures on the left and the editing field on the right. If you use the new Outlook, the path isSettings>Accounts>Signatures. - 2
Create a new signature
Click
New, enter a signature name (for example "Business") and type the text in the field below. The signature name is just an internal label and isn't visible in the message. - 3
Edit the text and add an image
Use the toolbar above the field to format the text. Add an image via the image icon in the toolbar, not as a link to a file on your computer, so it is embedded in the signature. Avoid oversized images because they increase the message size.
- 4
Assign the signature to an account and message type
In the
Choose default signaturesection, select the account, then next toNew messagesandReplies/forwardsset the desired signature or the(none)option. Repeat this for each account you use. - 5
Save and check in a new message
Click
OK(in the new Outlook,Save) and close the window. Open a new message and check whether the signature appears. If not, go back to settings and check that the right account is selected. - 6
Change the signature in Outlook on the web
Open Outlook in your browser, click the gear icon and select
Accounts>Signatures. Select the signature, edit the text and clickSave. Here you can also enable automatic addition of the signature to new messages and replies. - 7
Remove a signature you don't need
In the signature list, select the one you don't use and click
Delete. Then check that it isn't still selected for an account, because in that case no signature will be added for that account until you select another one. - 8
Check the signature on your phone
In the Outlook app on your phone, the signature is often set separately, in the app settings. If the signature differs from the one on your computer, change it there too or turn it off to avoid confusion.
If the signature still won't change
First check whether the message shows you are using a different account, because the signature is tied to the account you send from. Then check whether an add-in changes the message content before sending or whether a server rule adds a footer. In classic Outlook you can review local rules via File > Manage Rules & Alerts, but keep in mind that rules in Outlook mostly process incoming messages. If you use a shared mailbox or a signature set by an administrator, changes on your computer may be temporary. In that case, contact the person who manages the accounts. As a temporary workaround, you can keep the signature in notes and paste it manually, but that isn't a permanent solution.
How to prevent it
- After every change, send a test message to yourself and check the appearance on your phone
- Use simple text and a small image instead of complex formatting that breaks in other people's programs
- Remember where you set up the signature and change it in the same place
- Occasionally review the signature list and delete ones you no longer use
When to call a professional
Contact IT support if the signature changes by itself, if it is imposed by a rule or administrator, or if your company has a mandatory unified signature that you cannot change.
IT infrastructure maintenance · Servers, networks, backup, security and helpdeskFAQ
Why does my signature appear only in replies and not in new messages?
Because in the settings the signature is assigned to `Replies/forwards`, not to `New messages`. Open the signature settings and set the same signature for new messages as well.
Does the signature from Outlook on the web transfer to Outlook on desktop?
It depends on the version and account. In newer Outlook and Microsoft 365 accounts the signature can sync, while classic Outlook on desktop stores the signature locally. Check both places.
Can I have different signatures for multiple accounts?
Yes. In the signature settings you assign a signature for new messages and for replies to each account separately. Check that each account has the signature you want selected.