How to Add an Email Signature in Outlook 365: Outlook on the Web, New Outlook and Classic Outlook Versions

1. Which Version of Outlook Are You Using?
2. Step-by-Step Guide to Add an Email Signature in Outlook 365
3. How to Check If Your Outlook 365 Signature Works
4. Create a Professional Outlook 365 Email Signature with Newoldstamp
5. Frequently Asked Questions About Outlook 365 Email Signatures

Microsoft Outlook is one of the largest email clients in the world, with a 40% market share among businesses. Learning how to create a signature in Outlook 365 starts with finding the settings for your version. New Outlook for Windows, Classic Outlook for Windows, and Outlook on the Web use different interfaces. Choose the right instructions to add your contact details, logo, and links to outgoing email messages.

This guide explains how to add a signature in Outlook 365 and choose when it appears. Identify your version below, then follow its setup steps.

Which Version of Outlook Are You Using?

New Outlook and Outlook Web look similar. Check whether you opened the Windows app or a browser tab. Signature syncing depends on your account and Outlook setup; verify your Outlook signature in each version you use. For Mac, Android, and iPhone instructions, see our separate Outlook guides.

Step-by-Step Guide to Add an Email Signature in Outlook 365

Follow the tab for your version to learn how to create an email signature in Outlook 365. Before creating a new signature, prepare your name, job title, company, and contact details. Paste a rendered design from Newoldstamp into the editor rather than its HTML source code.

How to Add a Signature in New Outlook for Windows

Here’s how to create a signature in Microsoft Outlook 365 using the New Outlook app:

1. Open Settings > Accounts > Signatures. Select the account you want to use if prompted.
   
2. Choose Add signature and name it so you can recognize it later.
3. Type your details or paste your signature into the editor. Customize your signature with a readable font, text size, and brand colors.
   
   
4. To add a logo, place the cursor in the editor and use the picture insertion control. To add a link, select the text or image and use the link control.
5. Choose whether to automatically add this signature to new messages and to replies and forwards. Your interface may show checkboxes or default-signature dropdowns.
6. Select Save, then open a new message to check the result. For manual insertion, use Message > Signature and select the signature you saved.
   
   

How to Add a Signature in Classic Outlook for Windows

The steps below explain how to create a signature in Outlook Office 365 using the Classic Windows app:

1. Open File > Options > Mail > Signatures. Alternatively, open a new email and choose Message > Signature > Signatures.
2. On the E-mail Signature tab, choose New, enter a name, and confirm.
3. Enter your details or paste a formatted design into Edit signature. Use the formatting toolbar to adjust fonts and alignment.
4. Use the picture button to insert your logo. Select text and use the hyperlink button to add a website link.
5. Under Choose default signature, select the correct E-mail account. In the New messages dropdown menu, choose your signature. Set Replies/forwards separately; choose (none) if you prefer to insert it manually.
6. Save your signature and select OK to close the settings. Open a fresh email to test it. An email already open during setup may need manual insertion through Message > Signature.

Image source: secureemailmerge.com

How to Add a Signature in Outlook on the Web

1. Open Outlook in your browser and sign in to the mailbox you want to use.
2. Select Settings > Accounts > Signatures. If your interface uses the older layout, look under Mail > Compose and reply.
   
   
3. Select Add signature, give it a name, and enter your signature text or paste a formatted design.
4. Use the editor’s picture and link controls to add a logo or clickable website address.
5. Set the signature for new messages and for replies and forwards using the available checkboxes or default selectors.
   
   
6. Select Save and compose a new email to check it. To insert your signature manually, choose Signature on the message toolbar and select the saved design.
   
   

How to Check If Your Outlook 365 Signature Works

After setting up an email signature, send a test email to another inbox. Review the received message as well as your compose window.

New email: Outlook adds the expected signature automatically for the correct sender account.

Replies and forwards: Your chosen signature appears, or stays absent if you disabled it.

Images: The logo is clear, correctly sized, and proportionate when images are displayed.

Links: Website, social, and CTA links open the right destinations. Test any clickable phone number too.

Formatting: Fonts, spacing, and alignment remain readable in the received email. Check a narrow screen for wrapping.

Contact details: Your name, role, email address, and phone number are accurate.

Create a Professional Outlook 365 Email Signature with Newoldstamp

Creating a signature with a consistent layout is easier when you start with a template. Newoldstamp helps you create an email signature with your logo, contact details, social links, and a promotional banner or CTA. Customize your signature to match your company’s colors and visual style.

For teams, Newoldstamp’s email signature management tools help maintain a shared design and update employee signatures centrally. Microsoft 365 deployment options can reduce individual setup across the company.

Create your design, copy the formatted signature, and follow the installation steps for your Outlook version. For company-wide deployment, use your organization’s Newoldstamp integration workflow.

Frequently Asked Questions About Outlook 365 Email Signatures

How Do I Change My Email Signature in Outlook 365?

In New Outlook or Outlook Web, return to Settings > Accounts > Signatures and edit the saved signature. In Classic Outlook, use File > Options > Mail > Signatures. Save your changes and check a fresh message; review your default signature settings if needed.

Can I Create Multiple Email Signatures in Outlook 365?

Yes. Create separate signatures for different uses, such as a full introduction and a shorter reply. Choose which one appears automatically, or select a saved signature from the message’s Signature menu when writing an email.

Can I Use Different Signatures for Different Email Accounts in Outlook 365?

Yes. In New Outlook, select the account in signature settings before creating or assigning its signature. In Classic Outlook, use the E-mail account selector under Choose default signature. In Outlook Web, check that you are signed in to the intended mailbox. Test each sender address separately.

Why Is My Outlook 365 Email Signature Not Showing Up?

First, check that you saved the signature and assigned it to the correct account and message type. New emails and replies have separate defaults. Open a fresh message, especially after setup in Classic Outlook. If the signature is missing in another version, check its settings there too.

If changes do not save, reopen settings to check whether they persisted, then restart Outlook or refresh the browser and retry. If settings are disabled or your organization manages signatures, ask your administrator to check the setup. If only formatting or images are missing, check the message format and the recipient’s image-display settings.