How to Add Signature in Outlook 365

Summary: This article mainly covers how to add signature in outlook in different devices (Web, Windows, Mac, and Mobile), and how to create a signature image easily. Check it out!

Add an email signature in Outlook

Adding email signature in Outlook adds a personal touch to your content and makes it look more professional. Moreover, manually entering your contact information every time before sending a new email is tedious and time-consuming, adding an automatic outlook signature is a process you can avoid repeating and save a lot of time, and also makes it easy for people to get in touch with you.

Fortunately, creating and adding signature in Outlook is not difficult. In this guide, we'll walk you through how to add signature in Outlook 365 step by step, and how to edit and update it. Whether you're using it on the web, desktop or mobile device, you can easily find what you need.

Let's dive in!

How to Add Signature in Outlook on the Web?

You can easily create and add your signature in Here's how:

  • Click on the "Setting" icon in the top-right corner, and scroll to bottom and click on the option "View all Outlook settings" to do Outlook signature setup.
Outlook setting interface
  • Click "Mail" and find "Compose and reply". You can see the outlook signature setup interface here.
set up a signature in
  • Type your signature, company name, contact number and other information, change the font, color and size, and text alignment as desired.
  • Then click the button "Save" to save your signature for Outlook.
  • Once you created a new Outlook signature, don't forget to select it as the default signature for new email replies/forwards under the "Select default signatures" option. You can find this option by scrolling down the mouse.

How to Add a Signature Image in Outlook?

insert a handwritten signature image in Outlook

(Napoleon's signature via Wikimedia Commons)

If you prefer a handwritten signature, keep reading.

You can also quickly add your handwritten signature in Outlook.

Here are the steps on how to create a signature for Outlook:

  • First, scan your handwritten signature and save it as a picture.
  • Then turn to an easy-to-use and powerful background removal tool — Fotor's background remover.
Make a transparent signature with Fotor AI background remover

AI signature background removal tool. Quickly removes the signature background without losing any detail or quality.

Whether it's a handwritten signature or an electronic one, simply upload a photo to effortlessly get a signature with a transparent background to insert into any documents and images.

Remove Signature Background Now

Fotor is a one-stop online image editor with a wide range of features and a user-friendly interface that allows even novice users to edit and design quickly.

The highly popular automatic background remover tool uses AI technology to remove backgrounds from images. Simply upload your signature image and Fotor will automatically remove the background from your signature.

Whether it's portraits, animals, or signatures, you can get the perfect transparent background image in seconds. In addition, Fotor supports changing the image background with any color and image to maximize your design.

Let's move on:

  • Open and upload your signature image. And find the "Background Remover" tool in the tools dashboard on the left and click it.
  • Fotor will automatically remove the background of your signature in seconds without losing any detail.
edit a signature image with Fotor's background remover
remove a signature background with Fotor
  • Once the background is removed, you can change the signature background to any color and pattern you like by clicking on the "Change Background" option on the left. Moreover, you can also combine Fotor's preset text combination templates or ID card templates to create professional-looking custom Outlook 365 signature image, and make your signature to the next level.
design a signature with Fotor's text tool

After completing your Outlook 365 signature design, you can upload and change the signature in Outlook:

insert a signature picture to Outlook

How to Add a Signature in Outlook on Desktop for Windows

If you're using Outlook app on the Windows, the way is similar to the Web:

  • Open Outlook, and find the "File "option in the top left corner.
  • Go to "Options" and choose "Mail".
  • Click the "Signatures" button that appears on the right, select "New" under "Select signature to edit", and type your Outlook signature in the "New Signature" editting box. As with the online web version, you can also change the font, text color and size, and text alignment, etc.
  • Click "Ok" to save your new signature.
set up an email signature in Outlook on desktop app

How to Set up a Signature in Outlook for Mac

If you're using Outlook on the Mac, here's how:

  • Open Outlook app, and click "Preferences".
  • Choose "Signature", and click on the symbol "+" to add you new email signature.
  • Then, click "Edit", type your desired email signature and save.

You can customize your signature settings in the "Choose default signature". You can choose to associate a signature with other email accounts, or choose to have the signature appear in your new reply or forward to a email.

How to Edit Signature in Outlook?

Editing and updating your email signature will be simple now that you understand how to do it in both the web and desktop forms. To update your signature, simply follow the steps above until you reach the signature edit box. At that point, you can do so with a few clicks.

Whether you're utilizing the desktop iteration of Outlook or, modifying your email signature is a straightforward process. Follow these steps to update it:

How to Change Signature in Outlook for Windows

If you're an Outlook for Windows user, follow these steps:

  • Launch Outlook and click on the File tab.
  • Select Options and then click on Mail.
  • Scroll down to the Signatures section and click the Edit button.
  • Adjust your signature in the Signature Editor, and then click OK.
  • Your modifications will be automatically saved.

How to Change Signature in Outlook for Mac

For Outlook for Mac users, here's how to update your signature:

  • Open Outlook and access the Preferences menu.
  • Navigate to the Signatures tab and choose the signature you wish to edit under 'signature name.'
  • Click on 'Edit' and make the necessary changes.
  • Select the 'Save' icon to preserve your modifications, and subsequently, close the window.

How to Update Signature on Outlook 365

  • Sign in to your Outlook account and click the gear icon located in the upper right-hand corner.
  • Choose "View all Outlook settings" from the drop-down menu.
  • Click on 'Email' in the left-hand sidebar, and then select 'Compose and Reply.'
  • In the 'Signature' section, make the desired alterations to your signature using the provided text box.
  • Scroll to the bottom of the page and click 'Save' to save the changes you've made.

How to Add a Signature in the Outlook Mobile App

setting interface of outlook mobile app

It is super easy to create and edit a signature in Outlook on the Mobile device:

  • Open the Outlook app on your iOS or Android device.
  • Tap on "Inbox" in the top left corner of the home page, which is where your email avatar is. Then find the settings icon at the bottom left.
  • Scroll down the screen and choose the "Signature" section. Then you will see a dialog box with the words "Get Outlook for iOS" or "Get Outlook for Android".
  • Tap this dialog box to input or edit your email signature, you can also insert your signature picture or change the font, size and arrangement, etc.
  • Finally, click the "" in the upper right corner to save your Outlook signature, and you're done!


Adding your email signature in Outlook is a quick and easy process and now you have learned how to add signature in Outlook for web, desktop, and mobile, and how to create a professional signature image using an online photo editing tool. So, design your new signature and add it in Outlook now!