Create and Manage an Email Signature in Outlook

Create a signature once and have classic Outlook drop it into every new message — or pick a different one per account and add a logo.

Why two paths: You can open the signature editor from File → Options → Mail → Signatures, or faster, from inside a new message. Both open the exact same dialog.

Step 1: Create a new signature

1. Start a new email, then on the Message tab select Signature → Signatures. (Same dialog as File → Options → Mail → Signatures.)
2. Under Select signature to edit, click New, type a name (e.g. Work or Short), and select OK.
3. In the Edit signature box, type your text and format it — font, color, size, and alignment. For a richer layout with tables or borders, build it in Word and paste it in here.
4. Select OK.

Step 2: Add it automatically to new mail and replies

In the same dialog, under Choose default signature:

1. Pick the account from the E-mail account dropdown (each account can have its own default).
2. Set New messages to your signature.
3. Set Replies/forwards to a signature or (none) if you’d rather keep replies clean.
4. Select OK. New messages now include it automatically.

Step 3: Add a logo, and insert a signature manually

• Logo/image: In the Edit signature box, click the Image button and pick your file. To resize, right-click the image → Picture → Size tab, and keep Lock aspect ratio ticked so it doesn’t distort.
• Insert on demand: In any message, go to Message → Signature and click the one you want. (Note: Outlook won’t auto-add a signature to the very message you were composing when you created it — only to future ones.)

FAQ

Why doesn’t my signature show on replies? The Replies/forwards dropdown is probably set to (none) — change it in Step 2.

Can different accounts use different signatures? Yes. Choose each account in the E-mail account dropdown and set its own defaults.

My pasted logo is huge. Resize via right-click → Picture → Size, or shrink the image file before inserting; the editor pastes images at their native pixel size.

Sources: Microsoft Support — How to add and change an email signature in Outlook