How to Set Up an Email Signature in the New Outlook for Windows

You want a signature that gets added automatically when you write or reply to mail in the new Outlook for Windows.

Why the old steps don’t work: classic Outlook puts signatures under File → Options → Mail → Signatures, and you choose defaults from there. The new Outlook moved everything into Settings → Accounts → Signatures, and you turn on auto-insert with two checkboxes (new messages, replies/forwards). Signatures are per account, so each mailbox you’ve added has its own.

Step 1: Create the signature

1. In new Outlook, select Settings (the gear, top right).
2. Go to Accounts > Signatures.
3. If you have more than one account, select the account this signature is for.
4. Select Add signature, type a name for it, then type and format the signature text in the editor (you can add links, images, and a logo).

Step 2: Turn on automatic insertion

1. Use the checkboxes to choose where the signature is added: tick the option for new messages and/or the option for replies and forwards.
2. Select Save.

From now on the signature is inserted automatically wherever you ticked it.

Step 3: Insert a signature manually instead

If you’d rather add it only when you want it, leave the checkboxes off and insert per message:

1. In a message, go to the Message tab.
2. Select Insert > Signature and pick the signature you want.

FAQ

My signature only shows on new mail, not replies. Go back to Settings → Accounts → Signatures and tick the replies and forwards checkbox, then Save.

Can I have different signatures per account? Yes — select the account at the top of the Signatures pane before creating or assigning a signature.

The same steps for Outlook.com? Yes. On Outlook.com / Outlook on the web it’s also Settings → Accounts → Signatures, with the same checkboxes for new messages and replies/forwards.

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