How to add a signature to your email address

An email signature helps keep your messages professional and consistent. Follow the instructions below to add or update your signature in Outlook on the web, iPhone, or Android. Please note that signatures usually need to be set up separately on each device or app you use.

Outlook on the web

Please follow the instructions below to install your email signature.

  1. Sign in to Outlook on the web. Use your Microsoft 365 email address and password.
  2. In the upper-right corner, select Settings > View all Outlook settings.
  3. Select Mail > Compose and Reply.
  4. Under Email signature, enter your preferred signature.
  5. Select the checkbox next to Automatically include my signature on new messages that I compose if you want your signature at the end of all new messages.
  6. Select the checkbox next to Automatically include my signature on messages I forward or reply to if you want your signature to appear at the end of messages you forward or respond to.
  7. Select Save.

iPhone Mail app

To add or change your email signature in the iPhone Mail app:

  1. Open Settings on your iPhone.
  2. Scroll down and tap Apps.
  3. Tap Mail.
  4. Tap Signature.
  5. Choose either:
    • All Accounts — same signature for every email account
    • Per Account — different signature for each email account
  6. Delete the default “Sent from my iPhone” text.
  7. Type or paste your new signature.
  8. Go back or close Settings — it saves automatically.

Outlook app on Android

  1. Open the Outlook app.
  2. Tap your profile icon or menu icon in the top left.
  3. Tap the Settings gear.
  4. Scroll to Signature.
  5. Choose the email account, if they have more than one.
  6. Delete the default text.
  7. Type or paste the signature.
  8. Tap the checkmark/save option, or go back to save.

Gmail app on iPhone or Android

  1. Open the Gmail app.
  2. Tap the menu icon in the top left.
  3. Scroll down and tap Settings.
  4. Tap the email account you want to edit.
  5. Look for Signature settings or Mobile signature.
  6. Turn the signature on, if needed.
  7. Type or paste the signature.
  8. Go back to save.
Important note for clients

The Gmail app may use a separate mobile signature, even if the person already has a signature set up in Gmail on the web or in Outlook.

Posted in ,