Quick answer
Assign an Outlook signature to the intended account and to new messages or replies separately. A signature is not proof of sender identity or email authentication.
Applies to
Historical reference for Outlook 2016 while moving to a supported mail client. Microsoft ended Office 2016 support on October 14, 2025. Classic Outlook, new Outlook and other clients use different menus. Preserve local-only mail and contacts before migration.
Steps
- In the older interface, open File > Options > Mail > Signatures.
- Create or edit the signature with accurate public contact details, readable formatting and owned images/links.
- Select the intended email account and new-message/reply defaults, then save. Recreate or migrate the signature through the replacement client's supported controls.
Check the result
Compose with each intended From account and inspect a received test, including links and any remote images.
Troubleshooting and support
If the wrong signature appears, check the account/identity and reply defaults. A signature stored on one device may not synchronize to other clients.
If the problem continues, contact support from the account that owns the service. Include the domain, exact error, time and time zone, tool name, and a redacted screenshot. Keep passwords, private keys, cookies and private message content out of the ticket.
Video tutorial
The original video is preserved. Its interface or product version may differ from the written guidance above.
Related help
- Find the correct secure IMAP and SMTP settings for your mailbox
- Use webmail to separate a mailbox problem from a device problem
Official references
Written content reviewed November 1, 2026. Menu availability depends on the product version, permissions and service.
