Outlook fix · Classic, new Outlook & web
Outlook signature not showing — on new emails or replies? Fix it
The usual reason a signature appears on new emails but vanishes on replies (or doesn't show at all) is simple: Outlook treats "New messages" and "Replies/forwards" as two separate settings, and one of them is set to (none). Set both — for the right email account, in HTML format — and it sticks. Here's how, for classic Outlook and for new Outlook / Outlook on the web. Rated 4.9 on Google.
- ● Set it for New AND Replies
- ● Classic, new Outlook & web
- ● We'll set it up for you in minutes
Why it happens
Why your signature shows on some emails but not others
Outlook keeps two separate default-signature settings: one for brand-new messages, and one for replies and forwards. It's extremely common to set the first and leave the second on (none) — which is exactly why your signature shows when you start a fresh email but disappears the moment you hit Reply.
Two other things quietly break signatures:
- The wrong email account. Signatures are set per account. If you have more than one account in Outlook, a signature set for account A won't appear on mail sent from account B.
- Plain Text format. A signature with a logo, links or formatting needs the email to be in HTML. If you're composing in Plain Text, Outlook strips the formatting — and images vanish entirely.
One more thing worth knowing: signatures live on each device and each version separately. Setting one up in classic Outlook on your desktop doesn't carry it to new Outlook, Outlook on the web, or the Android Outlook app — each needs its own.
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Classic Outlook
Set a default signature for new mail AND replies
In classic Outlook for Windows the fix lives under File > Options > Mail > Signatures. The key is the "Choose default signature" box in the top-right of that window: it has two drop-downs — New messages and Replies/forwards — and you need to pick your signature in both.
- First choose the correct account in the E-mail account drop-down, so you're setting it for the right address.
- Then set both drop-downs to your signature and click OK. New emails and replies will now carry it automatically.
New Outlook & web
Turn the signature on for new Outlook and Outlook on the web
In new Outlook for Windows the setting has moved to Settings (the gear icon, top-right) > Accounts > Signatures. In Outlook on the web it's under Settings > Mail > Compose and reply (and if that page tells you signatures have moved, follow it to the Accounts tab). Wherever you land, create or paste your signature, then — crucially — under "Select default signatures" set it to be automatically included on new messages and on replies and forwards. If you skip that step the signature exists but is never inserted. If you have more than one account, pick the right account first, because signatures are set per account here too.
Whichever version you're on, make sure you're composing in HTML (not plain text) so the logo and links survive. And if you'd rather not fiddle with logos, links and spacing, we'll build a smart, correctly-formatted signature and switch it on across your devices for you. It's a five-minute job on a remote session and it comes out looking right first time.
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// GOOD QUESTIONS
Frequently asked
Why does my Outlook signature show on new emails but not replies?
Because Outlook has two separate settings — one for new messages and one for replies/forwards — and the replies one is set to (none). In classic Outlook go to File > Options > Mail > Signatures and, for the correct account, set your signature in BOTH the "New messages" and "Replies/forwards" drop-downs. In new Outlook go to Settings > Accounts > Signatures (or Settings > Mail > Compose and reply in Outlook on the web) and set your signature to be automatically included on both new messages and replies.
Where are signature settings in new Outlook and Outlook on the web?
In new Outlook for Windows, click the gear icon (Settings) and go to Accounts > Signatures. In Outlook on the web, go to Settings > Mail > Compose and reply — and if it says signatures have moved, follow the link to the Accounts tab. Create your signature there and, under "Select default signatures", choose it to be automatically included on new messages and on replies and forwards. Remember new Outlook keeps its own signature separate from classic Outlook.
Why is my signature image or logo not showing?
Almost always because the email is being composed in Plain Text (or Rich Text) rather than HTML. Logos, links and formatting only survive in HTML format. In classic Outlook, on the Format Text tab of a new message, choose HTML. Also check the image was inserted into the signature itself, not just pasted once into a single email.
I have two email accounts — why is the signature missing on one?
Signatures are set per account in Outlook. A signature configured for one address won't appear on mail sent from the other. In classic Outlook go to File > Options > Mail > Signatures and use the "E-mail account" drop-down to pick the second account; in new Outlook (Settings > Accounts > Signatures) select the other account first. Then set its default signatures for new messages and replies too.
Why doesn't my desktop signature appear on my phone or webmail?
Signatures are stored on each device and each version of Outlook separately. Setting one up in classic Outlook on your PC won't carry it to new Outlook, Outlook on the web, or the Outlook app on Android — you need to add it in each place. We can set them all to match if you'd like a hand.
Can you set up my signature for me?
Yes — it's a quick one for us. On a secure remote session (we phone you first, you watch on your screen, and access ends when we're done) we'll build a tidy HTML signature with your logo and links, set it as default on new mail and replies, and check it lands correctly. Usually done in minutes. Call 01202 775566.
Want it done properly, once?
We'll build your signature — logo, links, the lot — set it as default on new mail and replies, and confirm it looks right when it lands. Secure remote session: we call first, you watch, access ends when done.
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