How to Add an Email Signature in Outlook
Create a professional Outlook signature in under 2 minutes with our free generator. Follow this step-by-step guide.
Visual walkthrough
Find the signature editor in Outlook
Follow the menu labels below, paste the signature, then send yourself a test message. Interface labels can vary slightly by app version and account type.
Outlook
Settings path
- 1 Settings
- 2 Accounts
- 3 Signatures
- 4 Add signature
- 5 Paste, choose defaults, and save
Diagram of the settings flow—not a pixel-for-pixel product screenshot.
New Outlook and web
Signatures live under Accounts in the settings pane. If you cannot find the section, search settings for "signature", then create it and assign defaults per account.
Classic Outlook
On Windows, use File → Options → Mail → Signatures. The classic app stores signatures separately from Outlook on the web.
Outlook mobile
The mobile app has its own signature setting and may simplify rich formatting. Send a test message from each app you use.
Create your signature
Use our free signature generator to design your professional email signature. Choose a template, fill in your details, and click "Copy Signature".
Open Outlook settings
In Outlook on the web, click the gear icon (⚙️) → "Settings" → "Accounts" → "Signatures". In the desktop app, go to File → Options → Mail → Signatures.
Create a new signature
Click "+ New signature" and give it a name like "Work" or "Professional". You'll see a text editor where your signature will go.
Paste your signature
Click inside the signature editor and press Ctrl+V (or Cmd+V on Mac) to paste. Your formatting, colors, photos, and social icons will be preserved.
Set as default and save
Select your new signature as the default for new messages and replies/forwards. Click "Save". Your signature will now appear automatically in every email you send.
Frequently Asked Questions
Does the signature work in both Outlook web and desktop? +
Yes! Our signatures are HTML table-based, which ensures compatibility with Outlook on the web (outlook.com), the desktop app (Windows/Mac), and the mobile app. However, you need to set up the signature separately in each version.
Why does my signature look broken in the Outlook desktop app? +
The Outlook desktop app (Windows) uses the Word rendering engine, which handles HTML differently. Our signatures are specifically designed to work with this limitation using table-based layouts instead of modern CSS.
Can I add my company logo to the signature? +
Yes! Upload your photo or logo in our generator. The image is embedded as base64, so it doesn't require external hosting and will display reliably in Outlook.
Can I have different signatures for different Outlook accounts? +
Yes! Outlook supports multiple signatures. You can assign different default signatures to different email accounts in the signature settings.
Will the signature work with Microsoft 365? +
Absolutely. Our signatures are fully compatible with Microsoft 365 (formerly Office 365), Outlook.com, Outlook desktop app, and Outlook mobile.
Is this generator free? +
Yes, 100% free. No account, no credit card, no hidden costs. Create unlimited signatures.
Keep exploring
Email setup guides
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