How to Add Email Signature to Outlook

Outlook Desktop (Windows/Mac)

Step-by-Step Instructions

1. Open Outlook Options: Click "File" in the top menu, then select "Options" (Windows) or "Preferences" (Mac).
2. Access Mail Settings: In the Options/Preferences window, click "Mail" in the left sidebar.
3. Open Signatures: Click the "Signatures" button. This will open the Signatures and Stationery dialog box.
4. Create New Signature:
   • Click "New" to create a new signature
   • Enter a name for your signature (e.g., "Business Signature")
   • Click "OK"
5. Edit Your Signature:
   • In the "Edit signature" box, paste your HTML signature code
   • You can also use the formatting toolbar to add text, images, and links
   • Outlook supports rich HTML, so your formatting will be preserved
6. Set Default Signatures:
   • Under "Choose default signature", select an email account from the dropdown
   • Choose which signature to use for "New messages"
   • Choose which signature to use for "Replies/forwards"
   • Repeat for each email account if you have multiple
7. Save: Click "OK" to save your signature settings. Your signature will now appear in new emails automatically.

Outlook Web (Outlook.com / Office 365)

Step-by-Step Instructions

1. Open Settings: Click the gear icon (⚙️) in the top right corner of Outlook Web.
2. View All Settings: Click "View all Outlook settings" at the bottom of the settings panel.
3. Navigate to Mail Settings: Click "Mail" in the left sidebar, then select "Compose and reply".
4. Find Email Signature: Scroll down to the "Email signature" section.
5. Create Your Signature:
   • Type or paste your signature content in the text box
   • Use the formatting toolbar to add formatting, links, and images
   • For HTML signatures, you can paste HTML code directly
6. Configure Options:
   • Check "Automatically include my signature on new messages I compose" to add it to new emails
   • Check "Automatically include my signature on messages I forward or reply to" to add it to replies
7. Save: Click "Save" at the top of the settings window. Your signature is now active.

Outlook Mobile App (iOS/Android)

Step-by-Step Instructions

1. Open Outlook App: Launch the Outlook mobile app on your device.
2. Access Settings: Tap your profile picture or the menu icon, then tap the gear icon for Settings.
3. Select Your Account: Tap on the email account you want to configure.
4. Find Signature: Scroll down and tap "Signature".
5. Edit Signature: Type or paste your signature. Note: Mobile apps have limited HTML support compared to desktop.
6. Save: Tap "Save" or the back arrow to apply your changes.

Common Issues and Solutions

Signature Not Appearing

• Check Default Settings: Make sure you've selected a signature for "New messages" in the signature settings.
• Account Assignment: Verify that the signature is assigned to the correct email account.
• Restart Outlook: Sometimes Outlook needs to be restarted for signature changes to take effect.
• Check Reply Settings: If signatures aren't appearing in replies, make sure you've set a signature for "Replies/forwards" as well.

Formatting Issues

• HTML Support: Outlook desktop has excellent HTML support, but some advanced CSS may not work. Use inline styles and simple HTML structures.
• Image Display: Ensure images are hosted on accessible servers. Outlook may block images from untrusted sources.
• Font Rendering: Use web-safe fonts to ensure consistent display across different email clients.
• Table Layouts: For complex layouts, use HTML tables rather than CSS-based layouts for better compatibility.

Images Not Loading

• Hosting: Use reliable image hosting (your website, CDN, or trusted image hosting service).
• File Size: Keep images under 100KB for faster loading.
• HTTPS: Use HTTPS URLs for images when possible.
• Embedding: While Outlook supports embedded images, using URLs is more reliable for recipients using other email clients.

Best Practices for Outlook Signatures

• Multiple Signatures: Create different signatures for different purposes (business, personal, different roles) and switch between them as needed.
• Account-Specific Signatures: Assign different signatures to different email accounts if you manage multiple accounts.
• Test Across Clients: While Outlook has good HTML support, test your signature in other email clients to ensure compatibility.
• Keep It Professional: Include essential information only: name, title, company, contact details, and relevant social links.
• Mobile Considerations: Keep signatures concise, as mobile displays are limited. Test how your signature looks on mobile devices.

Frequently Asked Questions

Next Steps

Now that you know how to add signatures to Outlook, you might want to:

• Create a professional signature with BrandaSign
• Learn about optimal image sizes for signatures
• Review Outlook setup guide