How to Add an Email Signature in Outlook

Fast Path: Quick Setup

If you already have your HTML signature code ready, follow these quick steps:

Outlook Desktop

1. File → Options → Mail → Signatures
2. Click "New" → Give it a name → OK
3. Paste your HTML code
4. Set as default for new messages and replies
5. Click "OK" to save

Outlook Web (Outlook.com)

1. Gear icon → View all Outlook settings
2. Mail → Compose and reply
3. Scroll to "Email signature"
4. Paste your HTML code
5. Click "Save"

Full Step-by-Step Instructions

For Outlook Desktop (Windows/Mac)

1. Open Outlook Options: Click "File" in the top menu, then select "Options" (Windows) or "Preferences" (Mac).
2. Navigate to Mail Settings: In the Options window, click "Mail" in the left sidebar.
3. Open Signatures: Click the "Signatures" button. This will open the Signatures and Stationery window.
4. Create New Signature:
   • Click "New" to create a new signature
   • Give it a name (e.g., "Business Signature")
   • Click "OK"
5. Edit Your Signature: In the signature editor, paste your HTML signature code. Outlook's editor supports rich HTML formatting, including:
   • Text formatting (bold, italic, colors)
   • Images and logos
   • Links and hyperlinks
   • Tables for layout
6. Set Default Signature: Below the editor, you'll see dropdown menus to:
   • Choose signature for new messages
   • Choose signature for replies/forwards
   • Select which email account uses this signature (if you have multiple)
7. Save: Click "OK" to save your signature. It will now automatically appear in new emails based on your settings.

For Outlook Web (Outlook.com)

1. Open Settings: Click the gear icon (⚙️) in the top right corner of Outlook.com.
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 Section: Scroll down to the "Email signature" section.
5. Edit Signature: Paste your HTML signature code into the signature editor. Outlook Web supports HTML formatting.
6. Save: Click "Save" at the top of the settings page. Your signature will now appear in new emails.

For Outlook Mobile App (iOS/Android)

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 "Settings".
3. Navigate to Mail Settings: Tap "Mail" in the settings list.
4. Find Signature: Scroll down and tap "Signature".
5. Edit Signature: Type or paste your signature text. Note: Mobile apps have limited HTML support, so complex formatting may not work perfectly.
6. Save: Tap "Save" or use the back button to apply your changes.

Troubleshooting

Signature Disappears or Doesn't Show

• Not Set as Default: Make sure you've selected the signature for both "new messages" and "replies/forwards" in the signature settings.
• Wrong Account: If you have multiple email accounts, make sure you've assigned the signature to the correct account.
• Didn't Save: Make sure you clicked "OK" (desktop) or "Save" (web) after editing your signature.
• Mobile App Limitation: The mobile Outlook app may require you to set the signature separately. Check the app settings as described above.

Images Not Displaying

• Use Reliable Hosting: Host images on a reliable server. Outlook may block images from untrusted sources.
• Check Image URLs: Make sure image URLs are accessible and use HTTPS when possible.
• File Size: Keep images under 100KB for faster loading.
• Embed vs URL: Outlook desktop supports embedded images, but using URLs is more reliable across different email clients.

Formatting Broken

• Use Inline Styles: Outlook prefers inline CSS styles over external stylesheets.
• Table-Based Layouts: For complex layouts, use HTML tables rather than CSS flexbox or grid, as Outlook has limited support for modern CSS.
• Test Across Versions: Outlook has different rendering engines. Test your signature in Outlook desktop, web, and mobile to ensure compatibility.

Frequently Asked Questions

Next Steps

Now that you've set up your Outlook signature, you might want to:

• Create a professional signature with BrandaSign
• Set up signature for Gmail
• Learn about optimal image sizes for signatures