An email signature in Outlook adds professional consistency to every message you send, whether from desktop or mobile. Knowing how to add email signature in outlook is a simple way to make your emails look polished and credible. This guide walks you through the entire process, step by step, for both Windows and Mac versions.
How To Add Email Signature In Outlook
Setting up a signature in Outlook is straightforward, but the steps vary slightly depending on your version. We cover Outlook for Microsoft 365, Outlook 2021, Outlook 2019, and Outlook on the web. Follow the instructions for your specific setup.
For Outlook Desktop (Windows)
This is the most common version. The process is nearly identical across recent releases. Start by opening Outlook on your computer.
- Click the File tab in the top-left corner.
- Select Options from the menu. A new window opens.
- In the left pane, click Mail.
- Under the “Compose messages” section, click the Signatures… button.
- A new window titled “Signatures and Stationery” appears. Click New.
- Type a name for your signature (e.g., “Work Signature”) and click OK.
- In the large text box below, type your signature content. Use the formatting toolbar to change font, size, color, and add bold or italics.
- To add an image (like your logo), click the image icon in the toolbar. Select your file and adjust the size.
- To add a hyperlink (like your website), highlight the text, right-click, and choose Hyperlink.
- Under “Choose default signature,” pick which account to use it for. Select your signature from the dropdown for new messages and replies/forwards.
- Click OK to save. Then click OK again to close Options.
Test it by composing a new email. Your signature should appear automatically. If not, check your default signature settings.
Adding A Logo Or Image
Images make your signature more memorable. Keep the file size small to avoid slow loading. Use a PNG or JPG format. Right-click the image in your signature to resize it proportionally.
Adding Social Media Icons
Include links to your LinkedIn, Twitter, or company page. Use small, clickable icons. You can find free icon sets online. Upload each icon as an image, then hyperlink it to your profile URL.
For Outlook On Mac
Outlook for Mac has a slightly different interface. The steps are still simple. Open Outlook on your Mac first.
- Click Outlook in the top menu bar, then select Preferences.
- In the Preferences window, click Signatures under “Email.”
- Click the + (plus) button at the bottom-left to create a new signature.
- Type a name for it in the left panel.
- In the right panel, type your signature content. Use the formatting bar to style text.
- To add an image, click the Image button (looks like a mountain) in the toolbar. Choose your file.
- To add a hyperlink, highlight text, right-click, and choose Hyperlink.
- Under “Choose default signature,” select the signature for new messages and replies/forwards.
- Close the Preferences window. Your signature is saved.
Compose a new email to confirm it appears. If it doesn’t, restart Outlook and try again.
For Outlook On The Web (OWA)
If you use Outlook through a browser, the process is different. Log into your Outlook web account first.
- Click the Settings gear icon in the top-right corner.
- At the bottom of the Settings pane, click View all Outlook settings.
- In the Settings window, click Mail in the left pane, then Compose and reply.
- Under “Email signature,” type your signature in the text box. Use the formatting tools to style it.
- To add an image, click the image icon and upload your file.
- To add a hyperlink, highlight text and click the link icon.
- Check the box “Automatically include my signature on new messages I compose” if desired.
- Click Save at the top.
Your signature is now active. Test it by starting a new email in the browser.
For Outlook Mobile (IOS And Android)
Adding a signature on your phone is quick. Open the Outlook app on your device.
- Tap your profile picture or the hamburger menu (three lines) in the top-left.
- Tap the Settings gear icon at the bottom.
- Scroll down and tap Signature under “Mail.”
- Type your signature in the text box. You cannot add images or complex formatting on mobile.
- Toggle “Use a signature” on.
- Tap the back arrow to save.
Your signature will appear on new emails. Note that it may not show on replies automatically.
Common Signature Mistakes To Avoid
Even a good signature can look unprofessional if done wrong. Here are pitfalls to skip.
- Too much text: Keep it to 4-5 lines max.
- Large images: They slow down email loading.
- Missing contact info: Include phone and email at least.
- Inconsistent fonts: Stick to one or two fonts.
- No hyperlinks: Make your website and socials clickable.
A clean signature builds trust. Review yours before sending important emails.
How To Edit Or Delete An Existing Signature
Need to update your signature? The process is similar to creating one. Open the Signatures window again.
Editing
- Go to File > Options > Mail > Signatures.
- Select the signature you want to edit from the list.
- Make changes in the text box. Update text, images, or links.
- Click OK to save.
Deleting
- In the same Signatures window, select the signature.
- Click the Delete button (or press the Delete key).
- Confirm if prompted. Click OK.
Your old signature is gone. New emails will use the default signature you set.
How To Add A Signature To Replies And Forwards
By default, Outlook adds signatures only to new messages. You can change this. In the Signatures window, under “Choose default signature,” there are two dropdowns. One for new messages, one for replies/forwards. Select your signature for both. Now it appears on every email you send.
If you prefer a shorter signature for replies, create a separate one and assign it there.
Using HTML For Advanced Signatures
If you want more control, use HTML code. This allows custom layouts, colors, and multiple columns. You can paste HTML directly into the signature editor. Outlook supports basic HTML tags. Test it first to ensure it renders correctly.
Example HTML for a simple signature:
<p>John Doe<br>Marketing Manager<br>Company Name<br>Phone: 123-456-7890</p>
Paste this into the signature box. Adjust as needed. Be careful with complex code; it may break in some email clients.
How To Add A Signature For Multiple Email Accounts
If you manage several accounts in Outlook, you can assign different signatures. In the Signatures window, under “Choose default signature,” select the email account from the dropdown. Then pick the signature for that account. Repeat for each account. Each account can have its own signature.
This is useful for separating work and personal emails. Your professional signature appears only on work messages.
How To Add A Signature In Outlook 365 (Microsoft 365)
Outlook 365 works the same as the desktop version. Follow the steps for Outlook Desktop (Windows) above. The interface is identical. If you have a subscription, you get the latest features, including better image handling.
For Outlook 365 on Mac, use the Mac steps. The process is consistent across versions.
How To Add A Signature In Outlook 2019 And 2016
These older versions also follow the same desktop steps. The only difference is the visual style of the Options window. But the Signatures button is in the same place. Use the instructions for Outlook Desktop (Windows). They work perfectly for 2019 and 2016.
If you cannot find the Signatures button, search for “signatures” in the Help bar.
How To Add A Signature In Outlook Express (Legacy)
Outlook Express is very old and not recommended. But if you still use it, here is the method. Open Outlook Express. Click Tools > Options. Click the Signatures tab. Click New. Type your signature. Assign it to all messages. This version has limited formatting options.
Consider upgrading to a modern Outlook version for better security and features.
How To Add A Signature In Outlook For Business
Business accounts often have IT policies. You may not be able to change signatures if locked by an admin. Contact your IT department for permission. If allowed, the steps are the same as the desktop version. Some companies use third-party tools for centralized signature management.
If you manage your own account, follow the standard steps.
How To Add A Signature In Outlook With A Template
Using a template saves time. Many websites offer free signature templates. Download one that fits your brand. Open the template in a text editor (like Notepad). Copy the HTML code. In Outlook, open the Signatures window. Paste the code into the signature box. Adjust any placeholder text. Save it.
Make sure the template is responsive for mobile devices. Test it by sending an email to yourself.
How To Add A Signature In Outlook Without HTML
If you don’t want to use HTML, stick with the built-in editor. Type your text, use bold for your name, and add a line break for your title. Use the bullet list option for contact details. Keep it simple. This works for most users and avoids formatting issues.
Plain text signatures are safe and always display correctly.
How To Add A Signature In Outlook For A Shared Mailbox
Shared mailboxes require extra steps. You need permissions to edit the mailbox. Open Outlook with the shared mailbox added. Go to File > Options > Mail > Signatures. Select the shared mailbox from the dropdown. Create or edit the signature. Save it. Only users with access to that mailbox will see the signature.
If you cannot see the shared mailbox in the dropdown, contact your admin.
How To Add A Signature In Outlook With A Disclaimer
Some companies require legal disclaimers. You can add one below your signature. In the signature editor, type your signature first, then add a line break. Paste or type the disclaimer text. Use a smaller font size to separate it. Make sure it is readable.
Alternatively, use a third-party tool to append disclaimers automatically. This is common in regulated industries.
How To Add A Signature In Outlook For Different Languages
If you communicate in multiple languages, create separate signatures. In the Signatures window, create a new signature for each language. Name them clearly (e.g., “English Signature,” “Spanish Signature”). Assign the appropriate one to each email account or manually select it when composing.
You can switch signatures manually by clicking Signature in the message compose window.
How To Add A Signature In Outlook With A QR Code
QR codes add a modern touch. Generate a QR code for your contact info or website. Save it as an image. In the signature editor, insert the image. Resize it to be small (around 100×100 pixels). Hyperlink it if needed. Test the QR code by scanning it with your phone.
This is useful for networking events or digital business cards.
How To Add A Signature In Outlook With A Banner
A banner image can promote a campaign or event. Create a banner in an image editor. Keep it narrow (around 600 pixels wide) to fit email width. Insert it at the bottom of your signature. Add a hyperlink to the banner if it’s clickable. Be careful not to make it too large.
Some email clients block images by default. Use alt text to describe the banner.
How To Add A Signature In Outlook With A Video Link
You cannot embed videos in signatures, but you can add a link. Type “Watch our intro video” and hyperlink it to your YouTube or Vimeo URL. Use a play button icon for visual appeal. This encourages clicks without breaking email rules.
Test the link before sending.
How To Add A Signature In Outlook With A Call-To-Action
A call-to-action (CTA) directs readers to take action. Examples: “Book a meeting,” “Download our brochure,” or “Visit our blog.” Add a short CTA below your contact info. Use a button-style link if possible. Keep it relevant to your email content.
CTAs increase engagement. Track clicks using URL shorteners.
How To Add A Signature In Outlook With A Logo And Social Icons
This is a professional standard. Insert your company logo at the top of the signature. Below it, add your name, title, and contact details. Then add social media icons in a row. Hyperlink each icon. Use a consistent color scheme. Test on mobile to ensure it looks good.
Many templates include this layout. Customize it to match your brand.
How To Add A Signature In Outlook With A Photo
A professional headshot adds a personal touch. Use a high-quality, small photo (under 50 KB). Insert it in the signature editor. Place it to the left of your name. Resize it to about 80×80 pixels. Ensure it is not distorted. This works well for sales and client-facing roles.
Some companies prefer no photos for consistency. Check your brand guidelines.
How To Add A Signature In Outlook With A Legal Disclaimer
Legal disclaimers are often required. Add them below your signature. Use a smaller font (9pt or 10pt). Keep the text concise. Common disclaimers include confidentiality notices and company registration details. Check with your legal team for exact wording.
Do not use all caps, as it looks unprofessional.
How To Add A Signature In Outlook With A Privacy Notice
Privacy notices are becoming common. Add a line like “We respect your privacy. Read our policy here.” Hyperlink the text to your privacy page. Place it at the very bottom of the signature. This shows compliance with regulations like GDPR.
Keep it short to avoid clutter.
How To Add A Signature In Outlook With A Company Slogan
A slogan reinforces your brand. Add it below your name or at the bottom. Use italics or a different color. Keep it to one line. Example: “Innovating for a better tomorrow.” Make sure it aligns with your brand voice.
Do not overuse it. One slogan is enough.
How To Add A Signature In Outlook With A Custom Font
Custom fonts can make your signature stand out. Use web-safe fonts like Arial, Calibri, or Georgia. Avoid rare fonts that may not display on all devices. In the signature editor, select your text and choose the font from the dropdown. Stick to one font for consistency.
If you use a custom font, test it on different email clients.
How To Add A Signature In Outlook With A Background Color
Background colors can highlight your signature. Use a light color like light gray or pale blue. In the signature editor, select the text box and choose a background color. Be careful; dark backgrounds can make text hard to read. Keep it subtle.
Some email clients strip background colors. Test before sending.