How To Change Your Signature On Outlook : Add Email Signature With Image

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Crafting a professional email signature in Outlook adds consistency to every message you send. If you are wondering how to change your signature on outlook, you have come to the right place. This guide will walk you through the exact steps for Outlook on Windows, Mac, and the web version.

An email signature is more than just your name. It includes your job title, phone number, and even a company logo. Keeping it updated ensures your recipients always have your current contact details.

Let us start with the most common version: Outlook for Microsoft 365 and Outlook 2019 on Windows.

How To Change Your Signature On Outlook

This section covers the core process for the desktop version of Outlook. The steps are very similar across recent versions of the software.

Step 1: Open The Signature Settings

  1. Open Microsoft Outlook on your computer.
  2. Click on the File tab in the top-left corner.
  3. In the left sidebar, select Options.
  4. A new window called “Outlook Options” will open. Click on Mail in the left column.
  5. Under the “Compose messages” section, click the button that says Signatures…

This opens the “Signatures and Stationery” dialog box. This is where all the magic happens.

Step 2: Create Or Edit Your Signature

You will see two main areas in this window. On the left is the “Select signature to edit” list. On the right is the editing area.

  • To create a new signature: Click the New button. Give it a name, like “Work Signature” or “Default”.
  • To edit an existing signature: Simply click on its name in the list.

Once you select a signature, the right panel becomes active. You can type your text here. Use the formatting toolbar above to change fonts, colors, and sizes.

Step 3: Add Details And Formatting

Most signatures include these elements:

  • Your full name
  • Job title and department
  • Company name
  • Phone number and email address
  • Website URL
  • Company logo or social media icons

To add a logo, click on the image icon in the toolbar. Select a file from your computer. Resize it so it does not take up too much space.

You can also add hyperlinks. Highlight text like “Visit our website” and click the link icon. Enter the URL and click OK.

Step 4: Choose Default Signatures

At the bottom of the “Signatures and Stationery” window, you will see a dropdown menu labeled “Choose default signature”.

  • E-mail account: Select the account you want this signature for.
  • New messages: Pick the signature you want for new emails.
  • Replies/Forwards: Pick the signature you want when you reply or forward an email.

You can choose different signatures for new messages and replies. Many people use a shorter signature for replies.

Click OK to save your changes. Then click OK again to close the Outlook Options window.

Step 5: Test Your Signature

Create a new email message. Your signature should appear automatically at the bottom. If it does not, go back and check your default signature settings.

Send a test email to yourself. Check how it looks on your phone and computer. Make sure all links work correctly.

How To Change Signature In Outlook For Mac

If you use Outlook on a Mac, the process is slightly different. Here is how to change your signature on outlook for macOS.

Accessing Signatures On Mac

  1. Open Outlook for Mac.
  2. Click on Outlook in the menu bar at the top.
  3. Select Preferences.
  4. In the Preferences window, click on Signatures.

You will see a list of your existing signatures on the left. On the right is the editing area.

Editing And Creating Signatures On Mac

To create a new signature, click the + button at the bottom of the list. Type a name for it.

In the editing area, type your signature text. You can use the formatting bar to change fonts, add bold or italics, and insert images.

To add a logo, click the Image button in the toolbar. Select your file and resize it as needed.

Setting Default Signatures On Mac

At the bottom of the Signatures window, you will see a dropdown menu. Choose the signature you want for new messages. You can also choose a separate signature for replies and forwards.

Close the window when you are done. Your changes save automatically.

How To Change Signature In Outlook On The Web

Outlook on the web (OWA) is the browser version. Many people use it at work or school. Here is how to change your signature on outlook using the web app.

Step 1: Go To Settings

  1. Open your browser and go to Outlook.com or your work email login page.
  2. Sign in with your credentials.
  3. Click on the gear icon in the top-right corner.
  4. At the bottom of the Settings panel, click View all Outlook settings.

Step 2: Find The Signature Option

In the Settings window, click on Mail in the left column. Then click on Compose and reply.

Scroll down until you see the “Email signature” section.

Step 3: Create Or Edit Your Signature

You will see a text box where you can type your signature. Use the formatting toolbar to style your text. You can add bold, italics, bullet points, and links.

To add an image, click the image icon. You can upload a file from your computer or use a URL. The web version does not support as many formatting options as the desktop version.

Step 4: Set Defaults

Below the text box, you will see two checkboxes:

  • “Automatically include my signature on new messages I compose”
  • “Automatically include my signature on messages I forward or reply to”

Check the boxes according to your preference. Then click Save at the top of the window.

Your signature is now active. Test it by composing a new email.

Common Signature Problems And Fixes

Sometimes things do not work as expected. Here are common issues and how to fix them.

Signature Not Showing Up

If your signature does not appear, check these things:

  • Did you select the correct default signature for new messages?
  • Are you using the right email account?
  • Did you save your changes before closing the window?

Restart Outlook and try again. Sometimes a simple restart fixes the problem.

Signature Looks Different On Mobile

Email signatures can look different on phones and tablets. This is because of different screen sizes and email apps.

To make your signature mobile-friendly:

  • Use a simple layout with one column.
  • Keep font sizes between 11 and 14 points.
  • Avoid large images that take time to load.
  • Use standard fonts like Arial, Calibri, or Times New Roman.

Links Not Working In Signature

If your hyperlinks do not work, you may have formatted them incorrectly. Highlight the text again and click the link icon. Make sure the URL is complete, including “https://”.

Test the link by clicking on it in a test email. If it does not work, delete the link and add it again.

Signature Disappears After Update

Outlook updates can sometimes reset your signature settings. Keep a backup of your signature text and logo in a safe place. This way, you can recreate it quickly if needed.

Tips For A Professional Signature

A good signature makes you look professional. Here are some tips to keep in mind.

Keep It Simple

Do not overload your signature with too much information. Stick to the essentials: name, title, company, phone, and email. Add a website link if relevant.

Too many colors and fonts look messy. Use one or two colors that match your company brand.

Include A Call To Action

Some people add a line like “Check out our latest blog” with a link. This can drive traffic to your website. But do not overdo it. One call to action is enough.

Use A Professional Photo Or Logo

If you include an image, make sure it is high quality. A blurry logo looks unprofessional. Resize images so they are not too large. A good size is 100 to 150 pixels wide.

Add Social Media Icons

If you use LinkedIn, Twitter, or other platforms, add small icons with links. This makes it easy for people to connect with you. Use icons that are simple and recognizable.

Include Legal Disclaimers If Needed

Some companies require a legal disclaimer in email signatures. Check with your HR or legal department. If required, add it at the bottom in a smaller font.

How To Change Signature On Outlook For Multiple Accounts

If you have multiple email accounts in Outlook, you can set different signatures for each one. Here is how.

Desktop Version

  1. Go to File > Options > Mail > Signatures.
  2. In the “Choose default signature” section, select the email account from the dropdown.
  3. Choose the signature for new messages and replies.
  4. Repeat for each account you have.

Each account can have its own signature. This is useful if you use one account for work and another for personal emails.

Web Version

Outlook on the web only supports one signature per account. If you have multiple accounts, you need to sign in to each one and set the signature separately.

How To Remove A Signature

Sometimes you want to delete an old signature. Here is how to remove a signature on outlook.

Desktop Version

  1. Go to File > Options > Mail > Signatures.
  2. In the “Select signature to edit” list, click on the signature you want to delete.
  3. Click the Delete button.
  4. Confirm the deletion.
  5. Click OK to close the window.

Note: Deleting a signature does not remove it from emails you already sent. It only stops it from appearing in future emails.

Web Version

  1. Go to Settings > View all Outlook settings > Mail > Compose and reply.
  2. Scroll to the “Email signature” section.
  3. Delete all text from the text box.
  4. Uncheck the boxes for automatic inclusion.
  5. Click Save.

This effectively removes your signature. You can also leave the text box empty and save.

Frequently Asked Questions

How Do I Change My Signature On Outlook For Windows 10?

The steps are the same as for Outlook 2019 and Microsoft 365. Go to File > Options > Mail > Signatures. Edit or create your signature there.

Can I Use HTML Code For My Outlook Signature?

Yes, you can. In the desktop version, you can paste HTML code directly into the signature editor. However, it is easier to use the built-in formatting tools.

Why Does My Outlook Signature Look Different On Different Devices?

Email clients render HTML differently. Some do not support certain fonts or styles. Stick to simple formatting for the best cross-device compatibility.

How Do I Add A Logo To My Outlook Signature?

In the desktop version, click the image icon in the signature editor. Select your logo file. Resize it to fit. In the web version, use the image icon in the formatting toolbar.

Can I Have Multiple Signatures In Outlook?

Yes, you can create multiple signatures. You can assign different ones to different accounts or use different ones for new messages and replies.

Changing your signature in Outlook is a simple process once you know where to look. Whether you use the desktop app, Mac version, or web browser, the steps are straightforward. Keep your signature professional and up to date. It reflects your brand and makes communication easier.

If you run into any issues, refer back to this guide. The troubleshooting tips should help you resolve most problems. Now you know exactly how to change your signature on outlook for any situation.