How to Add an Email Signature in Outlook: Desktop & Web Guide

Outlook Signature Versions

Microsoft Outlook comes in several versions, and the process for adding signatures varies slightly between them. This guide covers:

• Outlook for Windows (Microsoft 365 / Office 2021/2019)
• Outlook for Mac
• Outlook on the Web (outlook.com, Office 365 web)
• New Outlook for Windows (the redesigned version)

Outlook for Windows (Classic)

Keyboard Shortcut

Quick way to access signatures: Press Alt + F, then T, then M, then click Signatures.

Outlook for Mac

Outlook on the Web (OWA)

New Outlook for Windows

Microsoft has released a new version of Outlook for Windows with a redesigned interface. If you're using this version:

1. Click the Settings gear icon
2. Select Signatures from the sidebar
3. Click + New signature
4. Create and format your signature
5. Set your default preferences
6. Click Save

Adding Images to Outlook Signatures

Outlook supports images in signatures, but there are best practices to follow:

In Outlook Desktop (Windows)

1. In the signature editor, place your cursor where you want the image
2. Click the Image icon in the toolbar
3. Browse and select your image file
4. Click Insert
5. Resize by selecting the image and dragging the corners

In Outlook Web

1. Click the image icon in the signature toolbar
2. Upload your image or paste an image URL
3. Adjust size as needed

Using HTML Signatures in Outlook

For more control over your signature design, you can create an HTML signature:

1. Create or generate your HTML signature (using a tool like SigGen)
2. Copy the signature to your clipboard
3. In Outlook, open the signature editor
4. Paste the signature directly—Outlook will preserve the HTML formatting

Note: Outlook's editor may modify some HTML elements. For the most consistent results, use simple, table-based layouts.

Managing Multiple Signatures

Outlook allows you to create multiple signatures for different purposes:

• Work signature: Full professional signature with title and contact info
• Brief signature: Just name and phone for quick replies
• Marketing signature: Includes promotional banner or links
• Personal signature: Simpler version for non-work emails

You can also assign different signatures to different email accounts if you have multiple accounts in Outlook.

Syncing Signatures Across Devices

Unfortunately, Outlook signatures don't automatically sync between devices. You'll need to set up your signature separately on:

• Outlook desktop (each computer)
• Outlook on the Web
• Outlook mobile app

Tip: Save your signature HTML or keep it in a document for easy copying when setting up new devices.

Troubleshooting Common Issues

Signature Not Appearing

• Verify the signature is set as default for new messages
• Check the correct email account is selected
• Ensure you're composing in HTML format (not plain text)

Images Not Showing

• Embed images instead of linking to external URLs
• Reduce image file size
• Recipients may have images blocked—include alt text

Formatting Looks Different to Recipients

• Use web-safe fonts (Arial, Verdana, Times New Roman)
• Avoid complex layouts—use simple tables
• Test by sending to different email clients

Conclusion

Setting up an email signature in Outlook is straightforward once you know where to find the settings for your version. Whether you're using Windows, Mac, or the web version, you can create professional signatures that automatically appear in your emails. For the best results, use a signature generator to create a well-designed signature that you can easily paste into Outlook.