How to Add a Signature in Outlook
Step-by-step guide for both desktop and web versions (2026)
Setting up an email signature in Outlook can be confusing because Microsoft has several versions running at once. The desktop app (Outlook 2016-2021 and Microsoft 365) uses one method, while Outlook Web uses another. Plus, there's the New Outlook app that Microsoft started rolling out in 2023, which tries to unify the experience but still has quirks. This guide covers both the traditional desktop app and the web version, so you can pick whichever one you use daily.
Microsoft is rolling out a 'New Outlook' app that replaces the classic desktop version. If you see a toggle switch in the top-right corner that says "Try the new Outlook," you can switch between versions. The new version uses a web-based interface similar to Outlook.com, so signature setup matches the web steps above. Classic Outlook follows the desktop steps. Check which one you're using before starting.
Launch Outlook and click File in the top-left corner. Select Options from the menu, then navigate to the Mail section. You'll find the Signatures button in the middle of the screen. This path works for Outlook 2016, 2019, 2021, and Microsoft 365 desktop versions.
In the Signatures window, click the New button to create a fresh signature. Give it a memorable name like 'Work Signature' or 'Personal'. If you already have signatures, they'll appear in the list on the left. You can have multiple signatures for different purposes.
Click into the editing area and paste your HTML signature from SigGen using Ctrl+V (or Cmd+V on Mac). The signature should appear with all formatting, colors, and images intact. If images don't show up immediately, don't worry—they'll appear once you send a test email.
Choose which signature appears automatically on new emails and replies. Use the dropdown menus under 'Choose default signature' to select your newly created signature. You can pick different signatures for new messages versus replies and forwards, or use the same one for both.
Click OK to save your signature settings and close the window. Then click OK again to exit Options. Send yourself a test email to verify everything looks correct. Your signature should now appear automatically on all new messages.
Formatting Breaks or Looks Wrong
This usually happens when you paste into plain text mode. Try pasting again, or compose a new email in HTML format (check under Format Text tab). If colors or fonts look off, your company might have email formatting restrictions set by IT. Ask your admin if there are policies blocking HTML emails.
Images Not Showing Up
Images in email signatures need to be hosted online with public URLs. If you uploaded a logo through SigGen, the image should work automatically. If recipients see a red X or broken image icon, the image URL might be blocked by their email security. Try using a different image host or check that your image URLs start with https://.
Signature Not Appearing on Replies
Go back to signature settings and make sure you selected your signature in the 'Replies/forwards' dropdown menu. Outlook treats new emails and replies separately, so you need to enable it for both. Some users prefer a shorter signature for replies—you can create a second signature just for that.
Signature Appears Twice
This happens when your signature is set to auto-insert and you manually paste it too. Check your signature settings and disable auto-insert for replies if you prefer to add signatures manually. On mobile, Outlook apps sometimes duplicate signatures if you have them set up on both desktop and mobile—pick one location to manage signatures.
Create Multiple Signatures
You can have separate signatures for different situations: one for clients, one for internal emails, one for personal messages. Name them clearly so you remember which is which. Switch between them using the Signature button in the message toolbar when composing.
Keep It Short on Mobile
Long signatures eat up screen space on phones. If you send a lot of email from your mobile device, create a simplified version with just your name, title, and phone number. You can set different signatures for desktop and mobile in the Outlook mobile app settings.
Test Before Sending to Clients
Send a test email to yourself or a colleague before using your new signature with clients. Check how it looks on both desktop and mobile. Different email clients render HTML differently, so what looks perfect in Outlook might break in Gmail or Apple Mail.
Update When Info Changes
Got a promotion? New phone number? Update your signature right away. Old contact info in email signatures is a common problem in big companies. Set a calendar reminder every six months to review and update your signature.