Why Professional Outlook Signatures Matter
Stand out in every Outlook email with a signature that builds trust and credibility.
Outlook is one of the most widely used email clients in business environments worldwide. Whether you are using Outlook 365 for web-based communication, Outlook Desktop for Windows, Outlook for Mac, or the new Outlook interface, having a professional email signature is essential for making strong first impressions. Your email signature represents your brand identity in every message you send.
A well-designed Outlook signature goes beyond just displaying contact information. It establishes credibility, reinforces your professional image, and makes it easy for recipients to reach you through multiple channels. Studies show that emails with professional signatures receive higher response rates and are perceived as more trustworthy by recipients.
With SigGen's free Outlook signature generator, you can create a polished, branded signature in minutes. Choose from 15 professionally designed templates, customize colors and fonts to match your brand, and export directly to any Outlook version. No design skills or technical knowledge required - just fill in your details and copy to Outlook.
Perfect Outlook Signatures, Every Time
Everything you need to create professional signatures for Outlook.
Works with All Outlook Versions
Compatible with Outlook 365, Outlook Desktop (Windows/Mac), Outlook Web, and New Outlook. One signature for all platforms.
15 Professional Templates
Choose from business-ready templates designed specifically for Outlook email clients.
Easy Copy & Paste
Copy HTML signature directly to Outlook. No complex setup or technical knowledge required.
Step-by-Step Guides
Detailed installation instructions for every Outlook version with screenshots.
How to Add Signature in Outlook 365 (Web)
Complete step-by-step tutorial for adding your email signature in Outlook 365 web version.
Log into your Outlook 365 account at outlook.office.com. Once you are in your inbox, locate the Settings icon (gear icon) in the top-right corner of the screen, next to your profile picture. Click on the gear icon to open the quick settings panel.
Tip: The settings icon looks like a cogwheel or gear and is always visible in the top navigation bar.
In the quick settings panel that appears on the right side, scroll down to the bottom and click on "View all Outlook settings". This will open the full settings dialog where you can access all configuration options for your Outlook account.
Note: Make sure you click "View all Outlook settings" and not just adjust the quick settings, as the signature editor is only available in the full settings menu.
In the settings dialog, you will see a sidebar on the left with different categories. Click on "Mail" to expand the mail-related settings. This section contains all options related to composing, reading, and managing your emails.
Under the Mail category, find and click on "Compose and reply". This is where you can configure how your emails are composed, including formatting options, default fonts, and importantly, your email signature settings.
Scroll down in the Compose and reply settings until you find the "Email signature" section. This section contains a text editor where you can create and edit your email signature. You will see formatting tools above the editor including options for bold, italic, links, and more.
Go to SigGen, create your professional email signature, and click "Copy to Clipboard". Return to Outlook 365 settings and paste your signature into the email signature editor by pressing Ctrl+V (Windows) or Cmd+V (Mac). Your signature should appear with all formatting, colors, images, and links intact.
Important: Use Ctrl+V or Cmd+V to paste. Right-click paste may not preserve all formatting correctly.
Below the signature editor, you will find checkboxes to configure when your signature appears:
- "Automatically include my signature on new messages I compose" - Check this to add your signature to all new emails you write
- "Automatically include my signature on messages I forward or reply to" - Check this if you want your signature on replies and forwards (many people leave this unchecked to avoid cluttering email threads)
After pasting your signature and configuring the options, click the "Save" button at the bottom of the settings dialog. Your signature is now active and will appear in your emails according to the options you selected.
Pro tip: Send yourself a test email to verify your signature displays correctly before sending to clients or colleagues.
How to Add Signature in Outlook Desktop (Windows)
Complete step-by-step tutorial for adding your email signature in Outlook desktop application for Windows.
Launch the Outlook desktop application on your Windows computer. Once Outlook is open, click on the "File" tab located in the top-left corner of the window. This will open the Backstage view where you can access account settings and application options.
Note: Make sure you are using the desktop version of Outlook, not Outlook Web. The File menu is always visible in the main ribbon at the top of the application.
In the Backstage view, you will see several options on the left sidebar. Look for and click on "Options" near the bottom of the left menu. This will open the Outlook Options dialog window where you can configure all aspects of your Outlook application.
Tip: The Options menu contains all Outlook settings including Mail, Calendar, Contacts, and Advanced configurations.
The Outlook Options window will open with several categories listed in the left sidebar. Click on "Mail" from the list of categories. This section contains all settings related to composing, sending, and managing email messages in Outlook.
In the Mail settings panel, scroll down until you find the section labeled "Compose messages". Within this section, you will see a button labeled "Signatures...". Click this button to open the Signatures and Stationery dialog where you can create and manage your email signatures.
Note: The Signatures button opens a dedicated editor where you can create multiple signatures and set default signatures for different email accounts.
The Signatures and Stationery dialog will open showing the "Email Signature" tab. Click the "New" button to create a new signature. A dialog box will appear asking you to name your signature. Enter a descriptive name like "Professional" or "Work Signature" and click OK.
Tip: You can create multiple signatures for different purposes (e.g., one for new emails, one for replies, or different signatures for personal vs. business emails).
After creating your new signature, you will see a text editor appear in the bottom section of the dialog labeled "Edit signature". Click inside this editor to place your cursor. Go to SigGen, create your professional email signature, and click "Copy to Clipboard". Return to Outlook and paste your signature into the editor by pressing Ctrl+V. Your signature will appear with all formatting, images, colors, and links preserved.
Important: Always use Ctrl+V to paste. The editor supports rich HTML formatting, so your signature will maintain all styling and images.
Above the signature editor, you will see the section "Choose default signature". Here you can configure when your signature appears:
- Email account: If you have multiple email accounts in Outlook, select which account this signature applies to
- New messages: Choose which signature to use for new emails (select the signature you just created)
- Replies/forwards: Choose which signature to use for replies and forwards (you can select the same signature or leave it as "(none)" to avoid cluttering email threads)
Pro tip: Most professionals set their signature for new messages but leave replies/forwards without a signature to keep email threads clean.
After pasting your signature and configuring the default settings, click "OK" in the Signatures and Stationery dialog to save your changes. Then click "OK" again in the Outlook Options window to close it and return to your inbox. Your signature is now active and will automatically appear in all new emails according to your settings.
Test it out: Compose a new email to verify your signature appears correctly before sending to clients or colleagues.
How to Add Signature in Outlook for Mac
Complete step-by-step tutorial for adding your email signature in Outlook application for macOS.
Launch the Outlook application on your Mac. Once Outlook is open, click on "Outlook" in the top menu bar (located in the top-left corner of your screen, next to the Apple menu). From the dropdown menu that appears, select "Preferences" or "Settings" depending on your Outlook version.
Tip: You can also use the keyboard shortcut Cmd + , (Command + Comma) to quickly open Outlook Preferences on Mac.
The Outlook Preferences window will open showing various categories of settings. Look for the "Email" section in the preferences window. Within this section, you will find a "Signatures" button or option. Click on "Signatures" to open the signature management dialog.
Note: The Signatures button is typically displayed with an icon showing a pen or document, making it easy to identify in the preferences panel.
The Signatures dialog will open, displaying a list of existing signatures (if any) on the left side and an editor on the right. Click the "+" (plus) button located below the signature list to create a new signature. A new untitled signature will appear in the list. Give it a descriptive name such as "Professional", "Work", or "Business Signature" by clicking on the default name and typing your preferred name.
Tip: You can create multiple signatures for different purposes. For example, one for internal emails and another for external client communication.
With your new signature selected in the list, click in the signature editor panel on the right side of the dialog. Go to SigGen, create your professional email signature, and click "Copy to Clipboard". Return to Outlook and paste your signature into the editor by pressing Cmd+V (Command+V). Your signature will appear in the editor with all formatting, images, colors, links, and styling preserved.
Important: Always use Cmd+V to paste your signature. The editor supports rich HTML formatting, ensuring your signature displays exactly as designed with all images and styling intact.
Below the signature editor, you will find dropdown menus to configure when your signature appears automatically:
- "Choose default signatures" - Select which email account this signature applies to if you have multiple accounts configured in Outlook
- "New messages" - Choose which signature to automatically add to all new emails you compose (select the signature you just created)
- "Replies/forwards" - Choose which signature to use for replies and forwarded messages (you can select the same signature or choose "None" to keep email threads clean and avoid signature duplication)
Best practice: Most professionals enable signatures for new messages but disable them for replies and forwards to prevent signature clutter in long email conversations.
After pasting your signature and configuring the default settings, your changes are automatically saved in Outlook for Mac. Simply close the Signatures dialog by clicking the "X" button in the top-left corner (macOS style) or by clicking outside the dialog. You can also close the Preferences window. Your signature is now active and will appear in your emails according to the settings you configured.
Pro tip: Compose a new test email to yourself to verify that your signature displays correctly with all formatting, images, and links working properly before sending emails to clients or colleagues.
How to Add Signature in New Outlook
Complete step-by-step tutorial for adding your email signature in the new Outlook interface.
Microsoft has rolled out the new Outlook interface as a replacement for the classic Outlook experience. You can identify the new Outlook by its modern, streamlined design with a simplified navigation bar at the top. If you see a toggle option to "Try the new Outlook" in your classic Outlook, you can switch to the new interface by clicking it. The new Outlook features a cleaner interface with settings easily accessible from the top-right corner.
Note: The new Outlook is gradually rolling out to users. If you do not see the toggle, check for Outlook updates or contact your IT administrator.
In the new Outlook interface, locate the Settings icon (gear icon) in the top-right corner of the window, next to your profile picture. Click on this gear icon to open the quick settings panel. The settings icon is always visible in the top navigation bar, making it easy to access signature settings anytime.
Tip: The new Outlook settings interface is similar to Outlook 365 Web, with a modern and intuitive design that makes configuration easier.
In the quick settings panel that appears, look for the "Mail" section or category. Under Mail, find and click on "Compose and reply". This section contains all settings related to composing new emails and replying to messages, including your email signature configuration options.
Note: If you do not see detailed options in the quick settings panel, look for a "View all settings" or similar link to access the full settings menu.
In the Compose and reply settings, scroll down until you find the "Email signature" section. The new Outlook provides a rich text editor where you can create and format your email signature. You will see formatting tools including options for text styling, links, images, and other formatting controls above the signature editor box.
Click inside the email signature editor to place your cursor. Go to SigGen, create your professional email signature with customized colors, fonts, and layout, then click "Copy to Clipboard". Return to the new Outlook settings and paste your signature into the editor by pressing Ctrl+V (Windows) or Cmd+V (Mac). Your signature will appear with all formatting, images, colors, links, and styling preserved exactly as designed.
Important: Always use keyboard shortcuts (Ctrl+V or Cmd+V) to paste. This ensures all HTML formatting, images, and styling are preserved correctly in the new Outlook editor.
Below the signature editor in the new Outlook, you will find checkboxes or toggle options to control when your signature appears automatically:
- "For new messages" - Enable this option to automatically add your signature to all new emails you compose
- "On replies and forwards" - Enable this if you want your signature included when replying or forwarding messages (many professionals leave this disabled to avoid cluttering email conversations)
Best practice: Enable signature for new messages but consider disabling it for replies and forwards to keep email threads clean and professional without repetitive signature blocks.
After pasting your signature and configuring the display options, click the "Save" button at the bottom of the settings panel to save your changes. The new Outlook will apply your signature settings immediately. Close the settings panel by clicking outside of it or clicking the X button. Your new email signature is now active and will appear in your emails according to the options you selected.
Pro tip: Test your signature by composing a new email to yourself. Verify that all images load correctly, links work properly, and the formatting displays as expected before sending emails to clients or colleagues.
Create Your Outlook Signature in 3 Steps
Professional email signatures for Outlook in minutes, not hours.
Enter your name, job title, company, phone number, email address, and any social media links. Add your photo or company logo to personalize your signature. The live preview updates instantly as you type.
Choose from 15 professional templates designed for Outlook. Customize colors to match your brand, select fonts that reflect your style, and adjust the layout. Every template is optimized for perfect display in all Outlook versions.
Click "Copy to Clipboard" and paste your signature directly into Outlook settings. Follow our step-by-step guide for your specific Outlook version. Your new signature will appear in all new emails and replies automatically.
Frequently Asked Questions
Common questions about creating email signatures for Outlook.
The location depends on your Outlook version. Outlook 365 Web: Settings (gear icon) → View all Outlook settings → Mail → Compose and reply → Email signature. Outlook Desktop (Windows): File → Options → Mail → Signatures. Outlook for Mac: Outlook → Preferences → Signatures. New Outlook: Settings (gear icon) → Compose and reply → Email signature.
In Outlook Desktop: File → Options → Mail → Signatures. In Outlook Web: Settings (gear icon) → View all Outlook settings → Mail → Compose and reply → Email signature.
Setting up an email signature in Outlook involves these steps: 1) Create your signature using SigGen and copy it to clipboard. 2) Open Outlook signature settings - the location varies by version: Outlook 365 Web: Settings → View all settings → Mail → Compose and reply → Email signature. Outlook Desktop (Windows): File → Options → Mail → Signatures. Outlook for Mac: Outlook → Preferences → Signatures. New Outlook: Settings → Compose and reply → Email signature. 3) Paste your signature using Ctrl+V (or Cmd+V on Mac). 4) Configure when the signature appears (new messages, replies/forwards). 5) Save your changes. The process takes about 5 minutes and your signature will appear automatically in all new emails according to your settings.
Creating a signature in Outlook 365 is straightforward. First, create your signature using SigGen with your name, title, contact details, and branding. Click "Copy to Clipboard" to copy the HTML. Then, log into Outlook 365 at outlook.office.com, click the Settings gear icon (top-right), select "View all Outlook settings", go to Mail → Compose and reply, scroll to "Email signature" section, and paste using Ctrl+V (Windows) or Cmd+V (Mac). Configure whether to include the signature on new messages and replies/forwards, then click Save. The signature will appear automatically in your emails. The entire process takes about 5 minutes. For Outlook 365 desktop app, go to File → Options → Mail → Signatures instead.
Yes! Signatures created with SigGen work perfectly across all Outlook versions including 365, Desktop, Web, and Mac. The HTML is fully compatible.
Outlook mobile apps have their own signature settings. You can manually set up a simplified text signature in the mobile app settings, but HTML signatures are best viewed on desktop and web versions.
15 Professional Outlook Signature Templates
Choose from templates designed for business professionals using Outlook.
Every template in SigGen is optimized for perfect rendering in Outlook email clients. Whether you need a minimalist signature for corporate communication, a creative design for marketing emails, or a professional template for executive correspondence, we have you covered. All templates are fully customizable and work flawlessly across Outlook 365, Desktop, and Web versions.