How to Add an Email Signature in Outlook: Customize Your Emails
Make your emails work harder. Learn how to add a custom Outlook signature that looks great, builds trust, and promotes your brand across desktop, mobile, and web. It’s quick to set up and makes a lasting impression.
Your email signature isn’t just a formality. It’s a powerful branding tool that reinforces your professionalism with every message you send. A plain “Best, Me” may get the job done, but it’s a missed opportunity to establish credibility, showcase your brand, and provide essential contact details.
If you’re worried that setting up a signature in Outlook is complicated, don’t be. This guide will walk you through the simple steps to create a polished, professional email signature in Outlook for desktop (Windows), Outlook.com, Outlook for Mac, and Outlook Mobile.
Key Takeaways
- Adding an email signature in Outlook helps create a professional first impression, enhance credibility, and boost awareness.
- Outlook syncs email signatures across its platforms (Outlook.com, Outlook on the Web, Outlook for Mac, and Outlook Mobile).
- In the Outlook signature editor, you can design your signature manually or paste a pre-designed template from a generator like WiseStamp.
Should I Add An Email Signature to My Outlook?
Your actual message is more important and impactful than email signatures. Here are just three important reasons you may want to add a professional signature to your Microsoft Outlook emails:
1. Email signatures create a professional first impression.
With many people spending only 10 seconds to read an email, you better come up with ways to stand out. An easy way of achieving this is to add a signature in Outlook emails. Essentially, your signature is a digital business card. It will add professionalism and credibility to your emails, increasing your chances of getting your intended message across.
2. Enhance your brand awareness effort.
A professional Outlook email signature is not just a block of text. You can add your company’s logo, colors, social media pages, and other visual elements that help reinforce brand identity. This is such a big deal when you consider that each office worker sends about 1000 emails monthly!
3. Boost your marketing campaigns.
Your email signature can also serve as an interactive marketing channel. The best part is its versatility, which allows you to tweak it based on your priorities right now.
Something as simple as designing an appealing signature with your company’s branding elements can reinforce your brand and make it easily recognizable. You can also include a CTA, for instance, a link to a webinar signup or special offer. Adding social media links in your signature also makes it easy for your recipients to engage with your brand on social platforms. This can help extend the reach of your marketing campaigns.
How to Create and Add an Email Signature in Outlook
Outlook signature setup is a straightforward process whether you’re using Outlook.com, Outlook on the web, Outlook Mobile, or Outlook Mac.
How to Add a Signature in Outlook.com (Now Outlook.live.com)
Step 1
Click on the 'Settings' gear icon
Sign in to your Microsoft Outlook account and click on the “Settings” gear icon in the top right corner of the page.
Step 2
In the new Settings window Click on "Account" and then "Signatures"
Step 3
Name and create your Outlook signature
Navigate to the section labeled "+ New Signature." Below that, you'll find a small text box where you should enter a signature name. Below the signature name box is a larger text box where you create the actual signature. Use the options at the bottom of the box to insert images, change font size and color, and more.
Step 4
Select default signatures and save
Outlook sends emails without signatures by default. That's why you must select which signature to accompany your emails. Navigate to the bottom of the page and click the drop-down arrow icon to select the signature you want for new messages or replies/forwards. You can also select "No Signature" if you don't want to include it in a message.
That’s how to add a signature in Outlook.com. Don’t forget to click “Save” at the bottom of the page when you’re done. Close the settings window, and your new signature should appear at the bottom of every message you send.
How to Add Signature in Outlook for Desktop (Windows)
Microsoft Outlook for Windows is an app version of Outlook.com. Use the same process to add or change Outlook signatures on the two platforms.
This guide showcases how to create a signature in Outlook for version 2025.
Step 1
Open the Outlook app and sign in to your Microsoft 365 account
Step 2
Click on the settings icon at the top-left side of your Outlook screen
- Click on the “New” button to create a new signature for your email
- Give your new signature a name (use a name that describes this specific signature well, in case you create multiple signatures in the future)
NOTE: If you already know you’ll need multiple Outlook signatures, go see our guide on how to create multiple Outlook signatures and how to manage them.
Step 3
In this new window, click on “Signatures”
Follow the prompts to add a signature to Outlook for Windows. Under “New Signature,” type the name of your new signature. Be sure to use a name that describes this specific signature well, in case you create multiple signatures in the future. Next, click in the signature editor’s text field and create your new signature.
To begin with, we’ll create the simplest form of an Outlook email signature – a simple text signature. This may be enough for you. But, in case you want something more professional, later on, I’ll show you ways to create a much richer and more effective email signature.
- To create your text signature click in the signature editor’s text field, and type in your full name, your job title, and your contact information.
- If you’re satisfied with this signature layout you can stop here. Simply click OK, and you’re good to go. For more advanced signature features, keep reading.
A good Outlook signature would include the following:
John L. Due
Associate Partner at Astoria Law Firm NY
1-800-800-800
301 Park Ave, New York, NY 10022
www.astoria-law-nyc.com
Step 4
Select default signatures and save
Once you are done adding or changing your signature in the Outlook for Windows app, scroll down to select default signatures for new messages and replies/forwards.
Lastly, click “Save” at the bottom to apply changes.
NOTE: If you already know you’ll need multiple Outlook signatures, see our guide on how to create multiple Outlook signatures and how to manage them.
How to create a signature on Outlook for Mac on Desktop
Here’s a guide on how to add a signature to Outlook on Mac in less than five minutes:
Step 1
Open Outlook for Mac and go to Settings
Step 2
Click on "Signatures"
In the Outlook settings window that pops up, click on “Signatures”
Step 3
Design your signature manually or paste a pre-designed one
Click the "+" sign on the new window to create a new signature. Start by giving your signature a name, then use the toolbar to design a visually appealing email signature. You can also create a professional signature on WiseStamp and copy-paste it into the text box.
Step 4
Set the signature as the default
Finally, go to the signatures tab and select the signature you want to set as the default.
That’s how to put a signature on Outlook for Mac. Go ahead and compose a new email. Your email signature for Mac will appear at the bottom of the message.
How to Add a Signature in Outlook365 Web App
Adding an email signature in the Outlook 365 web app and Outlook.com is very similar:
Step 1
Click the gear icon in the top right corner of your account
Step 2
Click "Account" and then "Signatures" to open the Outlook 365 signature editor
Step 3
Design your new signature
Use the toolbar in the text box to create and design your email signature.
Step 4
Save and set as default
When you’re done creating your signature, select whether to include the new signature for all new messages, replies/forwards, or both. Lastly, click “Save.”
How to Make a Signature in the Outlook Mobile App
Adding a signature to the Outlook mobile app (Android or IOS) is a great solution for those who work on the run.
Here’s how to set up a signature in Outlook mobile app in a few simple steps.
Step 1
Download and start up your Outlook mobile app
Step 2
Navigate to "Settings," then "Email signature"
Click the hamburger icon at the top-left corner of the screen. Scroll down and tap on the settings icon followed by “Email Signature.”
If you have already added a signature on Outlook on the web, Outlook will automatically sync it to the app. See the screenshot above.
Step 3
Create a new email signature on the Outlook mobile app
If you wish to add a new email signature on the app, tap “Use a different signature.”
Enter your desired signature text in the box that opens. You can include your name, title, contact information, or other relevant details.
Step 4
Save your new Outlook email signature
Click the “✓” icon at the top-right corner, and you’re all set.
Note: The Outlook mobile app is now synced to other platforms, including Outlook on the web, Outlook desktop, and Outlook.com. Any changes you make on one platform automatically reflect across the others.
Tips on How to Avoid and Resolve Technical Issues When Adding Signatures to Outlook
Like all email clients, Outlook is not immune to technical issues. Some problems will be on you – but the good news is, it takes just a few clicks to get back on business.
Here are some of the most common Outlook signature issues and possible fixes:
Outlook Email Signature Not Displaying
This mostly happens when you have set your default email signature to “No signature.”
Possible fix: Navigate to Settings > Account > Signature. Scroll to the bottom of the page and make sure you have selected the correct signature for new messages and replies/forwards. Click “Save” to apply the change.
See our full post on other possible fixes when the Outlook signature is not showing.
Signature Is Not Displaying Correctly
You’ve learnt how to create email signatures in Outlook, but when you send a message with the signature included, it’s not displayed correctly. In most cases, this is an HTML problem. It’s usually a result of using Microsoft Word to create your signature.
Possible fix: Use Outlook’s built-in editor to create your email signature. Also, stick to standard fonts like Calibri and Arial and avoid excessive formatting.
Images Are Missing
You’ve created a professional Outlook signature with a logo and your headshot, but images either don’t load or appear as broken links. Sounds familiar? This issue has several causes, including large image files, incorrect file paths, and HTML code problems.
Possible fixes:
i) Keep your images under 100 kb.
ii) Check to ensure you’re not using a local path (like C:\Users\Name\Pictures\logo.png), otherwise the images won’t show up for recipients. Instead, ensure your images are hosted online or embedded correctly using the “Insert image inline” option.
iii) If you coded the signature yourself, check the code to ensure there are no missing tags or broken references.
Easily Create a Rich HTML Signature With Our Outlook Signature Generator
You may want to learn how to create an email signature in Outlook using HTML if you want greater customization.
Unlike plain text, HTML lets you add company logos, social media icons, colors, and clickable links. The result is a more engaging and visually appealing email signature that aligns with your company’s branding needs.
A basic Outlook HTML signature would have these elements (but there are lots more):
How to Create an Outlook Signature with WiseStamp
We don’t want to brag, but WiseStamp is the rockstar when it comes to the best email signature generators. We have just the right templates and integrations to make the right impression in those professional inboxes.
Follow these steps to learn how to make a signature on Outlook with WiseStamp in minutes!
Step 1
Create your WiseStamp account
Go to Wisestamp, create a free account, or log in if you already have one. Once logged in, click “For Individuals” or “Create your own signature.”
Step 2
Create and customize your signature
On the editor page that opens, fill in your personal information like name, title, company, phone number, and website. You should see your details populate the template on the right-hand side. Use the tabs on the left-hand side to add your images (headshot and logo) and social media icons. Click on “Template” to choose the ideal template for your Outlook email signature. Go to the "Apps" tab to enhance your signature further. You can add a YouTube video, a quote, a styled sign-off, a call-to-action button, and more.
Step 3
Save your email signature
If you're happy with the design, click "Ok, I'm done" to save your email signature.
Step 4
How to set up an email signature on Outlook
On the floating window that pops up when you click "Ok, I'm done," click "Install for Outlook" to copy your signature to the clipboard. Open Outlook for Web or desktop and navigate to the email signature section. Paste your new signature and click “save”.
Remember to set your new email signature format as your default signature if you want to apply it automatically.
Top 10 Features You Can Add to Your Outlook HTML Signature
There are two options for how to edit signatures in Outlook using HTML. You can code it manually or use a generator like WiseStamp. Whichever route you choose, here are essential features you can add using HTML, depending on your signature type:
- Youtube video thumbnail
- Quote of the day
- Custom button
- Banner
- Instagram Gallery
- Scheduler
- Email disclaimer
- Green footer
- Signature sign off
- Online payment button
How to Add a Signature in Outlook With WiseStamp: Video Guide
Final Thoughts
Updating, editing, or adding a signature in Outlook, whether on the desktop, Mac, mobile, or web, is a simple yet effective way to maintain a professional image in your emails. Following the straightforward steps outlined above, you can easily customize your signature to reflect your personal or brand identity.