Outlook supports rich HTML email signatures with images, colors, and links. This guide walks you through the process for every version of Outlook.

Method 1: Outlook Desktop App (Windows)

Step 1: Open Signature Settings

Open Outlook. Click File in the top menu bar → Options → Mail → click the "Signatures…" button.

Alternative shortcut: In a new email compose window, click the Signature button in the Message ribbon → Signatures…

Step 2: Create a New Signature

In the Signatures and Stationery dialog, click New. Type a name for the signature (e.g., "Professional") and click OK.

Step 3: Design Your Signature

Use the text editor at the bottom to build your signature. You can:

  • Type your name, title, and contact details
  • Format text using the toolbar (bold, font size, color)
  • Insert an image (your logo or photo)
  • Add hyperlinks using the chain link icon

Step 4: Set Default Signatures

At the top-right of the dialog, set defaults for New messages and Replies/forwards. If you have multiple email accounts, you can set different signatures for each.

Step 5: Save

Click OK to close the Signatures dialog, then OK again to close Outlook Options. Your signature will now appear automatically in new emails.

Method 2: Paste a Rich HTML Signature (from SignatureHub) in Outlook Desktop

To use a professionally designed signature from SignatureHub:

  1. Go to the Email Signature Generator, fill in your details, and click "Copy Signature".
  2. Open Outlook → File → Options → Mail → Signatures…
  3. Create a new signature and click inside the editor.
  4. Press Ctrl+V to paste. The formatted signature will appear.
  5. Click OK to save.

💡 Tip: If the formatting doesn't look right after pasting, try opening a new email, pasting the signature there, then copy-pasting it into the signature editor. Sometimes Outlook's dialog editor handles HTML differently than the email composer.

Outlook on the Web (OWA / Office 365)

If you use Outlook in a browser (outlook.live.com or mail.office365.com):

  1. Click the Settings gear (⚙️) in the top right.
  2. Click "View all Outlook settings" at the bottom of the panel.
  3. Go to Mail → Compose and reply.
  4. Find the Email signature section.
  5. Paste your signature into the editor.
  6. Check "Automatically include my signature on new messages".
  7. Click Save.

Outlook on Mobile (iOS & Android)

  1. Open the Outlook app → tap your profile picture.
  2. Tap the gear icon (Settings).
  3. Scroll down and tap Signature.
  4. Toggle the switch to enable the signature.
  5. Tap the text field and type your signature.

Note: The mobile app supports only plain text. For rich HTML signatures, use Outlook on desktop or web.

Tips for Better Outlook Signatures

  • Use hosted images: Outlook sometimes blocks images attached to signatures. Host your logo on a server or use a hosted URL for the best compatibility.
  • Keep it under 5 lines: Longer signatures are harder to read on mobile.
  • Test by sending to yourself: Before going live, send a test email to yourself and check how it looks on desktop and mobile.
  • Use web-safe fonts: Arial, Calibri, and Georgia render consistently across all email clients.

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