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How to add an email signature in Outlook

Outlook comes in three flavours and each hides the signature setting in a different place. This guide covers the new Outlook and Outlook on the web first, then classic Outlook for Windows and Mac. Build the signature with the generator on the home page, then follow the section that matches your app.

Create your signature

Which Outlook do you have?

New Outlook (Windows 11, Mac, and outlook.com in a browser) has a simplified Settings panel with a toggle in the top-right of classic Outlook that says “New Outlook”. Classic Outlook for Windows has the ribbon with File > Options.

Both accept pasted HTML signatures. Classic Outlook renders email with Microsoft Word's engine, which ignores some CSS; the generator only uses table layouts and inline styles that Word understands, so the signature holds its shape.

New Outlook and Outlook on the web

  1. 1

    Copy your signature

    In the generator, click Copy signature. The formatted HTML is now on your clipboard.

  2. 2

    Open Settings

    Click the gear icon in the top-right corner of Outlook.

  3. 3

    Go to Signatures

    Choose Accounts > Signatures. In some versions this is under Mail > Compose and reply.

  4. 4

    Create and paste

    Click New signature, type a name, click into the editor, and paste with Ctrl+V or Cmd+V.

  5. 5

    Choose defaults and save

    Under Select default signatures, pick it for new messages and for replies/forwards. Click Save.

Classic Outlook for Windows

  1. 1

    Open the Signatures dialog

    Go to File > Options > Mail and click Signatures. You can also open a new message and choose Signature > Signatures from the ribbon.

  2. 2

    Create a new signature

    Click New, name it, and click OK.

  3. 3

    Paste into the editor

    Click into the Edit signature box and paste with Ctrl+V. Use “Keep Source Formatting” if a paste option appears.

  4. 4

    Set defaults

    Under Choose default signature, select your account and pick the signature for New messages and Replies/forwards. Click OK.

Classic Outlook for Mac

  1. 1

    Open Signatures

    Choose Outlook > Settings (or Preferences) > Signatures.

  2. 2

    Add and paste

    Click the + button, name the signature, and paste into the editor with Cmd+V.

  3. 3

    Assign it

    Under Choose default signature, pick the account and select the signature for new messages and replies.

Tips

  • If the signature looks squashed, paste it again into an empty signature rather than on top of old content. Leftover formatting from a previous signature is the usual cause.
  • Classic Outlook may show a security prompt the first time it downloads a hosted photo. Recipients who have “download pictures” turned off will see the alt text instead; that is normal.
  • Rounded photos: classic Outlook on Windows ignores border-radius and shows the square version. Everyone else sees the circle.
  • Outlook on mobile has its own signature setting under Settings > Signature; it accepts plain text only.

Common questions

Create your signature