v.0.2.2
Setting up your email signature

Outlook

How to set up your email signature in Outlook (desktop and web).

Outlook on the Web (outlook.com / Microsoft 365)

Opening Signature Settings

  1. Open Outlook on the web or your Microsoft 365 Outlook
  2. Click the gear icon (⚙) in the top-right corner
  3. In the search box, type "signature" and select Email signature

Adding Your Signature

  1. Click + New signature
  2. Enter a name for your signature
  3. Click inside the editor area
  4. Paste your signature with Ctrl + V (or Cmd + V on macOS)

Setting as Default

At the bottom of the signature settings:

  • For new messages: select your signature
  • For replies/forwards: select your signature

Click Save to apply.

Outlook Desktop (Windows)

Opening Signature Settings

  1. Open Outlook
  2. Go to File → Options → Mail
  3. Click the Signatures... button

Alternatively, when composing a new email:

  1. Click the Signature button in the ribbon
  2. Select Signatures... from the dropdown

Adding Your Signature

  1. Click New and enter a name for your signature
  2. In the editor box at the bottom, select all with Ctrl + A
  3. Paste your signature with Ctrl + V

Setting as Default

In the Choose default signature section:

  • E-mail account: select the account to use this signature with
  • New messages: select your signature
  • Replies/forwards: select your signature

Click OK to save.

Outlook Desktop (macOS)

Opening Signature Settings

  1. Open Outlook
  2. Go to Outlook → Settings (or press Cmd + ,)
  3. Click Signatures

Adding Your Signature

  1. Click the + button to create a new signature
  2. Enter a name for your signature
  3. In the editor, select all with Cmd + A
  4. Paste your signature with Cmd + V

Setting as Default

  1. Select your email account in the left panel
  2. Set your signature for New messages and Replies/forwards using the dropdowns

Close the settings window - changes are saved automatically.

Troubleshooting

Signature loses formatting after pasting

Outlook's desktop app can sometimes strip styles. Make sure you're pasting into the signature editor, not a plain text field. The Email Signature Builder outputs inline CSS which is compatible with all Outlook versions.

Images aren't displayed

Outlook may block external images by default. Recipients need to click "Download pictures" or add you to their trusted senders list. This is a recipient-side setting and doesn't affect how your signature is stored.