How to Add a Signature in Outlook (Desktop, Web, and Mobile)

In today’s fast-paced digital world, your email signature is more than just a sign-off—it’s a branding tool, a credibility booster, and a time-saver. Whether you’re closing a deal, networking, or sending routine correspondence, a polished Outlook signature ensures you leave a lasting impression.

Here's a step-by-step guide to creating and customizing signatures across Outlook platforms, along with pro tips to maximize impact.

Why Invest in a Professional Email Signature?

Before diving into the “how,” let’s address the “why”:

Brand Consistency: Incorporate your company logo, colors, and fonts.

Credibility: Display your title, contact details, and certifications.

Efficiency: Automate repetitive details (e.g., phone numbers, social links).

Legal Compliance: Add disclaimers or confidentiality notices.

A well-crafted signature transforms every email into a mini-marketing tool. Let’s get started!

How to Add a Signature in Outlook (Step-by-Step)

1. Outlook Desktop App (Windows)

Open Outlook: Go to File > Options > Mail > Signatures.

Create New Signature: Click New, name your signature (e.g., “Professional” or “Internal”).

Design Your Signature:

Add text (name, title, company, phone).

Insert hyperlinks (email, website, LinkedIn).

Upload a logo/image (use a high-resolution file).

Adjust fonts and colors to match branding.

Set Defaults: Assign signatures to New Messages and Replies/Forwards.

Save: Click OK to apply.

Pro Tip: Use Outlook’s Insert Signature dropdown mid-email to switch between signatures (e.g., formal vs. casual).

2. Outlook Desktop (Mac)

Open Outlook: Navigate to Outlook > Preferences > Signatures.

Add New Signature: Click the + icon, name it, and customize.

Formatting Tools: Use the toolbar to align text, add links, or insert images.

Assign to Account: Select your email account and choose a default signature.

Shortcut: Use Command + , to open Preferences quickly.

3. Outlook on the Web (Browser)

Log in to Outlook.com: Click the Settings gear icon (top-right) > View all Outlook settings.

Navigate to Signatures: Go to Mail > Compose and reply.

Create Signature:

Toggle Email signature on.

Use formatting tools or paste HTML code for advanced designs.

Auto-Apply: Enable Automatically include my signature for new emails/replies.

Pro Tip: Use tables or dividers (e.g., |) to structure content neatly.

4. Outlook Mobile App (iOS/Android)

Open the App: Tap your profile icon > Settings.

Choose Email Account: Select the account to customize.

Signature Settings: Toggle off “Use default signature” and type your custom text.

Save: Return to exit—changes apply automatically.

Note: Mobile apps have limited formatting; keep signatures simple (text + links).

5 Tips for an Effective Outlook Signature

Keep It Concise: 3–4 lines max. Avoid cluttering with quotes or excessive links.

Optimize for Mobile: Test how it renders on smaller screens.

Include a Call to Action: “Schedule a meeting” or “Visit our blog.”

Add Social Icons: Link to LinkedIn, Twitter, or company pages.

Update Regularly: Refresh details when roles or contact info changes.

Advanced: HTML Signatures for Outlook

For a pixel-perfect design:

Use HTML editors like HubSpot or Sigstr to create branded templates.

Copy-paste the code into Outlook’s signature editor (desktop/web).

Ensure images are hosted online for consistent visibility.

Troubleshooting Common Issues

Broken Images: Host logos on a reliable server or embed as attachments.

Inconsistent Formatting: Avoid copying from Word; use Outlook’s built-in tools.

Multiple Accounts: Assign unique signatures per email address in settings.

Final Thoughts

Your email signature is a silent ambassador for your professionalism. Spend 10 minutes today to set it up—or refine an existing one—using Outlook’s versatile tools. Whether you’re on a desktop, phone, or browser, a crisp signature ensures every message reinforces your brand.

Ready to level up? Explore Outlook’s templates or integrate dynamic signatures with tools like Exclaimer for team-wide consistency.

Got questions? Drop them in the comments—we’re here to help!