How-to guide
How to add an email signature in Outlook
Outlook has three common signature surfaces: New Outlook, Outlook on the web, and classic Outlook for Windows. Use the instructions for the surface where you send mail. The settings path and storage behavior are different.
Set up New Outlook and Outlook on the web
Modern Outlook signature setup
- 1Open signature settingsIn New Outlook or Outlook on the web, select the gear icon, then go to Mail > Compose and reply. Some versions show Signatures under Account.
- 2Create a named signatureSelect New signature, enter a name that identifies its purpose, and confirm.
- 3Set automatic insertionUnder the editor, choose a signature for New messages and another for Replies/forwards, then select Save. This makes it an automatic signature for those message types.
Adding an email footer in Outlook uses these same signature settings.
Set up classic Outlook for Windows
Classic Outlook signature setup
- 1Open the signature windowGo to File > Options > Mail, then select Signatures.
- 2Create a named signatureSelect New, enter a name for the signature, and confirm.
- 3Assign the signatureOn the right, choose the email account, then select the signature for New messages and Replies/forwards. Select OK to save.
Paste HTML into your Outlook signature
Add a finished HTML signature
- 1Copy the finished HTMLCopy the finished HTML signature from the source where you created it. If you need to create it first, use EmailSigStudio's generator. Finalising a signature there unlocks the full styled HTML export.
- 2Paste into modern OutlookIn the named signature editor for New Outlook or Outlook on the web, select the editing area and paste with Ctrl+V on Windows or Cmd+V on Mac.
- 3Paste into classic OutlookIn the named signature editor for classic Outlook, select the editing box and paste the finished HTML signature.
- 4Save and testSave the signature in the editor you use, compose a test message, and check automatic insertion, spacing, links, and overall rendering.
Change an existing signature
In New Outlook or Outlook on the web, open the signature settings and select the existing named signature you want to change. Edit the text, links, spacing, or other content, select Save, and send a test message from the relevant account.
In classic Outlook, open the Signatures window and select the existing signature under Select signature to edit. Make the change in the editing box, select OK, and send yourself a test message from the relevant account.
Heads up: Some organisations add or replace signatures centrally on the server. If your signature is changed or duplicated after delivery, check with the person who manages your company mailbox.
Add an optional logo
Insert a picture in the signature editor
- 1Insert the pictureOpen the named signature in the Outlook signature editor and place the cursor where the picture should go. Use the editor's picture or image option to insert the logo.
- 2Save the signatureSave the signature in the editor after inserting the picture. A logo is optional, and an EmailSigStudio logo can be hotlinked from your own site if included.
- 3Send a test messageCompose and send a test message. Check that the picture or logo appears at the expected size and position.
Check storage and HTML rendering
Where Outlook keeps signatures
| Outlook surface | Signature storage | Setup implication |
|---|---|---|
| New Outlook and Outlook on the web | In your mailbox | The signature can follow you between devices. |
| Classic Outlook for Windows | On the computer where you create it | Configure the signature separately on each computer where you use classic Outlook. |
Classic Outlook renders HTML with Word's engine, so table-based HTML with inline CSS is a safer choice than CSS-heavy designs. EmailSigStudio signatures use table-based HTML and inline CSS with zero required images. They are designed to render consistently in Gmail, Outlook, and Apple Mail on desktop and mobile.
Exported HTML is self-contained and does not load anything from EmailSigStudio's servers.
Tip: Use one full signature for new messages and a compact signature for replies and forwards. Multiple named signatures make that arrangement easy to manage.