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How to Add an Email Signature in Outlook 365
Adding an email signature to Outlook 365 takes just a few minutes and gives every message you send a professional touch. Your signature appears automatically on all outgoing emails, so you won't forget to include your contact details. By the end of this guide, you'll have a working signature ready to use.
Before You Start
- ●Access to your Outlook 365 account (desktop app or web version)
- ●Your contact information (name, title, phone, email, company)
- ●Optional: a logo or headshot image file
Step-by-Step Instructions
Open Outlook Settings
If you're using Outlook on the web, click the gear icon in the top right corner and select Settings. On desktop, go to File > Options > Mail > Signatures. You'll find all signature settings in one place.
Tip: Desktop users: Make sure you're on the Mail tab, not Calendar or other sections.
Create a New Signature
Click New and give your signature a name (like "Work" or "Professional"). This name is just for your records in Outlook, not what recipients see. You can create multiple signatures if you have different email accounts or roles.
Tip: Use clear names like "Main Signature" if you only need one.
Add Your Text and Formatting
In the text box, type your name, job title, company, phone number, and email address. Use the formatting toolbar to adjust font, size, and color. Keep it simple and readable—most people scan signatures quickly.
Tip: Stick to one or two fonts and a professional color like black or dark gray.
Insert Images or Logos
If you want to add a logo or photo, click Insert > Image and select your file. Images appear above or beside your text depending on how you arrange it. Make sure file sizes are small so emails don't get too large.
Tip: Resize images to around 100–200 pixels wide to keep file size down.
Set as Default and Save
Under "Choose default signature," select your new signature from the dropdown. Check the box to use it for new messages and replies. Click Save or OK to apply the changes.
Tip: You can use different signatures for different email accounts if you have multiple in Outlook.
Common Problems and Fixes
Images in my signature don't show up when recipients receive my emails.
Outlook embeds images in emails by default, but some email clients may block them. Use smaller, compressed image files and always include text-based contact info as a fallback.
My signature shows up with weird formatting or extra blank lines.
Delete extra spaces in the text editor and rebuild your signature line by line. Copy and paste from Word can add hidden formatting—retype text directly in Outlook instead.
The signature only applies to new emails, not replies.
Check your default signature settings. Make sure you've selected the signature for both "New messages" and "Replies and forwards" in the dropdown menu.
💡 Pro Tip
Create a signature template with placeholder text like [Your Phone] and [Your Address], then save it as a draft email. Duplicate it when you need a quick signature update—this saves time if you manage multiple accounts.
Why This Matters
Building a signature manually works, but if you want a polished, multi-section design with embedded logos and images that work everywhere—Gmail, Outlook, Apple Mail, and more—SignatureFox lets you generate professional HTML signatures in minutes.
Frequently Asked Questions
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