How to Add Signature in OutLook

Software FAQ

Whether you are using, Outlook on the web, the desktop application, or the mobile app, there are several methods to insert your personalized email signature

Adding a Signature in Simple Steps

To add a signature in, click the gear icon and choose ‘View all Outlook settings.’ Navigate to ‘Compose and reply’ and find the ‘Email signature’ section. Customize your signature with your name, job title, company, website, and optionally an image or logo. Keep it concise for readability.

Adding an Image to the Signature:

  1. Open Outlook and access ‘View all Outlook settings.’
  2. Choose ‘Email’ > ‘Compose & Reply’.
  3. Click ‘Insert Pictures Inline’ and select the image.
  4. Adjust size and position as needed.
  5. Save your changes and ensure the image complements the signature without being overwhelming.

Crafting an Email Signature in Outlook on the Web

To create an email signature in Outlook on the web, follow these steps:

  1. Click the cog icon in the top-right corner and select ‘View all Outlook settings.’
  2. Navigate to ‘Email’, then ‘Compose and reply’, and scroll down to the ‘Signature’ section.
  3. Type in your desired signature.

For an effortless email signature creation, consider using HubSpot’s Email Signature Generator with Outlook on the web.

Setting Up an Email Signature in Outlook for Windows

Option 1: Copy and Paste

  1. Click on the File option in the top left corner.
  2. Select Options > Mail.
  3. Click on Signatures in the Composers section.
  4. Paste your signature text into the Edit signature box.

Option 2: Create a Signature File

  1. Design your signature in a text editor (e.g., Notepad or Microsoft Word).
  2. Open the ‘Signature’ field in Outlook and click ‘Insert File’.
  3. Locate and open your signature file on your computer.
  4. Set the inserted signature as default for new messages and replies/forwards in the ‘Choose default signature’ option.

Now your email signature is ready to appear automatically in new emails and replies.

Creating an Email Signature in Outlook for Mac

Option 1: Copy and Paste

  1. Click on ‘Outlook’ at the top left corner, then choose ‘Preferences.’
  2. Click on ‘Signatures.’
  3. Select ‘+’ to create a new email signature and click ‘Edit.’
  4. Paste your signature and save the changes.
  5. Verify the preview to ensure it displays correctly.

Default Signature

  1. Choose ‘Choose default signature’ to include your new signature in every email.

Case-by-case Basis

  1. If you prefer different signatures for specific emails, click on ‘Signature’ and select the appropriate one.

Optimize your email experience with HubSpot’s Email Signature Generator for Outlook on desktop (Mac).

Adding an Email Signature in Outlook Mobile App

Option 1: Outlook for Android

  1. Open the Outlook app and access the Gear icon at the bottom-left corner.
  2. Tap on your account and then Signature.
  3. Enter your desired text and links for the signature, then tap Done.
  4. Your signature will now appear at the bottom of all outgoing emails on your Android device.

Option 2: Outlook for iPhone

  1. Open the Outlook app and go to Settings.
  2. Tap on your account and then Signature.
  3. Enter your desired signature text in the provided box. You can also add an image if desired (optional).
  4. Once satisfied, tap Save.

By following these steps, your emails will now have a professional touch with your signature in the Outlook mobile app.

How to Modify Your Outlook Email Signature

Keeping your email signature up-to-date in Outlook is a breeze, whether you’re using the desktop version or Here’s how to edit your signature:

For Outlook on Windows

  1. Open Outlook and click on the File tab.
  2. Choose Options > Mail.
  3. Scroll to the Signatures section and click Edit.
  4. Make desired changes in the Signature Editor and click OK to save.

For Outlook on Mac

  1. Open Outlook and go to Preferences.
  2. Click on the Signatures tab and select the signature to edit.
  3. Click Edit and make necessary changes.
  4. Save your changes by clicking the ‘Save’ icon and closing the window.

For Outlook 365

  1. Log into your Outlook account and click the gear icon.
  2. Select View all Outlook settings.
  3. Click on ‘Email’ and then ‘Compose and Reply’.
  4. Enter the changes to your signature in the provided text box under Signature.
  5. Scroll down and click ‘Save’ to apply the changes.

Updating your signature in Outlook is a quick process that ensures your correspondence remains current and professional.

Joshua Brick
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