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How to Add Signature in Outlook: A Comprehensive Guide

how to add signature in outlook

Learning how to add signature in Outlook can make your emails better. It adds a touch of professionalism and shows off your style. With many businesses using Outlook, knowing how to set up your signature is critical. Even if you’re new to Outlook, you can still follow along.

Understanding the Importance of Email Signatures in Outlook

Email signatures do more than sign off your message; they’re vital for showing professionalism and maintaining your brand’s look. In Outlook, your signature becomes part of every email you send, setting a high standard. This tells people a lot about your business just from your email style.

  • Professionalism and Branding

Having a neat email signature in Outlook shows that you take your work seriously and makes your company look more reputable. By keeping your signature design in line with your company’s logos and colors, you create a unified look. This helps people remember and trust your brand, which is important in all business emails.

  • Efficiency in Email Communication

Outlook signatures are not just for looks. They can include your details, like your phone number and social media links. Including these can make it simpler for people to get in touch with you. Plus, it makes your emails more beneficial for them, which they’ll appreciate.

  • Adding Personal Touch to Your Correspondence

You can also make your signature in Outlook more personal. Add a photo or a nice comment to connect with people. This small addition can help your emails stand out in busy inboxes. It turns each email into a unique message, strengthening your relationships.

Setting Up Your Outlook Account for Signature Configuration

Setting Up Your Outlook Account for Signature Configuration

To add a signature to your Outlook email, first see which Outlook version you have. This is key to finding the proper steps to your signature settings. You start by checking your View settings and moving to account settings. There, you can create a signature that shows off your professional style. You pick fonts, colors, and styles to make it yours.

Setting up your Outlook signature improves how you communicate professionally. Your signature adds a special touch to your messages. You have the option to automatically sign off on new emails. You can also add it yourself when you reply or forward emails. This gives you the flexibility to match different messages to the right tone.

Adding logos or images to your Outlook signature is easy. Just follow the steps to make sure they look right. This is true for any version of Outlook from 2013 to 2019. The guide will help you create a professional-looking signature quickly.

If you use a Mac, making an Outlook signature is still accessible. The process takes about five minutes using a copy-paste method. With helpful guides and templates, creating the perfect email signature becomes simple. This gives you more time to write messages that speak to your audience.

How to Add Signature in Outlook

How to Add Signature in Outlook

Creating a sound email signature in Outlook makes your emails stand out. It shows who you are professionally. Outlook’s settings let you easily match your signature to your brand.

Step 1: Open Signature Settings in Outlook

To begin adding a signature in Outlook, you first need to access the signature settings. Here’s how:

For Outlook 2019/2016/2013: Click on ‘File’> ‘Options’> ‘Mail’> ‘Signatures’.

For Outlook on the Web: Click on the gear icon (Settings) > ‘View all Outlook settings’> ‘Mail’> ‘Compose and reply’.

Step 2: Create a New Signature

Once you are in the signatures menu:

Select ‘New’ from the ‘Select signature to edit’ menu.

Name your signature (something you’ll remember) and start designing it in the ‘Edit Signature’ box.

Step 3: Designing Your Signature

Designing your signature involves creativity and planning. Here’s what you can include:

Basic Information: Your full name, position, and company name.

Phone number, email address, and website URL are the means of communication.

Social Media Icons: Links to your professional social media profiles (LinkedIn, Twitter, etc.).

Logo or Photo: Adding a professional photo or company logo enhances brand recognition.

Legal Disclaimer: If required by your company, include a legal disclaimer or confidentiality notice.

Tip: Use standard fonts and keep the design simple to ensure it displays correctly on all devices.

Step 4: Formatting Your Signature

Outlook’s editor allows you to format text and add images. Use the formatting tools to align text, change font sizes, and add color. You can also insert images like your logo by clicking the image icon and uploading the photo.

Step 5: Setting Up Signature Defaults

Once your signature is ready, set it up to automatically appear in new emails, replies, and forwards:

Under ‘Choose default signature,’ set the email account to associate with the signature.

Decide if your signature should appear in new messages and replies/forwards.

Step 6: Save and Test Your Signature

Click ‘OK’ to save your signature.

To test it: Compose a new email to see if the signature appears as expected and Send a test email to yourself or a colleague to check the signature’s appearance on different devices and email clients.

Customizing Your Outlook Email Signature

To make your Outlook signature stand out, match it with your professional image. Use the editing box in Outlook to add your signature. You can freely type your info and choose different styles.

When customizing, add your contact details, social media links, and website addresses. You can download templates or use the formatting tools in Outlook. Use powerful HTML signature tools such as WiseStamp for more intricate designs.

Outlook also lets you manage multiple signatures, which is great for different types of emails. Keep your images sharp and professional-looking. Make sure to check the ‘Lock aspect ratio’ box when resizing photos.

A standout email signature does more than share your contact info. It says a lot about you professionally, helps build your brand, and offers easy access to your work. By crafting a unique Outlook signature, you ensure your emails are memorable and professional.

Incorporating Images and Logos into Your Outlook Signature

Incorporating Images and Logos into Your Outlook Signature

Adding images and logos to your Outlook email signature doesn’t just look nice. It also makes your brand stand out whenever you email someone. Learning how to tailor your Outlook signature this way can change how people think of your emails.

  • Adding a Company Logo for Brand Consistency

About 90% of Outlook users like logos or images in emails. To add your logo, go to your signature settings in Outlook. Then, click on the image icon. This lets you upload your logo. Doing this means every email you send will have your brand’s touch. And it makes 70% of people see you as more professional.

  • Optimizing Images for Email Size and Load Times

When you add images, make sure your email loads fast. You should tweak your photos to look good without slowing things down. Keeping emails fast and appealing is critical. It helps your business get more clicks. Over 80% of companies have noticed this boost thanks to bright email signatures.

Create Signature in Outlook: Mobile vs. Desktop Experience

Setting up your look in Outlook is crucial for any user. That’s because each device offers a different experience. Desktops allow for full, deep customization options. On the other hand, mobile devices provide a more straightforward, more touch-friendly interface. This requires different actions to keep your emails professional, no matter where you send them from.

Adapting Signatures for Mobile Outlook

Creating your email look in Outlook on the phone requires a different approach. This is especially true for iPhone users, who can add images and logos thanks to its HTML support. Android, however, lacks this feature. Making sure images fit well is key to a good look, no matter the device. Keep your signature the same for each email account manually. There’s no automatic sync between different gadgets.

Differences Between Desktop and Mobile Signature Setup

The gap in setting up your Outlook email look on desktops and phones is clear. If you use a Windows or Mac computer, you have lots of style choices. This includes fonts, colors, and links, perfect for making a unique signature. While more people use Outlook on their computers for this reason, other email tools are becoming popular. How to set up your look in Outlook is a growing interest area. Making a good look is critical for how others see your emails, no matter the device.


An effective email signature in Outlook enhances your professional image and makes your emails more engaging and informative. By following these detailed steps, you can create a signature that conveys professionalism and captures your brand. Remember to keep it simple, relevant, and aligned with your corporate identity for maximum impact.