How to Add an Email Signature in Outlook (Desktop & Web)

Outlook desktop and Outlook Web use different signature editors. The same HTML can look slightly different between them, so test both if your team uses mixed clients.

Build your signature

Use our email signature generator to design and export HTML with Outlook-specific copy steps. Start from templates for consistent team branding.

Outlook desktop (Windows)

1. File → Options → Mail → Signatures
2. New → name your signature → paste HTML or use the editor
3. Assign to new messages and replies/forwards
4. OK to save → send test email

Outlook on the web

1. Settings → View all Outlook settings → Mail → Compose and reply
2. Edit signature → paste HTML
3. Save → verify in a new message

Outlook-specific tips

• Word is used as editor on desktop — complex CSS may strip
• Keep tables simple; avoid flexbox and advanced positioning
• Use PNG logos with transparent background
• Microsoft 365 admins may enforce org-wide signature policies

More guides

Gmail signature guide · Gmail vs Outlook HTML differences · Apple Mail guide