Step-by-step instructions for Outlook desktop (Windows), Mac, web (OWA), and mobile apps. Works with Outlook 2016, 2019, 2021, and Microsoft 365.
Click File > Options > Mail > Signatures. This opens the Signatures and Stationery dialog.
Click 'New', give your signature a name (e.g., 'Work Signature'), and click OK.
If you've created a signature with BrandFooter, click 'Copy HTML' in the generator, then paste directly into the signature editor. Outlook's Word-based editor preserves the table layout and inline styles.
Under 'Choose default signature', select your new signature for both 'New messages' and 'Replies/forwards'. Click OK to save.
Click Outlook > Preferences > Signatures (or press ⌘ + , and click Signatures).
Click the + button to create a new signature. Give it a descriptive name.
Paste your BrandFooter HTML signature into the editor. The Mac version handles HTML paste better than Windows in most cases.
Select your email account from the dropdown, then choose your new signature as the default for new messages and replies.
Click the gear icon in the top-right corner, then click 'View all Outlook settings' at the bottom.
Go to Mail > Compose and reply. You'll see the Email signature section.
Click '+ New signature', name it, then paste your BrandFooter HTML signature into the editor. Outlook web supports rich HTML paste.
Under 'Select default signatures', choose your signature for new messages and replies. Click Save.
Tap your profile icon in the top-left, then tap the gear icon at the bottom-left.
Scroll down to the Mail section and tap 'Signature'.
Outlook mobile has limited HTML support. For best results, keep your signature simple — name, title, and contact info. You can type it directly or paste plain text.
Tap the back arrow to save your changes. The signature will be added to all new emails from this device.
Get the best results when setting up your email signature.
Outlook desktop renders HTML using Microsoft Word, which doesn't support modern CSS. Stick to table-based layouts with inline styles — exactly what BrandFooter generates.
Large images can trigger Outlook's image blocking. Use optimized PNG or JPEG files under 200KB, and always include alt text as a fallback.
Outlook desktop and Outlook web use different rendering engines. A signature that looks great in one may need tweaks for the other. BrandFooter's templates are tested across both.
Outlook desktop strips most background-image CSS. Use solid background colors instead, which BrandFooter handles automatically.
Three steps, under 60 seconds, no technical knowledge needed.
Browse our collection of professional email signature templates. Pick the layout that fits your style.
Add your name, job title, contact info, and brand colors. See a live preview as you type.
Click "Copy HTML" and paste into Outlook's signature settings. Done in seconds.
Common questions about Outlook email signatures.
Because Outlook desktop uses Microsoft Word as its rendering engine, which doesn't support modern CSS like flexbox, grid, or many shorthand properties. This is why table-based layouts with inline styles are essential — and exactly what BrandFooter generates for maximum compatibility.
Create a signature with a logo URL in BrandFooter's generator, copy the HTML, and paste it into Outlook's signature settings. The logo image must be hosted online with an absolute HTTPS URL so it displays for all recipients.
Yes, Outlook lets you choose separate default signatures for new messages and replies/forwards. In Outlook desktop, you'll find this under File > Options > Mail > Signatures. In Outlook web, it's under Settings > Compose and reply.
Outlook blocks external images by default for recipients as a security measure. The images will display in your own sent emails, but recipients may need to click 'Download pictures' or add you to their safe senders list to see them.
Set it as the default signature in the signature settings. In Outlook desktop, go to File > Options > Mail > Signatures and select your signature under 'Choose default signature' for both new messages and replies/forwards.
Outlook desktop, web, and mobile manage signatures independently. You'll need to set up your signature on each platform separately. BrandFooter makes this easy — just copy the HTML and paste it into each version of Outlook.
Outlook doesn't enforce a strict character or file size limit for signatures, but for best results keep your signature under 600px wide and all images under 200KB. Overly large signatures can be clipped by receiving email clients or trigger spam filters.
Yes, Outlook supports HTML signatures with table-based layouts and inline CSS. Avoid modern CSS properties like flexbox and grid, as Outlook's Word-based renderer doesn't support them. BrandFooter's templates are built specifically for email client compatibility.
Use our free generator to create a professional HTML signature optimized for Outlook's rendering engine. Copy, paste, done.
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