New message · updated for 2025
Step-by-step instructions for Outlook desktop (Windows), Mac, web (OWA), and mobile apps. Works with Outlook 2016, 2019, 2021, and Microsoft 365.
Create your signatureRe: Outlook Desktop (Windows)
Step 1
Click File > Options > Mail > Signatures. This opens the Signatures and Stationery dialog.
Step 2
Click 'New', give your signature a name (e.g., 'Work Signature'), and click OK.
Step 3
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.
Step 4
Under 'Choose default signature', select your new signature for both 'New messages' and 'Replies/forwards'. Click OK to save.
Re: Outlook for Mac
Step 1
Click Outlook > Preferences > Signatures (or press ⌘ + , and click Signatures).
Step 2
Click the + button to create a new signature. Give it a descriptive name.
Step 3
Paste your BrandFooter HTML signature into the editor. The Mac version handles HTML paste better than Windows in most cases.
Step 4
Select your email account from the dropdown, then choose your new signature as the default for new messages and replies.
Re: Outlook Web (outlook.com / OWA)
Step 1
Click the gear icon in the top-right corner, then click 'View all Outlook settings' at the bottom.
Step 2
Go to Mail > Compose and reply. You'll see the Email signature section.
Step 3
Click '+ New signature', name it, then paste your BrandFooter HTML signature into the editor. Outlook web supports rich HTML paste.
Step 4
Under 'Select default signatures', choose your signature for new messages and replies. Click Save.
Re: Outlook Mobile (iOS & Android)
Step 1
Tap your profile icon in the top-left, then tap the gear icon at the bottom-left.
Step 2
Scroll down to the Mail section and tap 'Signature'.
Step 3
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.
Step 4
Tap the back arrow to save your changes. The signature will be added to all new emails from this device.
Re: Doing it well
Get the best results when setting up your email signature.
Re: How it works
Step 1
Browse our collection of professional email signature templates. Pick the layout that fits your style.
Step 2
Add your name, job title, contact info, and brand colors. See a live preview as you type.
Step 3
Click "Copy HTML" and paste into Outlook's signature settings. Done in seconds.
Re: Common questions
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.
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Use our free generator to create a professional HTML signature optimized for Outlook's rendering engine. Copy, paste, done.
Create your signature