You’ve probably seen them. Those messy email signatures where the logo is five times larger than the text, or worse, the ones that just say "Sent from my iPhone" like it’s 2012. It’s a bad look. Honestly, knowing how to put a signature on email in Outlook is one of those small technical hurdles that feels way more complicated than it actually is. It's frustrating. You just want your contact info to show up automatically, but Microsoft loves to hide settings behind three layers of menus.
Whether you're using the classic desktop app, the "New" Outlook, or the web version, the process varies just enough to be annoying. Let’s fix that.
Why Your Outlook Signature Keeps Breaking
Before we click any buttons, we need to talk about why signatures often look like garbage. Most people copy and paste a design from Word or a website. Outlook hates this. It brings over hidden HTML styling that breaks when your recipient opens the email on a dark-mode phone or a different mail client.
If you want it to stay clean, keep it simple. Use standard fonts like Arial or Calibri. If you’re using a logo, make sure it’s a small PNG file. Don't try to embed a 5MB headshot. It'll just end up as a massive attachment that clogs up someone's inbox.
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How to Put a Signature on Email in Outlook (Desktop Version)
The classic desktop app is still the king of corporate offices. If you’re using the version of Outlook that comes with Microsoft 365 or Office 2021, here is the path.
Open a New Email. This is the fastest way to get there. Look at the top ribbon. You'll see an option labeled Signature. Click it, then select Signatures... from the dropdown menu. A box pops up. This is your command center.
Hit New. Give it a name—maybe "Professional" or "Freelance." In the big white box at the bottom, type your details. Name, title, company, phone number. Simple stuff.
Here is the part everyone misses: Look to the right. There are two dropdown menus under Choose default signature. One says "New messages" and the other says "Replies/forwards." If you don't select your new signature here, it won't show up. You’ll have to manually insert it every single time, which is exactly the kind of busywork we're trying to avoid.
Save it. Close the window. Start a new email to test it. It should just be there, waiting for you.
Setting Up Your Signature on Outlook on the Web
The web version is actually a bit more intuitive. If you're logging in through Outlook.com or a company portal, things look different. Look for the Gear Icon in the top right corner. That’s your Settings.
Click it. A sidebar appears. You might see a search bar at the top of that sidebar—just type "Signature" into it. It’ll take you straight to Compose and respond.
The editor here is a bit more modern. You can drag and drop images more easily. But the same rule applies: don't over-format. If you make your text neon green, it's going to look terrible on a Mac or a mobile device. Stick to the basics.
One cool feature in the web version is the ability to have different signatures for different "From" addresses if you have aliases set up. If you're wearing multiple hats, this is a lifesaver.
The Mobile App Struggle
Look, the Outlook app on iOS and Android is great for reading, but it's a nightmare for formatting signatures. By default, it usually says "Get Outlook for iOS." Boring.
To change it, tap your profile picture in the top left. Hit the Gear Icon at the bottom. Scroll down to Signature.
You can’t really do fancy HTML here. It’s mostly plain text. If you try to paste a complex signature with icons and logos, the mobile app will likely strip the formatting or turn the images into weird attachments. My advice? Keep your mobile signature short. Just your name and maybe a link to your LinkedIn. People understand you're on the go. They don't need a three-paragraph disclaimer and a high-res company logo when you're replying from a coffee shop.
What Most People Get Wrong About Links and Images
You want people to click your website. I get it. But adding ten social media icons is a mistake.
Each icon is a separate image file. If a recipient has "Block external images" turned on (which many corporate IT departments do), your signature will look like a bunch of broken red "X" boxes. It looks broken. It looks unprofessional.
Instead of icons, try using plain text links.
- Website: [yourcompany.com]
- LinkedIn: [linkedin.com/in/yourname]
It’s cleaner. It’s lighter. It’s more reliable.
Legal Disclaimers: Do You Actually Need Them?
We've all seen those 200-word legal blocks at the bottom of emails. "This email is intended only for the recipient..."
Honestly? Unless you work in law, finance, or healthcare, they are mostly useless. They don't provide much actual legal protection in most jurisdictions, and they make your emails incredibly long. If your company requires one, fine. Use it. But if you're a freelancer or a small business owner, skip it. It's just digital clutter.
The "New Outlook" for Windows
Microsoft is currently pushing everyone toward the "New Outlook," which is basically the web version wrapped in a desktop app. If your Outlook looks a bit more like a website and less like a spreadsheet, you're on the new version.
The process for how to put a signature on email in Outlook in this version matches the web steps.
- Settings (the gear).
- Accounts.
- Signatures.
The "New Outlook" syncs your signature to the cloud. This is actually a huge win. In the old days, if you set up a signature on your laptop, it wouldn't show up on your desktop. Now, if you're using a Microsoft 365 account, it follows you. Set it once, and it’s everywhere.
Pro Tips for a Better Signature
If you want to stand out, think about "Value-Add" signatures. Instead of just your name, include a link to a recent blog post or a Calendly link so people can book a meeting with you.
Keep the font size between 10pt and 12pt. Anything smaller is unreadable on high-resolution screens; anything larger looks like you're shouting.
Also, avoid using a single image as your entire signature. Some people design their whole signature in Canva and paste it as one big JPEG. Bad move. If the image doesn't load, your recipient has zero ways to contact you. They can't highlight and copy your phone number. They can't click your email. It’s a total accessibility fail. Always use text for the important stuff.
Actionable Next Steps
- Check your current signature: Send a test email to a personal Gmail or Yahoo account. See how it looks on your phone.
- Simplify: Remove at least two lines of unnecessary info. Do they really need your fax number in 2026? Probably not.
- Update your photo: If you're using a headshot, make sure it’s recent. Using a photo from a decade ago creates a weird "Catfish" vibe when you finally meet in a video call.
- Verify the links: Click every single link in your signature right now. You’d be surprised how often people have broken links in their contact info for months without noticing.
Once you’ve saved your changes in the Signatures and Stationery menu, you're done. Your emails now have a consistent, professional footer that works while you sleep.