How to Create a Professional Email Signature in Outlook (2025 Guide)

TL;DR: To create an email signature in Outlook, go to Settings > Mail > Compose and reply > Email signature. Add your name, title, contact info, and company logo. Save and set it as your default for new messages and replies.

Creating a professional email signature in Microsoft Outlook takes less than 5 minutes, but the impression it makes lasts much longer. Whether you're using Outlook desktop, web, or mobile, this guide covers everything you need to know.

What is an Outlook Email Signature?

An Outlook email signature is a block of text, images, and links that automatically appears at the bottom of your outgoing emails. It typically includes your name, job title, company information, and contact details.

A well-crafted signature serves as your digital business card, reinforcing your professional brand with every email you send.

How to Create an Email Signature in Outlook (Desktop)

Windows (New Outlook)

1. Open Outlook and click Settings (gear icon) in the top-right corner
2. Select Mail > Compose and reply
3. Under Email signature, click New signature
4. Name your signature (e.g., "Work" or "Main")
5. Use the editor to add your information:
   • Your full name
   • Job title
   • Company name
   • Phone number
   • Email address
   • Company logo (click the image icon)
6. Set your Default signatures for new messages and replies
7. Click Save

Windows (Classic Outlook)

1. Click File > Options > Mail
2. Click Signatures button
3. Click New and name your signature
4. Compose your signature in the editor
5. Set defaults for new and reply emails
6. Click OK to save

Mac

1. Open Outlook and go to Outlook > Preferences
2. Click Signatures
3. Click the + button to create a new signature
4. Name it and compose your signature content
5. Drag your signature to the account you want to use it with
6. Close the preferences window

How to Create an Email Signature in Outlook Web

1. Go to outlook.office.com and sign in
2. Click the Settings gear icon
3. Search for "signature" or go to Mail > Compose and reply
4. Click + New signature
5. Give your signature a name
6. Use the rich text editor to add:
   • Text formatting (bold, colors, fonts)
   • Images (paste or insert from URL)
   • Links to your website or social profiles
7. Set default signature for new messages and replies
8. Click Save

How to Add a Logo to Your Outlook Signature

Adding your company logo makes your signature more professional and memorable.

Best Practices for Logos

• Size: Keep width under 300 pixels, height under 100 pixels
• Format: Use PNG for logos with transparency, JPG for photos
• File size: Under 50KB for fast loading
• Hosting: Host images online for web/mobile compatibility

Steps to Add a Logo

Desktop (Windows):

1. In the signature editor, click the Image icon
2. Browse for your logo file or paste from clipboard
3. Right-click the image to resize if needed

Outlook Web:

1. Copy your logo image to clipboard
2. Paste directly into the signature editor
3. Or click Insert inline pictures and upload

Pro tip: Host your logo on your company website or a CDN, then use the image URL. This ensures the logo displays correctly across all email clients.

Setting Default Signatures

You can set different signatures for new emails vs. replies/forwards.

Why use different signatures?

• New emails: Full signature with logo, all contact details
• Replies/forwards: Simplified signature (name and title only) to avoid clutter in long email threads

To configure:

1. Go to your signature settings
2. Under "Default signatures," select your full signature for "New messages"
3. Select your short signature (or none) for "Replies/forwards"

Mobile Email Signatures (Outlook App)

iOS

1. Open Outlook app and tap your profile picture
2. Tap the Settings gear icon
3. Scroll to Mail section
4. Tap Signature
5. Toggle Per Account Signature if using multiple accounts
6. Enter your signature text
7. Tap Done

Android

1. Open Outlook and tap the menu icon (three lines)
2. Tap the Settings gear
3. Tap your email account
4. Tap Signature
5. Enter your signature
6. Tap the checkmark to save

Note: Mobile Outlook has limited formatting options. For HTML signatures with logos, create your signature in Outlook desktop or web, where it will sync to mobile.

Troubleshooting Common Issues

Logo Not Displaying

Problem: Logo shows as a broken image or red X.

Solutions:

• Ensure the image file exists and is accessible
• Use an absolute URL for hosted images (starts with https://)
• Check image file size (under 100KB recommended)
• Verify the email recipient hasn't blocked images

Signature Not Appearing

Problem: Your signature doesn't show on outgoing emails.

Solutions:

• Verify you've set a default signature for new messages
• Check if your signature is assigned to the correct account
• Restart Outlook after making changes
• Confirm you're using the account with the signature assigned

Formatting Issues

Problem: Signature looks different when received.

Solutions:

• Use web-safe fonts (Arial, Helvetica, Verdana)
• Avoid complex layouts that break in some email clients
• Test your signature by emailing yourself and viewing in Gmail
• Use tables for alignment (they're more email-compatible than CSS)

Signature Too Long

Problem: Outlook warns your signature is too large.

Solutions:

• Compress image files before adding
• Reduce number of images
• Use external image hosting instead of embedded images
• Keep total signature height under 150 pixels

Best Practices for Professional Outlook Signatures

Keep It Simple

• 4-6 lines of text maximum
• 1-2 images (logo and optional headshot)
• Essential contact info only

Use Consistent Branding

• Match your company's brand colors
• Use approved fonts and logo versions
• Keep styling consistent across team members

Make It Mobile-Friendly

• Ensure text is readable on small screens
• Make phone numbers tappable links
• Test on both iOS and Android

Include the Essentials

1. Full name
2. Job title
3. Company name
4. Phone number
5. Website or LinkedIn (choose one)

Frequently Asked Questions

What is the best size for an Outlook email signature?

The ideal Outlook signature is 300-600 pixels wide and 100-150 pixels tall. Keep text to 4-6 lines and images under 50KB each. This ensures your signature displays well on desktop and mobile without overwhelming your message.

How do I add a logo to my Outlook signature?

In Outlook desktop, open signature settings and click the image icon in the editor. For Outlook web, copy your logo and paste it into the signature editor. For best results, host your logo online and insert it using the image URL.

Can I have multiple signatures in Outlook?

Yes, Outlook supports multiple signatures. Create different signatures for work, personal, or different contexts. You can switch between them manually when composing emails or set different defaults for new vs. reply emails.

Why doesn't my Outlook signature show images?

Images may not display if they're blocked by the recipient's email client, if the image URL is broken, or if the file is too large. Use hosted images with https:// URLs and keep file sizes under 100KB for best compatibility.

How do I sync my Outlook signature across devices?

Signatures created in Outlook web or new Outlook (Windows) automatically sync across devices via your Microsoft 365 account. Classic Outlook desktop signatures don't sync automatically - you'll need to recreate them on each device.

Key Takeaways

• Create signatures in Outlook Settings > Mail > Compose and reply
• Use different signatures for new emails vs. replies
• Keep logos under 300px wide and 50KB in size
• Test your signature in multiple email clients
• Mobile signatures have limited formatting - create in desktop first

Next Steps

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