Outlook Setup

This guide covers installing your Signkit signature in all versions of Outlook: Windows desktop, Mac, and Outlook Web (OWA).

Outlook for Windows (Desktop)

Method 1: Copy & Paste

Step 1: Copy Your Signature

1. Log in to Signkit
2. Go to Signatures in the sidebar
3. Click on a signature to open it
4. Click Copy HTML in the preview panel

Step 2: Open Outlook Settings

1. Open Outlook
2. Click File → Options
3. Click Mail in the left sidebar
4. Click Signatures... button

Step 3: Create New Signature

1. In the Signatures dialog, click New
2. Enter a name (e.g., "Work Signature")
3. Click OK

Step 4: Paste Your Signature

1. Click in the "Edit signature" text area
2. Paste your signature (Ctrl + V)
3. The formatted signature should appear

Step 5: Set Defaults

Configure when to use this signature:

• New messages: Select your signature
• Replies/forwards: Select your signature or "None"
• E-mail account: Choose the account to apply this to

Step 6: Save and Test

1. Click OK to close the dialog
2. Create a new email to verify the signature appears
3. Send a test email to check appearance

Method 2: Direct File Installation

For more reliable results, especially with complex signatures:

Step 1: Download Signature File

1. In Signkit, go to your signature
2. Click Download
3. Select Outlook Format (.htm)
4. Save the file

Step 2: Locate Signatures Folder

Navigate to:

C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Signatures

To access AppData:

1. Press Win + R
2. Type %appdata%\Microsoft\Signatures
3. Press Enter

Step 3: Copy Files

Copy the downloaded .htm file to the Signatures folder.

Step 4: Restart Outlook

Close and reopen Outlook for the signature to appear in your list.

Outlook for Mac

Step 1: Copy Your Signature

1. Log in to Signkit
2. Go to Signatures in the sidebar
3. Click on a signature to open it
4. Click Copy HTML in the preview panel

Step 2: Open Preferences

1. Open Outlook
2. Click Outlook → Preferences (or press Cmd + ,)
3. Click Signatures

Step 3: Add New Signature

1. Click the + button
2. Enter a name for your signature
3. Click in the editor area

Step 4: Paste Signature

1. Paste your signature (Cmd + V)
2. Verify the formatting looks correct

Step 5: Set as Default

1. Select your email account
2. Choose your signature for "New messages"
3. Choose for "Replies/forwards" if desired

Step 6: Close and Test

Close preferences and compose a test email.

Outlook Web (OWA)

For Outlook.com and Office 365 web access:

Step 1: Copy Your Signature

1. Log in to Signkit
2. Go to Signatures in the sidebar
3. Click on a signature to open it
4. Click Copy HTML in the preview panel

Step 2: Open Settings

1. Go to outlook.com or your Office 365 webmail
2. Click the gear icon (top right)
3. Click View all Outlook settings

Step 3: Navigate to Signatures

1. Click Mail (left sidebar)
2. Click Compose and reply

Step 4: Create/Edit Signature

1. Under "Email signature", click in the editor
2. Clear any existing content
3. Paste your signature (Ctrl/Cmd + V)

Step 5: Configure Options

• Check "Automatically include my signature on new messages"
• Check "Automatically include my signature on messages I forward or reply to"

Step 6: Save

Click Save at the bottom of the settings panel.

Office 365 / Microsoft 365 Admin

For organization-wide deployment:

Using Transport Rules

Administrators can add signatures server-side:

1. Go to Exchange Admin Center
2. Navigate to Mail flow → Rules
3. Create a rule to append HTML signature
4. Apply to specific users or groups

Using Compliance Features

Office 365 supports disclaimer rules:

1. In Exchange Admin, go to Compliance management
2. Set up Mail flow rules with disclaimer action
3. Configure HTML content for signature

Troubleshooting

Images Show as Red X

This common issue occurs when images are blocked:

1. Check image URLs use HTTPS
2. Verify images are publicly accessible
3. Try re-hosting images
4. See Images Not Displaying guide

Signature Not Appearing

1. Verify signature is set as default
2. Check the correct email account is selected
3. Restart Outlook
4. Create a completely new signature

Formatting Issues

1. Re-copy the signature from Signkit
2. Clear the signature editor before pasting
3. Try the file installation method
4. Check for conflicting Outlook add-ins

Signature Duplicated in Replies

1. In signature settings, set "Replies/forwards" to "None"
2. Or use different signatures for new vs. reply emails

Can't Edit Signature

Some organizations lock signature settings. Contact your IT administrator.

Version-Specific Notes

Outlook 2019/2021

Full support for HTML signatures. Use either method above.

Outlook 2016

Works well but may have rendering differences with complex CSS. Test thoroughly.

Outlook New (Windows)

The new Outlook for Windows has different settings:

1. Click Settings (gear icon)
2. Go to Email → Signature
3. Paste your signature

Outlook Mobile (iOS/Android)

1. Open Outlook app
2. Tap your profile icon
3. Tap the gear icon (Settings)
4. Select your account
5. Tap Signature
6. Paste or type your signature

Best Practices

• Test across versions: If your team uses different Outlook versions, test in each
• Keep it simple: Complex signatures may render differently across versions
• Update consistently: When you change your Signkit signature, update Outlook manually

Next Steps

• Set up Gmail
• Set up Apple Mail
• Troubleshoot issues