Email signatures frustrate busy professionals daily. You set them up once, and they disappear. They look perfect on desktop but break on mobile. They sync on one device but not another.

347+ billion business emails get sent globally every day. Professional email signatures have become essential business tools, and branded signatures increase sender confidence by 57%, so you want to make sure you have your Outlook email signature set up, and set up correctly.

Learn how to set up signature in Outlook across all devices in under 5 minutes. This comprehensive guide covers exactly how to do it on desktop and mobile, plus troubleshooting tips that solve the most frustrating sync and display issues.

How to set up your Outlook email signature

Adding a signature to Outlook on desktop is straightforward. Whether you use Outlook for Web, Windows, or Mac, we've got you covered.

Here's how to set up your Outlook signature on each platform.

Outlook email signature setup for web

1. Log in to your Outlook account.
2. Go to Outlook settings (gear icon at the top right of your inbox).

3. Navigate to your email settings by clicking on 'Email' and selecting 'Compose and reply' section. You'll find the signature options here.

4. Type your signature in the edit signature box under 'Email signature'. Use the mini formatting bar to change the font type, font size, and font color. Click the image icon to insert an image file, like your headshot, company logo, and social media icons to the signature.

You can also use text alignment features like bullets, indents, etc., to organize your Outlook email signature.

Tip: Keep your email signature professional and relevant. A professional Outlook email signature should include your full name, job title, company name, and contact information (email and direct phone). Ensure your signature meets accessibility standards with sufficient color contrast (4.5:1 ratio minimum for WCAG 2.1 compliance) and includes alt text for any images or logos. 

Keep file sizes under 100KB to ensure reliable display across all platforms, including mobile devices. If your industry requires specific disclaimers such as GDPR notifications, healthcare confidentiality notices, or financial service disclosures, verify with your compliance team that these are included. 

Consider creating a simplified mobile-friendly version of your signature, as mobile apps have limited HTML formatting support compared to desktop clients.

Your signature should complement your message, not overshadow it. This applies to professional business emails, including formal communications, client outreach, and corporate emails.

5. Scroll down to 'Select default signatures'. If you want your signature in new emails, pick it for 'For New Messages.' If you also want it in replies and forwards, select signature for 'For Replies/Forwards.'

6. Hit 'Save'. Outlook will automatically adds your signature every time you draft a new message:

Optional Reading: What are the best easy to read fonts?

Outlook email signature setup for Windows

1. Open Outlook.
2. On the View tab, select View Settings
3. Select Account > Settings
4. Select New signature, then give it a distinct name.
5. In the editing box, type your signature, then format it with the font, color, and styles to get the desired appearance.
6. Select Save when you're done.
7. With your new signature selected from the list above the editing box, go to Select default signatures and choose whether to apply the signature to new messages and to replies and forwards.
8. Select Save.

Here's a walk-through video on setting up your Outlook email signature for Windows:

<youtube video> https://www.youtube.com/watch?v=xULkxCsVlFw

Outlook email signature setup for Mac

1. Open the Outlook email client on your Mac.
2. Hover on 'Outlook' on the top menu bar and click 'Preferences'.

3. Select 'Signatures'.

4. In the Signatures window, click 'Edit' to create or edit a signature.

5. Type the signature. Like the web version, you can change fonts, insert links, and add images. Hit 'Save' once done.

6. You can see how the new email signature looks in 'Signature Preview'. Now, look at 'Choose default signature'. If you want your signature in new emails, pick it for the new messages in the drop-down box. If you want it in replies and forwards, enable it for the replies/forwards drop-down. If not, leave it as 'None'.

You can also add different signatures by clicking the plus icon. This way, you can create different signature templates for various purposes.

How to add a signature in the Outlook app

Do you want to change or set up your Outlook signature on the go? Adding your email signature to the Outlook mobile version is simple.

Here's how to add a signature in Outlook for iOS and Android.

Outlook email signature setup for iOS

1. Open the Outlook app on your iPhone.
2. Tap the profile icon of your email account.

3. Scroll down and tap the gear icon to open settings.

4. Click 'Signature'.

5. Type your signature in the new signature dialog box and tap the checkmark button.

6. You'll then see what the signature looks like in future messages.

Outlook email signature setup for Android

Follow these steps to add signatures in Outlook for Android:

3. Tap the gear icon (settings) on the bottom left of the menu.

4. In the settings menu, tap the 'Signature' section.

5. Paste your new email signature into the text box provided and then tap the tick in the top right corner to save the signature.

How to generate an email signature?

Creating a professional email signature doesn't require design expertise. You can use online signature generators or build one manually within Outlook's editor.

• Using email signature generators - Online signature generators streamline creation with professional templates and automatic formatting. Tools like HubSpot's email signature generator let you input information and customize colors, fonts, and layouts while handling HTML formatting automatically.

Simply copy the generated HTML code and paste it into your Outlook signature settings following the platform-specific instructions outlined earlier in this guide.

• Creating signatures manually - For more control, build signatures manually within Outlook's editor. This works well for simple text-based signatures or specific branding needs.

Start with essential information: name, title, company, and contact details. Use web-safe fonts (Arial, Verdana, Helvetica) for maximum compatibility. Keep logos under 50KB and photos under 100KB to prevent display issues. Test across multiple devices before finalizing to ensure consistent appearance.

Remember that simpler signatures often perform better across platforms. When creating your signature, follow professional email etiquette to ensure your communications maintain the right tone.

How do you change your Outlook email signature once created?

Updating your email signature takes just a few minutes once you know where to find the settings.

• Editing signatures on Outlook Web - Navigate to Settings (gear icon) > View all Outlook settings > Compose and reply > Email signature. Select the signature you want to modify, make your changes, and click Save.
• Editing signatures on Windows Desktop - Go to File > Options > Mail > Signatures. Select the signature to edit, make your changes, and click Save. Ensure you've selected the correct one as your default for new messages and replies.
• Editing signatures on Mac - Open Outlook > Preferences > Signatures. Click the signature you want to edit, make your changes, and hit Save.
• Editing signatures on mobile appsFor iOS: Tap your profile icon > Settings > Signature. Edit and tap the checkmark to save.

For Android: Tap the menu icon > Settings > Signature section. Update and tap the tick to save.

Important reminder: Editing your signature on one platform does not automatically sync to others. You'll need to manually update it on each platform separately.

Consider reviewing your signature quarterly as job titles, phone numbers, and company branding evolve. Learn more about maintaining professional business communication across all your emails.

Why email signatures matter for your professional success

Email signatures transform every email into a subtle marketing touchpoint. Including relevant links gives recipients easy access to learn more about you and your organization. Signatures also reduce friction when your contact information is readily available, directly impacting response rates and deal velocity.

Email signatures are just one element of professional communication. The broader challenge is managing the overwhelming volume of daily emails while maintaining quality interactions. Professional email management tools help busy professionals reduce email anxiety and maintain responsiveness without sacrificing hours each day.

Superhuman Mail streamlines your entire email workflow, from perfectly formatted signatures to AI-powered email composition and automated follow-ups. Teams using Superhuman respond to twice as many emails in the same amount of time and save 4 hours per person every week.

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