How to add a signature in Outlook

New Outlook for Windows / Outlook on the web

1. 1

   Open Outlook and click the gear icon in the top-right corner to open Settings.

2. 2

   Go to Account → Signatures (in some builds: Mail → Compose and reply).

3. 3

   Click New signature and give it a name, such as "Work".

4. 4

   Paste your signature into the edit box with Ctrl+V. Paste the formatted version, not plain text.

5. 5

   Under Select default signatures, set the signature for New messages and for Replies/forwards.

6. 6

   Click Save and send yourself a test email.

Note: New Outlook strips some CSS. Table-based signatures — the kind SignatoryGrid generates — survive intact.

Classic Outlook for Windows (2016, 2019, 365 desktop)

1. 1

   Open Outlook and choose File → Options → Mail.

2. 2

   Click the Signatures button next to "Create or modify signatures for messages".

3. 3

   Click New, name the signature, and click OK.

4. 4

   Click into the Edit signature box and press Ctrl+V to paste your signature.

5. 5

   On the right, pick the email account, then set New messages and Replies/forwards to your signature.

6. 6

   Click OK twice, then compose a new email to confirm it appears.

Note: Classic Outlook uses the Word rendering engine. If spacing looks doubled, paste with Ctrl+Shift+V once, then re-paste the formatted version.

Outlook for Mac

1. 1

   Open Outlook and choose Outlook → Settings from the menu bar.

2. 2

   Click Signatures under Email.

3. 3

   Click the + button to create a new signature.

4. 4

   Paste your signature into the editor with Cmd+V and close the window to save.

5. 5

   Back on the Signatures screen, choose your default signature per account.

Outlook on iPhone and Android

1. 1

   Open the Outlook app and tap your profile picture in the top-left.

2. 2

   Tap the gear icon to open Settings, then tap Signature.

3. 3

   Turn on Per Account Signature if you want a different signature per mailbox.

4. 4

   Paste your signature into the field and tap the checkmark or back arrow to save.

Note: The mobile app supports plain text only. Keep a short mobile version — name, title, company, phone — and use the full HTML signature on desktop.

Rolling one signature out to the whole team

Walking every teammate through the steps above is fine once. Doing it after a rebrand is not. SignatoryGrid keeps the brand in one editor and gives each person a personal claim link with their own details already filled in — they copy, follow the steps above once, and they're on-brand. Completely free, unlimited people.