Outlook signature template
Free Outlook signature templates that don't fall apart
Eight templates rendered live below, each with one-click copy. Every one is built from tables and inline styles, so the Word rendering engine inside classic Outlook lays them out exactly as shown.
Last updated 2026-08-15
Eight Outlook signature templates
Click Copy this signature on any card and paste it straight into the Outlook signature editor. To swap in your own logo, colours, and details first, open the free generator.
Classic bar
Classic barA single accent rule under the name. The most forgiving layout in classic Outlook, because there are no nested columns for Word to collapse.
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Stacked
StackedEverything in one column. Immune to the column-width rounding that makes side-by-side layouts wander in Outlook 2016.
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Bordered card
CardOutlook honours table borders reliably, so a card reads as intended even though CSS box-shadow is dropped.
Minimal
MinimalText only. The one template that is guaranteed identical across every Outlook version ever shipped.
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Badge left
BadgeFixed-width logo cell on the left. Set the logo to an exact pixel width — Outlook ignores percentage widths on images.
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Compact inline
Compact inlineTwo lines, no images. Keeps long internal threads readable and avoids the message-size warnings on shared mailboxes.
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Tom Bergström · Support Lead · Northwind Studio
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Elegant serif
Elegant serifGeorgia is installed on every Windows and macOS machine, so a serif signature renders as designed without a web font.
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Modern split
Modern splitA vertical divider cell instead of a CSS border — the trick that keeps split layouts intact in the Word engine.
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What makes a template Outlook-safe
Classic Outlook for Windows still renders mail through Microsoft Word. Word's HTML support stopped evolving well before flexbox existed, which is why templates that look perfect in a browser preview arrive as a stack of misaligned fragments. The rules that actually matter:
- Tables for structure. Nested tables with explicit pixel widths, never CSS layout.
- Inline styles. Word drops
<style>blocks and class selectors entirely. - Pixel image dimensions. Set width and height attributes on every image; percentages are ignored and images render at native size.
- No border-radius, no box-shadow, no gradients. Word renders them as nothing, so a design that depends on them looks unfinished.
- System fonts only. Arial, Helvetica, Georgia, Tahoma, Verdana, Segoe UI. Web fonts never load.
- Explicit line-height in points. Word applies its own paragraph spacing otherwise, which is where the mysterious extra gaps come from.
- Hex colours. Modern colour syntax and CSS variables resolve to black or nothing.
Every template on this page follows all seven. If you build your own elsewhere, test it in classic Outlook before rolling it out — a browser preview will not catch these failures.
Installing the template in each Outlook
The signature editor moved in every recent Outlook release. Here's where it lives now. For a fuller walkthrough with screenshots of each step, see how to add a signature in Outlook.
New Outlook for Windows
- Click the gear icon in the top right, then View all Outlook settings.
- Go to Mail → Compose and reply.
- Under Email signature, click + New signature and give it a name.
- Paste the copied template into the editor.
- Set it as the default for new messages and for replies/forwards, then click Save.
Classic Outlook desktop (2016 / 2019 / 2021 / 365)
- Open Outlook and go to File → Options → Mail.
- Click the Signatures… button.
- Click New, name the signature, and click OK.
- Click into the Edit signature box and paste with Ctrl+V.
- Pick the signature under New messages and Replies/forwards for the right account.
- Click OK. Send yourself a test message to confirm image loading.
Outlook for Mac
- Open Outlook → Settings (Cmd+,) → Signatures.
- Click + to add a signature and name it.
- Paste into the editor window with Cmd+V, then close the window to save.
- Use the Choose default signature dropdowns to assign it per account.
Outlook on the web (Outlook.com)
- Click the gear icon → View all Outlook settings.
- Go to Mail → Compose and reply.
- Paste into the Email signature box.
- Tick Automatically include my signature on new messages and on replies, then Save.
Outlook mobile (iOS / Android)
- Outlook mobile supports plain text only — HTML templates cannot be stored there.
- Open Settings → Signature and enter a short text version: name, title, phone.
- Keep the rich template on desktop and web, where it renders fully.
One template, the whole company
Set your brand once, add your teammates, and every person gets a personal claim link with the same Outlook-safe template and their own details. Unlimited signatures, unlimited teammates, completely free — no Exchange rule, no add-in, no per-seat licence.
Outlook signature template FAQ
Why do most Outlook signature templates break?
Classic Outlook for Windows renders HTML with Microsoft Word, not a browser engine. Word ignores flexbox, grid, float in many cases, background images, border-radius, and web fonts. Templates designed for browsers fall apart; table-based templates with inline styles do not.
Which Outlook versions do these templates support?
Outlook 2016, 2019, 2021, Microsoft 365 desktop, the new Outlook for Windows, Outlook for Mac, Outlook on the web, and the Outlook mobile apps.
Can I edit an Outlook signature template?
Yes. Every template inherits your logo, brand colour, accent colour, tagline, font, and fields. Change them in the editor and the HTML regenerates — you never touch code.
Where does Outlook store signature files?
On Windows, classic Outlook keeps them in %APPDATA%\Microsoft\Signatures as a .htm file plus a matching folder of images. The new Outlook and Outlook on the web store signatures in your mailbox instead.
Why does my logo appear as a red X in Outlook?
The image is linked to a location the recipient cannot reach — a local file path, an intranet URL, or a link requiring sign-in. Host logos on a public HTTPS URL.
How do I apply one template across a whole company?
Add your team in SignatoryGrid, set the brand once, and send each person their claim link. Everyone pastes the same branded template into Outlook. No Exchange transport rule and no add-in required.